8 Step Checklist to Open a Cafe: The Ultimate Guide

So you've got a vision brewing — a cafe filled with the aroma of freshly ground beans and the buzz of happy customers. While the prospect can be exciting, the process can be a little complex . Luckily, we’re here to turn that process from overwhelming to simple. We've created a checklist of what we think are important steps to take your dream from concept to coffee shop.

     
 

1. Concept and planning

Consider what will make your cafe stand out from the crowd. Scout out the existing cafes in your area. What gaps are there? What can you offer that's unique? 
Then, think about the overall vibe you want to create — relaxed and communal, sleek and modern or warm and inviting? Are you picturing a laptop-friendly space with lightning-fast Wi-Fi and seriously good coffee? A family-friendly cafe with play areas and high chairs? Or perhaps a trendy brunch spot Instagram foodies will love? Finding your niche will influence everything from your location to your menu design. 
 

2. Secure the perfect spot

The right location is crucial to your cafe's success. High foot traffic is ideal, but consider other factors like parking availability, accessibility and proximity to other cafes. Does your vision lean towards a bustling inner-city corner perfect for takeaway coffees and pastries for busy commuters? Or a quieter suburban space with plenty of outdoor seating for pet owners.
 

3. Get licensed and legal

The paperwork side of things might not be the most exciting, but it's vital to have everything in order before you open your doors. First, you'll need an Australian Business Number (ABN). 
You’ll likely also need council permits, food licenses and liquor licenses if you plan on serving alcohol. Be aware that most councils require you to register your premises before you start construction. Don't forget to research regulations around signage and outdoor seating — these can vary between states and municipalities. Before you open, you’ll also need to develop a Food Safety Program and provide evidence to your local authority.
 

4. Crunch the numbers

Be realistic about the startup costs involved. Factor in rent, equipment (coffee machine, grinders, refrigerators, display cases), fit-out costs (furniture, decor, renovations), staff wages, inventory (food and drinks) and marketing expenses. 
Creating a detailed business plan will not only help you secure funding or attract investors, but it will also force you to consider all the financial aspects of running a cafe.
 

   
 

5. Design your dream space

Now for the fun part — designing your cafe! Consider the flow of customers and the overall aesthetic you want to create. Will customers order at the counter, through a QR code or with staff? Do you need a dedicated area for takeaway coffee? How much space do you need to prepare food and drinks?

Once you’ve ironed out the details, it’s time to shop. Here’s the only opening a coffee shop checklist you’ll need to get started!
 

Seating

Invest in comfy and stylish chairs and stools that reflect your cafe's vibe. Consider the height of your tables and chairs to ensure comfortable seating for long catch-ups or quick bites.
 

Tables

Consider function when choosing cafe tables. Will you have communal tables for groups or focus on smaller setups for couples and solo diners? Round tables can encourage conversation, while square tables offer more efficient use of space. 
 

Outdoor furniture

If you plan on having outdoor seating, choose furniture that's weatherproof, comfortable and easy to clean. Outdoor chairs, tables and shade umbrellas create an inviting alfresco space for your customers.
 

Accessories

Beyond equipment, consider display cases for treats, decor items and extra touches like art, lighting, plants and speakers. Napkin dispensers, menus and other essentials round out your cafe's needs.
 

Brewing essentials

We probably don’t need to mention this, but coffee is very important to Australians. Invest in a good setup with multiple options. You’ll need a commercial espresso machine with frothers, a grinder and a V60 if you’ll be offering batch brews.
 

Food essentials

Most cafes need basic kitchen equipment, regardless of the menu complexity. This might include a blender, toaster or sandwich press. Cafes with a made-to-order menu require a more elaborate kitchen setup. This means essentials like fridges and freezers, ovens and stoves, cookware, kitchen accessories and storage.
 

Operational 

Here’s the stuff you don’t normally think of. Hygiene (sinks, dishwashers, cleaning supplies), waste management, security, signage and an efficient POS system to streamline orders and finances. A cash register might be necessary, depending on your POS setup.
 

6. Hire staff

Your staff are the backbone of your cafe. Look for passionate individuals with excellent customer service skills and a genuine love for coffee or food. Consider offering barista training to ensure your team can create perfectly frothed cappuccinos and intricate latte art.

 
 

7. Create the perfect menu

Craft a menu that reflects your cafe's personality. Coffee is a must, with options for different brewing methods, but don't forget tea and smoothie lovers. Add delicious food options — pastries, salads, sandwiches, brunch items and sweet treats. Tailor your offerings to your niche, whether it's kid-friendly or health-conscious options.
 

8. Spread the word

Now that you're prepped, spread the word. Use eye-catching window displays during construction to pique passerby curiosity. Partner with local businesses and host events to build a loyal following. Don't forget online visibility — use social media to showcase your delicious food and inviting atmosphere with eye-catching posts and promotions, and claim your spot on Google to encourage positive reviews.
 

FAQs

Q: What is the average cost of opening a cafe in Australia?
The exact cost of opening a cafe in Australia can vary significantly depending on several factors, including:

• Location: CBD locations typically have higher rent and fit-out costs than suburban areas.
• Size and concept: A small cafe with a basic menu will require less investment than a larger cafe with a complex menu and extensive seating.
• Equipment: High-end espresso machines and other coffee equipment can be expensive.
• While a precise figure is impossible, estimates suggest the average cost to open a cafe in Australia can range from $100,000 to $500,000 or more.

Q: How to finance a coffee shop
Several options exist! Explore small business loans, government grants (regional areas or sustainability focus), equipment leasing or crowdfunding platforms to raise capital.

Q: What are the ongoing expenses of a cafe?
Ongoing expenses include refilling inventory (coffee, food), utilities (electricity, water, gas), waste disposal fees, marketing (loyalty programs, promotions) and equipment maintenance/repairs. A well-rounded business plan considering these costs is crucial for long-term cafe success.

Are you planning to open a cafe?
Get in touch with our Trade+Commercial team today at onboarding@templeandwebster.com.au to find out how we can help. Whether you’re still planning, or ready to start choosing your furnishings, our team is here to help turn your vision into reality.