POS systems / Coffee shops
Coffee Shop POS System in the Philippines
The coffee shop POS that shows what every cup really makes
Milk prices move, oat milk costs more than fresh, and an extra shot adds beans as well as pesos. Payspace costs every drink from its recipe, so you see the profit on each latte, not just the sales total.
What makes running coffee shops hard
Margins you can only guess
Most café POS apps show sales. Few show what a drink cost you to make, so a cheap-to-sell drink can quietly lose money.
Add-ons that change the cost
An extra shot, oat milk or a larger cup changes both the price and the ingredients. Spreadsheets rarely keep up.
Running out mid-rush
Finding out you're low on milk at 8 a.m. costs sales. Stock should warn you before the queue does.
How Payspace helps
Recipe costing per drink
Build each drink from beans, milk, syrups and cups in grams, millilitres and pieces. Costs update on their own when you receive stock at new prices.
Modifiers with recipes
Options like extra shot, oat milk or large size carry both a price change and an ingredient change, so every variant is costed correctly.
Fast, touch-first checkout
Big tiles for a tablet at the counter. Record cash, GCash, Maya or card, and split one bill across methods.
Best sellers by profit
The dashboard ranks drinks by profit, not just by sales, and shows your busiest hours, updated live.
Low-stock and margin alerts
Get a warning when beans or milk run low, and when a drink falls below your target margin.
Café template
Start from a ready café menu or import your products from a spreadsheet, then adjust prices and recipes.
See the profit on every item
A 12 oz latte, costed the way Payspace does it: each ingredient at the price you paid, and margin on the price without VAT.
| Item | Used | Bought as | Cost |
|---|---|---|---|
| Espresso beans | 18 g | ₱1,200.00 / 1 kg bag | ₱21.60 |
| Fresh milk | 200 ml | ₱95.00 / 1 L | ₱19.00 |
| Cup and lid | 1 pc | ₱650.00 / 100 pcs | ₱6.50 |
| Cost per item | ₱47.10 | ||
| Selling price | ₱140.00 | ||
| Price without 12% VAT | ₱125.00 | ||
| Profit per item | ₱77.90 | ||
| Gross margin | 62.3% | ||
Swap fresh milk for oat milk and the cost changes with it. In Payspace, the oat milk option carries its own recipe change. Prices are examples.
Questions from coffee shops
- Can Payspace handle drink sizes and add-ons?
- Yes. Sizes and add-ons are modifier options. Each option can change the price and the recipe, so a large oat latte uses more milk and the right kind, and its cost is worked out correctly.
- Does it work on an iPad or Android tablet?
- Yes. Payspace runs in the browser on any tablet, phone or laptop, so there's nothing to install. USB barcode scanners and 58 mm or 80 mm thermal printers work through the browser.
- Is recipe costing on the free plan?
- Recipe costing and profit per item are part of Pro, at 10 (about ₱580) a month per shop, with a 14-day free trial. The free plan covers checkout, receipts and stock for up to 50 products.
Guides for coffee shops
Costing and pricing
How to compute food cost per drink (with a latte example)
A step-by-step guide to costing coffee and milk tea drinks from their ingredients, with a worked latte example, VAT, and the mistakes that hide lost profit.
· 5 min read
Costing and pricing
Markup vs margin: how to price drinks and pastries for profit
The difference between markup and margin, a conversion table, and a simple formula to price any item from a target margin, with VAT done correctly.
· 4 min read
Payments
How to record and check GCash and Maya payments at closing time
A simple routine for e-wallet payments in a small shop: what to check at the counter, how to reconcile GCash and Maya at closing, and how to spot fake receipts.
· 4 min read