Coffee Shop Equipment Checklist

Coffee and beverage equipment

Espresso machine Essential · Before opening · Lines up with 3 public guides Core equipment for espresso-based drinks. Quantity 1 commercial unit sized to expected volume Match group heads, service support, and power/plumbing needs to expected drink volume.
Espresso grinder Essential · Before opening · Lines up with 3 public guides Needed for fine espresso grinding and consistent extraction. Quantity 1-2 depending on menu Plan a dedicated espresso grinder instead of relying on a general-purpose grinder.
Drip coffee brewer Essential · Before opening · Lines up with 3 public guides Supports batch coffee service during rush periods. Quantity 1+ commercial brewer Choose a brewer that can keep up with morning peak demand.
Regular coffee grinder Essential · Before opening · Lines up with 3 public guides Supports drip, decaf, or non-espresso coffee service. Quantity 1 Keep espresso and drip grinding workflows separate when possible.
Cold brew system Nice to have · Early days · Lines up with 3 public guides Supports cold brew menu items without tying up hot coffee equipment. Quantity 1 if cold brew is on the launch menu Mark optional if the opening menu is hot drinks only.
Commercial blender Nice to have · Early days · Lines up with 3 public guides Needed for smoothies, frappes, and frozen drinks. Quantity 1-2 if serving blended drinks Can wait if the opening menu does not include blended drinks.
Hot water dispenser Nice to have · Before opening · Lines up with 3 public guides Supports tea, americanos, cleaning, and faster bar workflow. Quantity 1 Check counter space and plumbing requirements before buying.
Water filtration system Essential · Before opening · Lines up with 2 public guides Protects beverage equipment and improves drink consistency. Quantity 1 system matched to equipment Confirm local water conditions and equipment warranty requirements.

Cold storage and food service

Ice machine Essential · Before opening · Lines up with 3 public guides Iced coffee, tea, and blended drinks need reliable ice. Quantity 1 if serving iced drinks Size output for peak iced-drink volume, not average daily usage.
Undercounter refrigerator Essential · Before opening · Lines up with 3 public guides Keeps milk, syrups, and frequently used ingredients near the bar. Quantity 1+ Place near the bar workflow and verify ventilation clearance.
Reach-in refrigerator Nice to have · Before opening · Lines up with 3 public guides Stores extra milk, food, and prep ingredients away from the service line. Quantity 1 if menu requires back stock May be required before launch if you serve food or high drink volume.
Bakery display case Nice to have · Early days · Lines up with 3 public guides Displays food items at checkout and supports add-on sales. Quantity 1 if selling pastries Choose dry or refrigerated based on your menu.
Countertop oven or toaster Nice to have · Early days · Lines up with 3 public guides Supports pastries, breakfast sandwiches, and simple food service. Quantity 1 if warming food Can wait if the opening menu is beverage-only.

Sinks and sanitation

Commercial dishwasher Nice to have · Before opening · Lines up with 3 public guides Keeps mugs, pitchers, utensils, and prep tools clean during service. Quantity 1 or approved sink workflow Confirm local code requirements before choosing dishwasher versus sink workflow.
Three-compartment sink Essential · Before opening · Lines up with 2 public guides Supports wash, rinse, and sanitize workflow. Quantity 1 if required by local code Treat as code-sensitive; verify local health department rules.
Handwashing sink Essential · Before opening · Lines up with 2 public guides Supports food safety and staff hygiene. Quantity As required by layout and code Verify placement and number with local requirements.

Barista tools

Espresso tamper Essential · Before opening · Lines up with 3 public guides Compresses espresso grounds before brewing. Quantity 1-2 Match diameter to your portafilter baskets.
Frothing pitchers Essential · Before opening · Lines up with 3 public guides Needed for steaming and pouring milk drinks. Quantity Multiple sizes Use several sizes to support different drink volumes.
Knock box Essential · Before opening · Lines up with 3 public guides Collects spent espresso grounds quickly at the bar. Quantity 1+ Choose capacity based on line volume and counter space.
Portion scale Essential · Before opening · Lines up with 3 public guides Improves drink consistency and inventory control. Quantity 1-2 Use for coffee dosing, ingredients, and bagged coffee sales.
Measuring cups and spoons Nice to have · Before opening · Lines up with 3 public guides Supports consistent prep and recipe execution. Quantity 1-2 sets Keep a dedicated set near prep surfaces.
Frothing thermometer Nice to have · Before opening · Lines up with 3 public guides Helps train staff and keep milk texture consistent. Quantity 1-2 Useful during training even if experienced baristas later rely on touch.
Syrup pumps Nice to have · Before opening · Lines up with 2 public guides Keeps flavoring portions consistent. Quantity One per syrup bottle Match pump size to the bottles you actually stock.

Consumables and ingredients

Coffee filters Essential · Before opening · Lines up with 3 public guides Required for drip and batch brewing workflows. Quantity Opening stock plus reorder point Match filter type to brewer baskets.
Coffee beans and espresso Essential · Before opening · Lines up with 3 public guides Primary ingredient for coffee and espresso drinks. Quantity Opening stock by menu volume Separate opening stock from ongoing supplier relationships.
Milk and milk alternatives Essential · Before opening · Lines up with 3 public guides Needed for lattes, cappuccinos, and many specialty drinks. Quantity Opening stock Plan chilled storage before increasing milk variety.
Tea, hot chocolate, and chai Nice to have · Early days · Lines up with 3 public guides Expands beverage options beyond coffee. Quantity Opening stock if on menu Add only what fits the opening menu and prep workflow.
Flavoring syrups Nice to have · Before opening · Lines up with 2 public guides Supports common specialty drink orders. Quantity Core flavors first Start narrow to avoid dead inventory.

Serviceware and to-go supplies

Paper hot cups and lids Essential · Before opening · Lines up with 3 public guides Required for takeout hot drinks. Quantity Opening stock by size Stock the sizes on your menu, not every available size.
Cold cups and lids Essential · Before opening · Lines up with 3 public guides Required for iced coffee, iced tea, and cold drinks. Quantity Opening stock by size Coordinate strawless lids or straw size with your cup choice.
Cup sleeves Nice to have · Before opening · Lines up with 2 public guides Protects hands from hot drinks and supports branding. Quantity Opening stock Can be custom branded later; start with plain sleeves if needed.
Straws and stirrers Essential · Before opening · Lines up with 3 public guides Needed for to-go drinks and self-serve condiments. Quantity Opening stock Check local rules about single-use plastics.
Cup carriers Nice to have · Before opening · Lines up with 2 public guides Supports multi-drink to-go orders. Quantity Opening stock Easy to overlook until the first office order arrives.
Napkins Essential · Before opening · Lines up with 2 public guides Basic customer service and spill handling. Quantity Opening stock Plan dispensers if using self-serve condiment stations.
Ceramic mugs and cups Nice to have · Early days · Lines up with 3 public guides Supports dine-in coffee service. Quantity Enough for in-store service Can wait if launch is takeout-only.

Cleaning and safety

Espresso machine cleaner Essential · Before opening · Lines up with 3 public guides Supports daily espresso machine cleaning and maintenance. Quantity Opening stock Use cleaner compatible with the machine and staff cleaning procedure.
Cleaning brushes Essential · Before opening · Lines up with 2 public guides Helps clean grinders, group heads, pitchers, and hard-to-reach surfaces. Quantity Multiple task-specific brushes Separate food-contact, floor, and equipment cleaning tools.
Bar rags Essential · Before opening · Lines up with 2 public guides Keeps work surfaces clean during service. Quantity Daily rotation stock Plan enough for opening shift, backup, and laundry.
First aid kit Essential · Before opening · Lines up with 3 public guides Basic workplace safety item. Quantity 1+ Keep visible and restock after use.
Gloves and aprons Essential · Before opening · Lines up with 2 public guides Supports sanitation and staff presentation. Quantity Opening stock by staff count Separate disposable gloves from reusable aprons in storage.
Date labels Essential · Before opening · Lines up with 2 public guides Helps track prepared ingredients and freshness. Quantity Opening stock Include markers that work in refrigerated environments.
Food-grade detergent and sanitizer Essential · Before opening · Lines up with 2 public guides Required for cleaning and sanitizing food-service surfaces and tools. Quantity Opening stock Follow local health rules and product instructions.

Technology and store setup

POS system Essential · Before opening · Lines up with 3 public guides Handles checkout, payments, and basic sales reporting. Quantity 1 system Compare payment fees, hardware, menu setup, and reporting needs.
Receipt printer Nice to have · Before opening · Lines up with 2 public guides Supports receipts, order tickets, and some POS workflows. Quantity 1+ Confirm compatibility with the POS system before buying.
Cash drawer Nice to have · Before opening · Lines up with 2 public guides Needed if accepting cash payments. Quantity 1 Confirm POS compatibility and cash handling policy.
Wi-Fi router Nice to have · Before opening · Lines up with 2 public guides Supports POS, staff tools, and customer Wi-Fi if offered. Quantity 1 business-grade setup Separate POS/network needs from guest Wi-Fi where possible.
Security system Nice to have · Before opening · Lines up with 2 public guides Protects staff, cash, equipment, and premises. Quantity As needed by layout Coordinate cameras, alarms, and storage with local rules and landlord requirements.

Furniture and customer area

Tables and chairs Nice to have · Before opening · Lines up with 2 public guides Creates seating for dine-in customers. Quantity Based on floor plan Can be minimal if your concept is mostly takeout.
Menu board Essential · Before opening · Lines up with 2 public guides Shows drinks, food, and pricing clearly at ordering time. Quantity 1+ Use an editable format until the menu is stable.
Shelving and storage Essential · Before opening · Lines up with 3 public guides Keeps ingredients, disposables, and tools organized. Quantity Back-of-house and front-of-house Separate dry storage, service-line storage, and cleaning storage.
Prep table or prep surface Essential · Before opening · Lines up with 2 public guides Gives staff clean, durable work surfaces for food and drink prep. Quantity As needed by workflow Choose surfaces that fit cleaning and food-service requirements.