How to Start a Cafe: Step-by-Step Checklist for New Owners
FF
Foodhub for Business
Jan 09, 2026
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If you've ever sat in your favourite cafe sipping a flat white and thought, “I could totally run a place like this,” you're not alone. With the UK's cafe culture being practically a national sport, it’s no surprise that many dream of opening their own spot, even if they’ve never touched a commercial coffee machine in their life.
But here’s the good news:
Starting a cafe isn’t as scary as it sounds. With the right planning, equipment, and a solid cafe EPOS system to keep the chaos under control, you can launch a cafe that not only smells like heaven but runs like a well-oiled espresso machine.
This guide breaks everything down step-by-step so you can start confidently, with a smile, a plan, and maybe a cheeky pastry on the side.
Before you start buying latte art stencils or neon signs that say “Good Vibes Only,” you need a clear concept. The UK's take their coffee seriously, so your cafe needs a personality.
Are you opening:
Your concept shapes your menu, your branding, your layout… basically everything except your Spotify playlist (which we all know will be mostly indie acoustic and artists anyway).
A business plan sounds boring, but it’s the thing that saves you from surprises, the financially painful kind. Your plan should cover:
Think of it as your cafe's GPS. Without it, you’re just wandering around with a bag of coffee beans, hoping for the best.
Choosing a cafe location in the UK is like choosing a house; location can make or break the whole thing. Look for:
And of course, check out the local competition. If the cafe across the road already has a 30-minute wait on weekends, you might be onto a winner… or a battle. Either way, do your homework.
Before you start pouring flat whites, make sure you’re ticking all the legal boxes:
It’s not the fun part of cafe ownership, but neither is getting fined, so handle this early.
Your cafe layout determines whether your cafe feels smooth and welcoming… or like a traffic jam with coffee stains. Plan:
A great layout saves time, reduces stress, and keeps your baristas from bumping into each other like confused tourists on Oxford Street.
This is the fun part, shopping for café gear.
You’ll need:
And the most underrated piece of gear? A good cafe EPOS system. Your POS needs to:
In other words, a cafe POS keeps your coffee shop running even when you’re in the weeds, making 20 oat lattes at 8:15 am.
Design a menu that matches your concept and keeps your food costs under control. Test recipes, find reliable suppliers, and price items properly; you’re not running a charity!
Your team can make or break your cafe. Hire people who are friendly, reliable, and can pronounce “macchiato” correctly.
You’ll need:
Make sure everyone knows how to use your EPOS system. It should be user-friendly enough that even your newest hire can take orders without breaking a sweat.
A modern cafe needs more than good beans; it needs good tech. A strong cafe POS system will help you:
Look for a system that offers reliable integrations, so you’re not juggling 10 different apps like a caffeinated octopus.
Your brand is what gets customers in the door (and keeps them coming back).
Focus on:
People love a good cafe vibe, clean interiors, natural lighting, plants, and a few photogenic dishes never hurt. Make your cafe Instagram-worthy, and customers will do half your marketing for you.
You’ll need suppliers for:
Your cafe EPOS system can help you track inventory so you’re not overstocking or running out of croissants by 9 am.
Before your big opening:
Use this time to fix any hiccups and calm those pre-opening nerves.
Make some noise! Try:
First impressions matter; make yours a great one.
Starting a cafe in the UK is exciting (and slightly terrifying), but with the right concept, planning, equipment, and a dependable cafe POS system, you’ll be ready to build a cafe that locals love.
The right coffee shop POS will keep everything running smoothly, especially during those morning rushes when the whole suburb seems to need caffeine at the same time. Book a demo today and start your free trial to see how Foodhub’s cafe POS system can help your new business thrive.