Checklists LibraryCoffee Shop Inventory Checklist

HoReCa

10/22/2025

Coffee Shop Inventory Checklist

This checklist gives owners and managers a clear, repeatable way to verify that café equipment and critical systems are ready for service. It covers front-of-house readiness, espresso and brew stations, water quality and filtration, cold line temps, ice and beverage systems, back-prep appliances, sanitation tools, safety gear, and POS/IT — so nothing essential is missed before doors open.

Technical items are captured as measurable controls: boiler pressure, grouphead temperature, grinder condition, water hardness/TDS, fridge/freezer temps, sanitizer ppm, and final rinse temperature. Photos of gauges, thermometer readings, and posted permits make maintenance and compliance easy to verify.

Use it to track smallwares and disposables (cups, filters, pitchers, labels) and to log spare parts and preventive maintenance (gaskets, burrs, o-rings). A quick inventory snapshot for beans, milk, tea, and pastry helps plan orders and avoid outages, while notes fields capture odd noises, leaks, or wear that need follow-up.

Answer types keep records clean and audit-ready: [Flag] for pass/fail checks, [Number] for temps/pressures/counts, [Text] for issues and actions, and [Media] for photo proof. Run it as a printable PDF or in a mobile app to assign tasks, require evidence, and generate time-stamped reports — turning equipment control and inventory into a consistent, low-effort routine.

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Open sign/lights operational

Check

Menu boards/screens working, current pricing

Check

Tables/chairs/stools condition (damaged count)

Number

Customer Wi-Fi router/access points online

Check

Music system operational

Check

Restroom fixtures (faucets/flush/dryer) working

Check

Espresso machine powered, no leaks

Check

Shot timer/scale functional

Check

Portafilters & baskets (count)

Number

Grinder #1 (espresso) burr wear %

Number

Grinder #2 (filter/decaf) burr wear %

Number

Doserless/doser chute clean

Check

Knock box intact, rubber bar condition

Check

Thermometers calibrated

Check

Steam wands purge/anti-vac OK

Check

Batch brewer operational

Check

Upload photo of espresso bar & gauges

Media

Main water filter in service

Check

Filter change date label updated

Check

Spare filters on hand (count)

Number

Notes on water taste/odor

Text

Milk fridge temperature (°F)

Number

Under-counter fridge temperature (°F)

Number

Display fridge temperature (°F)

Number

Freezer temperature (°F)

Number

Shelving/racks stable, food-safe

Check

Ice machine operational, bin clean

Check

Ice scoop stored handle-up, off-ice

Check

Soda gun nozzles/holsters intact

Check

Convection/combination oven functional

Check

Microwave operational

Check

Food processor/blender works

Check

Meat/food probe thermometer working

Check

Cutting boards condition (replace count)

Number

Smallwares set (knives, spatulas, whisks)

Text

Cups/lids/sleeves stock (cases)

Number

To-go cutlery/napkins/stirrers (units)

Number

Coffee filters boxes

Number

Scale batteries/spares available

Check

Label rolls (dates/allergens) in stock

Check

Upload photo of smallwares shelf

Media

Dishwasher/glasswasher operational

Check

Mop sink & floor drains clear

Check

Chemical bottles labeled & segregated

Check

Spare trash liners (rolls)

Number

Fire extinguishers inspected/in date

Check

First-aid kit stocked

Check

Emergency exits lit/unobstructed

Check

SDS binder accessible

Check

All permits/licenses posted

Check

POS terminals online

Check

Receipt printers & cash drawer working

Check

Card readers/contactless working

Check

Inventory software/App sync OK

Check

Time & attendance devices working

Check

Barcode scanner (if used) working

Check

Spare receipt paper rolls (count)

Number

Upload POS status screenshot

Media

Burr sets (spare) in stock (sets)

Number

Descaler/backflush detergents in stock

Check

Espresso cleaning tablets (count)

Number

Grease trap service date set

Check

HVAC filter change schedule set

Check

Preventive maintenance calendar updated

Check

Notes on unusual noises/leaks/odors

Text

Espresso beans on hand (kg)

Number

Filter/retail beans on hand (kg)

Number

Alt-milks by type & units

Text

Dairy milk by type & liters

Number

Pastry/day-old counts

Number

Shelf-life/expiry exceptions

Text

Missing/damaged equipment list

Text

Equipment needing service (priority)

Text

Coffee Shop Inventory Checklist

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