Everything you need to manage your coffee shop with complete visibility and control.
Capture every order with speed and accuracy
Quick order entry with customer, drink, and modifier selection (milks, shots, syrups, sizes). Real-time status tracking through prep and pickup.
Find existing customers instantly by name or phone. Create new profiles on the spot, no friction at the counter.
Record cash, card, account, and redemption payments. Track every transaction method for accurate reconciliation.
Bill office accounts and corporate clients on account. Capture orders now, send branded statements with PDF and email later.
Generate secure WhatsApp-shareable tip links with PayFast integration. Baristas get tips directly.
Collect 5-star service ratings after each order. Monitor service quality in real-time.
Turn happy customers into Google reviewers. Anyone rating 4 or 5 stars in-app sees a one-tap 'Share on Google' button, so every great cup becomes a chance to rank higher on Maps and Search. Negative feedback stays internal for your team to address.
Track every drink through preparation in real-time. Baristas see what's queued, what's brewing, and what's ready for pickup.
Each order generates a unique 4-digit code sent to the customer via WhatsApp, SMS, and push. Verify the code on pickup to make sure the right drink goes to the right person.
The system detects when the same customer has already been captured in the last few minutes. Baristas see the time of the existing order and must confirm before proceeding, no more accidental double charges during the morning rush.
Photograph custom orders, special requests, or items from the 3-dot menu. Photos are linked to the sale for reference anytime.
Create products with a custom name and price at capture time for once-off items, retail extras, or specials.
Real-time visibility into your operations
Key metrics at a glance: total sales, average transaction value, customer count, and shop performance.
Visual revenue tracking over time. Identify trends and patterns in your business.
See which drinks and items sell best. Analyze product mix and optimize your menu.
Real-time rating card showing service quality across all shops.
Track new vs returning customers, average visits, and retention rate. Segment customers by visit frequency.
Identify busiest hours and days of the week. Optimize staffing based on actual traffic patterns.
See your top 10 drinks by volume with revenue breakdown. Know what drives your business.
Track weekly average spend per order. Measure the impact of upselling and pricing changes.
Comprehensive reports for complete oversight
Complete transaction history with date filters, payment method breakdown, sale items, and tips reporting.
Daily openings and cashups, cash handling summaries, float tracking, expenses, and wages distribution.
Attendance records, shifts, clock-in/out tracking, and monthly attendance summaries.
Identify discrepancies between expected and actual totals. Spot issues before they become problems.
See your true Net profit: Sales minus daily expenses, overhead costs, and barista wages. Negative values highlighted in red. Mobile summary shows Income, Expenses, and Net at a glance.
Build lasting customer relationships
Full customer records with contact info, favourite drinks, search and filter, and profile management.
Track customer visits and rewards. Automated free-drink redemption for loyal customers. See loyalty status at a glance in customer lists.
Monitor visit frequency and identify at-risk customers. Segment by active/inactive status.
View your top 100 customers ranked by visits and spend. Identify and reward your regulars.
Set up office accounts and corporate clients with dedicated credit accounts. Manage account balances and orders-on-account seamlessly.
Set and enforce credit limits per customer account. Baristas are warned when accounts approach or exceed their limit.
Generate and send branded invoices to account customers via email. Track outstanding balances and payment history.
Accept payments against customer accounts to top up their balance. Record cash, card, or EFT payments with full audit trail.
Let customers order ahead, skip the queue
Customers pre-order drinks online via your branded shop page or QR code. Choose which items are orderable and set optional pickup prices.
Set opening and closing times for each day of the week. Closed days show no slots. Customers only see available pickup times.
Push notifications and emails to baristas on new pre-orders. SMS and push to customers on confirmation, cancellation, and ready-for-pickup. All SMS logged for billing.
Today's pre-orders appear in the Order Queue grouped by pickup time. Tap 'Start' to open the Capture Order flow pre-filled with customer details. View all upcoming pre-orders from the overflow menu.
Each shop gets a public page where new customers register and existing customers access their account via SMS. Download a QR code from settings to print on table cards and packaging.
Same customer can't book duplicate pre-orders for the same slot. SMS rate limiting prevents abuse. Missed pickups auto-expire as no-shows.
Complete control over daily cash flow
Record opening float and starting cash positions. Set up each day with accountability.
Complete end-of-day reconciliation. Track cash, card totals, expenses, wages, and float.
AI reviews every cashup before closing. Flags missing payouts, unexplained variances, and note contradictions. Shows a balancing summary and verdict, fix issues before they become problems.
Match system totals against actual payments. Verify cash and card transactions.
Track declared vs. system-recorded tips. Complete transparency on tip handling.
Generate branded account statements for office and corporate customers. Add banking details and payment terms. Download as PDF or email directly.
Record monthly overheads like rent, electricity, insurance, and supplier costs. Track all business costs in one place. See true profitability with expenses factored into your Net profit calculation.
Capture receipts and slips for expenses and payouts. Vendor, amount, and date are read from the image automatically. Have an audit-ready profitability report with supporting documents in minutes.
Flag products like catering or office orders as deferred payment. Unpaid sales for these products won't require OTP approval at cash-up, while still showing in the summary.
Optional staff tracking per shop
Manage barista records with contact details and assignment to shops.
Real-time clock-in/clock-out. Track who's working and when.
Track barista shifts and schedules. Generate attendance documentation.
Automatic work hours tracking and monthly summaries.
Scale from one shop to many
Manage multiple coffee shops from one account. Configure settings per shop.
Organize shops into franchise groups. Assign group administrators.
4-tier permission system: System Admin, Group Admin, Shop Admin, and Barista roles.
Enable/disable barista tracking, tips, ratings, and other features per shop.
Works where your team works
Install on any device like a native app. Works on mobile, tablet, and desktop.
Send order-ready notifications with your shop name prominently displayed. Includes rating links and tip requests.
Secure payment processing for tips. Baristas receive tips directly to their accounts.
Instant push notifications for start of day, end of day, low customer ratings, voids, returns, unpaid sales, and service bottlenecks, even when the app is in the background. Just enable notifications when prompted. Plus automated email reports and alerts.
Enterprise-grade data protection
Database-level data isolation. Each shop only sees their own data.
Complete data separation between organizations. Your data stays yours.
JWT token validation, session management, and protected routes.
Users only access features appropriate to their role. No unauthorised access.
Get started with BrewBase and see the difference complete visibility makes.