Opening a cafe is exciting, stressful, and full of decisions. There's a lot of information out there, and plenty of it is trying to sell you something. This isn't that. This is just a straightforward checklist of what you need to think about on the coffee side - from someone who's been helping new cafes get set up for 25 years.
The espresso machine
This is your biggest investment and the heart of your coffee operation. A few things to consider:
Size. How many group heads do you need? A single-group machine suits a very small cafe. Two groups is the standard for most independent cafes. Three groups is for high-volume operations. Don't overbuy, but don't underbuy either - being stuck with a queue of customers and one group head is painful.
New or refurbished. A brand new commercial espresso machine costs anywhere from £3,000 to £15,000+. A quality refurbished machine can save you thousands and still perform brilliantly. Ask your supplier what they'd recommend for your volume and budget.
Water supply. Commercial machines need a plumbed-in water supply and drainage. Factor this into your fit-out. Also think about water filtration - more on that below.
Service and warranty. Know who's going to fix it when it breaks. (Not if - when. All machines need servicing.) Choose a machine that your supplier or a local engineer can support. An obscure brand with no UK service network is a risk.
The grinder
Some people would argue the grinder matters more than the machine. They've got a point. A great grinder with an average machine will produce better coffee than a great machine with a poor grinder.
For a cafe, you need an on-demand grinder that grinds directly into the portafilter. Doser grinders (the ones with a chamber that you pull a lever on) are mostly outdated - they waste coffee and the grounds go stale sitting in the chamber.
Budget around £500–£1,500 for a decent commercial grinder. If you're also serving decaf (and you should), you'll need a second grinder. Switching between regular and decaf in the same grinder is impractical during service.
The coffee
Choose a blend that works for espresso and milk-based drinks - that's 80–90% of what most cafes serve. You want consistency, good body, sweetness that comes through milk, and something your customers will keep coming back for.
Don't overcomplicate your menu at the start. One house blend for espresso, one decaf, and maybe a filter option is plenty. You can add guest coffees and single origins later once you've found your feet.
Order samples from a few suppliers, try them in your machine, and go with what tastes best in a flat white. That's the real-world test.
Water filtration
Water is 98% of a cup of coffee. If your mains water is hard (and in much of the UK it is), you need a filter. Not just for taste - limescale will slowly destroy your machine from the inside. A replacement boiler costs significantly more than a water filter.
Install a proper commercial water filter before you open. Replace the cartridge according to the manufacturer's schedule - usually every 6–12 months depending on usage and water hardness.
Milk
Find a good local dairy supplier for fresh semi-skimmed and whole milk. Full-fat gives the best microfoam for lattes and flat whites. Semi-skimmed is the default in most cafes.
Stock at least one plant milk alternative. Oat milk (barista version) is the most popular by a distance. Keep it in the fridge and shake well before use.
Other equipment you'll need
- Knock box - for discarding used coffee pucks
- Tamper - get one that fits your portafilter basket properly
- Milk jugs - at least 3–4 in different sizes (350ml for flat whites, 600ml for lattes)
- Thermometer - until your baristas can judge milk temperature by feel
- Scales - for dosing and checking shot weights
- Timer - many machines have one built in, otherwise use your phone
- Cleaning products - backflush cleaner, milk system cleaner, descaler, grinder cleaner
- Cloths - more than you think. Lots of them.
Training
If you or your staff haven't worked as baristas before, get proper training. It doesn't need to be a week-long course - a good half-day session covering espresso extraction, milk steaming, machine maintenance, and dialling in the grinder will set you up well.
Many coffee suppliers (including us) offer training as part of their service. It's one of the most valuable things you can invest in before opening day.
The menu
Keep it simple. Espresso, americano, flat white, latte, cappuccino, and a filter option covers 95% of orders. Add hot chocolate, a couple of teas, and maybe a cold drink in summer. You can always expand later.
Price your coffee properly. Look at what other cafes in your area charge and position yourself accordingly. Don't underprice to compete - quality coffee costs money to produce, and customers understand that.
Finding your supplier
Look for a supplier who'll actually support you, not just send you boxes. The right supplier will help you choose equipment, train your staff, troubleshoot problems, and be there when you need them. It's a partnership, not a transaction.
We've helped plenty of cafes get off the ground over the past 25 years. If you're planning to open up and want some straight-talking advice about the coffee side, give David a call. He's been through this hundreds of times and he'll tell you what you actually need - not what makes the biggest sale.