What happens when someone buys a coffeeOne order · seven updates · no keying in
01 · Customer orders
Table 08E-menu
Iced White
Oat milkExtra shot
TotalRM 17.00
Place order
02 · The counter receives it
#024814:06
Iced White
Oat milk · Extra shot
Preparing
Same queue as the counter
03 · Everything else updates itself
Customer
Jia WeiRegular
Visits+1
Loyalty stamp9 / 10
Inventory
Coffee beans−36 g
Oat milk−220 ml
Cup + lid−1 each
Margin
RevenueRM 17.00
Recipe costRM 5.12
Gross profitRM 11.88
Margin69.9%
Stock
Oat milk8 → 7
Reorder point5
ActionWatching
Order complete ✓1 sale · 4 ingredients deducted · 1 stamp added · RM 11.88 gross profit recorded
Nobody typed a stock count, a loyalty stamp or a margin. One order fired all seven — which is why the reports later in this page need no maintenance.
Built around how a cafe actually runs
Your menu, your recipes, your modifiers. Set them once and every sale, stock count, margin and closing report after that reads from the same source.
Recipes that cost themselves
Every drink and pastry carries its own recipe, down to the cup and the lid. Change a supplier price and the margin on every item that uses it moves the same afternoon.
Stock that deducts itself
A latte sold takes its beans, its milk and its cup out of stock. Low items flag themselves onto a reorder list before a barista has to say we've run out.
Counter and e-menu, one queue
Orders taken at the till and orders placed from a customer's phone land in the same queue, on the same stock, against the same loyalty card.
Workflows
If a barista has to remember it, it should be a rule
Mark an item out of stock, raise the reorder, flag the margin that slipped and send the closing report to WhatsApp — set once, runs every day.
Triggers on stock level, margin, waste or a sale that looks wrong
Approval steps where the owner still has to look
Full run history, so you can see why a number moved
When
Oat milk drops below its reorder point
Then
Add it to the reorder cart and tell the owner
Then
Mark affected items out of stock on the e-menu
Insights
It tells you which items are earning — and which are just busy
Because every sale carries its recipe, its modifiers and its waste, the system names the cause instead of handing you another chart to interpret.
Margin leakThird month running · pastry counter
The pastry counter is selling well and earning nothing
Pastry sales rose 6.4% this quarter while what you threw away at close rose 41%. The counter now contributes RM 2.1K a month less than it did three months ago, and nothing flagged it because the sales number kept growing.
Waste rate9.1% → 12.8%
Counter marginRM 7.4K → 5.3K
Share of sales14.4%
What to do next
01Cut the afternoon bake from three trays to two+RM 1.4K/mo
02Reprice the four lowest-margin pastries by 8%holds 42%
03Add a rule: flag any item wasting more than 10% a weekprevents drift
The working
Pastries sold three months ago2,140 units
Thrown away at close then195 · 9.1%
Pastries sold this month2,277 units
Thrown away at close now291 · 12.8%
96 extra units × RM 4.10 ingredient costRM 394 / mo
Butter cost since January+18%
Counter margin, then → nowRM 7.4K → 5.3K
Built from 2,277 recipe-deducted sales · close-of-day waste log · nothing typed in
Drafted planNot sent yet
01Cut the afternoon bake from three trays to twoKitchen tomorrow
02Reprice the four lowest-margin pastries by 8%You next menu update
03Rule: flag any item wasting more than 10% a weekSystem instant
Approve to assign the tasks and turn rule 03 on.Nothing leaves the system until you approve.
Stock
Two ingredients went negative last week
More was used than was ever logged as received — a delivery came in and nobody recorded it.
Log the missing delivery→
Cost drift
Milk cost up 18% in four months
Every milk-based drink lost margin quietly. Five items are now below the floor you set.
Review 5 menu items→
Working
Loyalty regulars now cover the rent
Customers past their fifth stamp spend 2.4× more a month and came back twice as often this quarter.
Push the stamp reward→
One order. Everything behind it follows.
From ordering and loyalty to recipes, stock and reporting, every part of Cafe updates the next automatically.
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MenuTable 4
CreditRM 47.508 / 10 stamps
Matcha LatteRM 16.00
Oat milk +2Less ice50% sugar
Member discount 20%−RM 3.60Service & SSTRM 1.73TotalRM 16.13Pay with creditNo app · opens from the QR
New order · #1842E-menu · 14:06
1×Matcha LatteOat milk · less ice · 50% sugarRM 16.13
Preparing→ReadySame queue as the counter
The moment it is accepted
Customer profile · Jia Yee+1 visit
Loyalty card+1 stamp · 9 / 10
Matcha powder · oat milk · cupdeducted
Margin on this order69.3%
Customer profileBuilt by the orders themselves
JYJia YeeMember since Aug 2025 · card 18744635Regular
WPain au chocolat under reviewmargin · 4 days agoOpen−RM 220 / mo
Cafes come for the till. They stay because the business starts running itself.
01 · Know
Know what happened today.
Sales, orders, payment mix and margin are already there when you open the dashboard — nobody exports anything first.
RM 5,487.98 · 283 orders · sample
02 · Catch
Catch what is costing you.
Waste, low-margin items and stock variance surface while you can still act on them, instead of disappearing inside a monthly P&L.
RM 937.20 waste detected · sample
03 · Act
Know what needs doing next.
Low stock becomes a reorder. Every sale deducts its ingredients. Every purchase updates the customer and their loyalty card.
2 items need attention →
Every sale
→ Stock
Ingredients deducted automatically
Every customer
→ One profile
Spend · visits · loyalty · rewards
Every item
→ True margin
Price − modifiers − ingredient cost
Every day
→ One report
Sales · COGS · waste · stock
Priced on the size of the counter
Outlets and order volume set the price. Staff logins scale with the plan — unlimited on Group, so the owner, the manager and every barista work off the same menu.
Onboarding · your blueprintAbout a weekIncluded on Group
01Terminals set up — counter POS, QR, card reader
02Your menu, recipes and modifiers built with you
03Ingredients loaded with supplier prices and pack sizes
No. Every drink and pastry carries a recipe, so selling it takes its beans, milk, cup and lid out of stock as the order is rung. You still count physically now and then — but to check the system, not to build the number.
Do customers need to download an app?
+
No. The e-menu opens from a QR code on the table or the counter — your menu, your prices, their loyalty stamps and prepaid credit, in the browser they already have. Orders land in the same queue as the ones taken at the till.
Does it work with my accounting software?
+
Yes. The day's takings, tenders, SST and ingredient cost come out as one balanced journal entry that exports to SQL Account, AutoCount or Xero. Your ledger stays where it is — nobody retypes a day of sales again.
Is SST handled?
+
Yes. Output tax is split by rate and carried into the entry as SST payable, so the figure filed matches the sales it came from. Service charge is separated from tax, and mixed-rate items like retail beans are split per item, not averaged across the bill.
What if a delivery arrives and nobody logs it?
+
The ingredient goes negative and the system says so — more was used than was ever received. Photograph the supplier invoice into our Telegram bot and the items are logged against stock, with the value posted, without anyone opening a laptop.
What does it cost?
+
Counter is RM 390 a month, Cafe RM 690, and Group is scoped on outlets and volume. Onboarding is RM 2,000 on Counter and RM 4,000 on Cafe, and is included on Group. Annual billing gives two months free.
Bring your data. Keep your process.
Bring your menu, your prices and your suppliers. Most cafes are ringing sales on it — and seeing margin per item — inside a week.
Stategist