For cafes, delis and bakeries
The food safety app your team actually fills in.
Run the cafe, not the spreadsheets.
Temperature logs, opening and closing checks, allergens and the rota, all on your team's phones and working offline. Every record is time-stamped and ready to export when the EHO asks. £19 a month, with unlimited staff.
No card needed · Cancel anytime · +£10/month per extra location
Want a hand? We add your fridges and first checks with you, free, and import your records from your old app during the trial.
- Built on the FSA's Safer Food Better Business checks
- All 14 UK allergens, with a public page for customers
- Records kept and exportable for the inspector
- Works with no signal on iPhone and Android
Today
Riverside Cafe · Friday, 23 May
Checks today
8 / 11
Records health
Good
This week
Open exceptions
1
Needs action
Incidents
0
All clear
Today's work
View allOpen exceptions
Needs a corrective action
Display fridge above safe limit · 7.1°C
Sites today
Built for cafes, coffee shops, bakeries, delis, takeaways and food shops.
3 min
Your first opening checks, done on the phone
1 tap
The inspection pack, as a PDF, when the EHO asks
0 bars
Records save with no signal and sync later
14 days
Free trial, no card, unlimited staff
Sound familiar?
The things that go wrong on a Tuesday.
What ProCafe does
The whole operation, end to end.
Eight workflows carry a food business through the day. ProCafe runs all of them in one place — this is the day-to-day, not a feature list.
Explore recipe costs, stock and sales toolsNº 01 · Daily operations
Know what has been done—and what still needs attention.
Open the day and see exactly where it stands. Every opening check, temperature and task is laid out — what's done, what's still outstanding, and anything that needs a corrective action — so your team knows the next thing to do and nothing slips between shifts.
- Opening checks and temperatures at a glance
- Outstanding work and corrective actions, flagged
- The whole day's completion status in one view
8 of 11 complete
3 outstanding
1 corrective action — walk-in fridge above range.
Nº 02 · Food safety & traceability
Your records are already organised when someone asks for them.
Every check, reading and corrective action is kept in a tidy, time-stamped history — with allergens, deliveries and batch tracing alongside. Filter by site and date, then export a clean record pack in seconds, for your own files or the moment an inspector asks.
- The allergen matrix with a published customer-facing version
- Deliveries checked in at the back door — refusals included
- Trace a lot back to its delivery and identify menu items that use the ingredient
- Export as PDF, CSV or XLSX
Walk-in fridge
Safe limit ≤ 5°C
Under-counter freezer
Safe limit ≤ −15°C
Display fridge
Safe limit ≤ 5°C
Hot hold — soup
Safe limit ≥ 63°C
Display fridge out of range — corrective action prompted.
Nº 03 · Waste & menu board
See what goes in the bin and what has sold out, before it costs you.
Staff log waste from the phone in ten seconds, with or without signal: what, why and roughly how much, with a cost if they know it. The week's total by reason and by item shows where money goes. The menu board marks a dish sold out or running low, and every phone, the web and the kitchen tablet show the same board.
- Waste by reason and by item, this week against last
- Your own reasons beside the built-in five
- Sold out and running low, shared live, clean each morning
- Totals on the dashboard and in the Monday review
- Counted inventory and stocktakes — Pro & Operations: Pro and Operations add counted inventory; standalone stock requests stay in Core. Keep per-location balances, record stock movements and review variances before committing a stocktake. Permanent movements and CSV exports preserve history. Supplier packs, reviewed orders and receipts are available in Purchasing; invoice details are entered and reviewed manually. Stock deductions from POS payments remain separate from this workflow.
This week
7
40% more than last week
Estimated cost
£29.05
cost on 6 of 7
How much
1.6 kg
1 l · 5 portions · 11 items
By reason
Made too much
2 entries
Plate waste
2 entries
Spoiled or out of date
2 entries
Soup of the day
Sam · 10:15
Butter croissant
4 left · Sam · 10:43
Flat white
Cheese and tomato toastie
Know your recipe costs. Keep stock changes under control.
Bring ingredient costs, deliveries, stock use and sales into the same review process, with clear sources behind the numbers.
Pro and Operations
Practical cost and stock controls for one location or several.
Recipe costs, yields and GP
Review ingredient costs, unit conversions, batch yields and portions. Publish a fixed cost version and see which costs are still missing.
Invoice differences and supplier credits
Compare manually reviewed invoices with orders and deliveries. Record decisions and track requested, partial and completed credits.
Reviewed stock use and count differences
Declare recipe portions, choose rounding and confirm stock use. Link waste once and compare two completed stocktakes.
Stock transfers between locations
Review the items and quantities, dispatch from the source and record partial or full arrivals. See what is still in transit.
Operations adds connected sales
Import Square product records, then explicitly review mapped sales before recording ingredient use. Owners can compare their permitted locations.
Square products linked to recipes
Import product quantities and itemised returns with read-only access. Review prospective recipe mappings without rewriting earlier sales or deducting stock.
A private financial view for owners
Compare imported net sales, pinned recipe costs and approved labour. Keep currencies separate and see coverage, unknowns and sales-weighted GP.
Gross profit uses reviewed net recipe costs and selling prices. The financial scorecard shows sales less recipe costs and approved labour, excluding overheads, employer on-costs and actual stock valuation. Missing evidence stays unknown.
Core keeps daily checks, records, stock requests and team messaging.
Nº 04 · Clock-in & timesheet
Planned against actual, with clear clock-in controls.
Staff clock in and out on their own phone from the Today screen. Each entry is matched to their published shift, so the timesheet shows planned against worked per person, who is in right now and who forgot to clock out. Owners and managers hear when a shift has started and nobody has clocked in. Basic clock-in records the tap time. In Pro and Operations, owners can enable a foreground venue-location check or clock-in photo on supported devices. There is no background location tracking.
- One tap on the person's own phone, matched to the rota
- Who is in now, who is late, who forgot to clock out
- Payroll CSV per clock-in or per person
- Signed induction for temporary and new staff
Team communication, in every plan
Sam Barista
Clocked in at 07:58 · 2h 58m so far · shift 08:00 to 16:00
Priya Front
2 shifts · 1 clock-in
7h 57m
−8h 3m
Sam Barista
2 shifts · 2 clock-ins
11h 1m
still in
Tom Kitchen
2 shifts · 2 clock-ins
11h 57m
−3h 3m
Nº 05 · Team & multi-site
Stop managing the cafe through scattered messages.
Rotas, time-off, handovers and announcements live in one place — and every site keeps its own records, equipment and checks under one login, with a switcher between them.
- Rota, time-off and handovers in one place
- Announcements your team actually sees
- Owner-controlled roles and permissions
- Per-site records, equipment and inspection exports
Borough Market
12 checks done · 1 open action
Camden Lock
9 checks done · all clear
Broadway Market
Opens 8:00 · rota published
Nº 06 · Procedures & staff proof
ProProcedures your team has actually signed.
Generate editable drafts from your site's profile, publish the version you approve, and turn it into work — owner-reviewed task suggestions and staff sign-off recorded against that exact version.
- Editable drafts you review and approve — never auto-published
- Published versions are immutable; an edit becomes the next version
- Task suggestions you choose to create — nothing automatic
- Staff sign-off against the exact version, plus branded PDFs
Cleaning & disinfection
v2 · 4/5 signed
Cross-contamination
v1 · 5/5 signed
Temperature control
v3
Nº 07 · Kitchen labels
ProDay dots that read exactly right.
Staff pick the product; the label prints with the shelf life you confirmed and a discard date computed on the spot — as PDFs sized for compatible A4 sheets and thermal label printers.
- Prepared, opened, defrosted and discard-by labels
- Owner-confirmed shelf lives — never an invented expiry
- Product-linked labels carry allergen information; lot dates can shorten the discard date
- An immutable print history — expired labels are never reprinted
Tuna & sweetcorn mayo
Initials: SRThis label will read
PREPARED Fri 11 Jul · USE BY end of Sun 13 Jul
Allergens: fish, eggs, mustard
Shortened to the lot's use-byNº 08 · Switching from another app
Bring your records with you.
Export a spreadsheet from Trail, FoodDocs, Leafe or your own file. Fridges, people, menu items and suppliers become your set-up in one go. Past temperature, check and delivery records stay with you as imported records in History and in the inspection pack, marked with the app they came from. During your trial we import the files for you.
- Set-up from a spreadsheet: fridges, people, menu, suppliers
- Past records kept for the inspector, never counted as missed
- Old PDF reports filed as documents
- We do the import with you during the trial
Shown in History and the inspection pack · never counted as missed
Import 312 rowsTwenty features across food safety, traceability and team operations — the full catalogue lives on the features page.
See all featuresA fresh start. With your history intact.
Your paper records.
A digital home.
A folder full of temperature sheets shouldn't hold you back. Upload your old records, let us prepare the digital entries, and check them before they join your ProCafe archive.
- Original scans stay attached
- Original dates stay intact
- You approve every transfer
An active paid subscription is required. Trials are not eligible. Keep your paper originals.
Approve your historical records, with the scans attached and a CSV to download.
From cafe owners
Cafe owners on ProCafe.
From cafes in Edinburgh, United Kingdom.
In their own words
Nº 01 · Cafe VeraEdinburgh
ProCafe is the first thing that actually stuck with my team. Daily checks are right there on their phones every morning, temperatures take seconds, and nothing gets lost between shifts. When the EHO turned up, I had a clean, time-stamped record ready in minutes — not a folder to dig through.
Nº 02 · Mørn CoffeeEdinburgh
The rota is the part I use most — I plan the week once and everyone can see their shifts on their phone. And the records side means every check and temperature is logged properly, so it’s all there when I need it.
Serkan
Owner, Mørn Coffee
Edinburgh, UK
Nº 03 · ToastologyEdinburgh
ProCafe is really useful for our café. It makes the day-to-day easier to manage.
Built for cafes, delis and bakeries
and food shops, grocers and butchers
Food-safety packs
Country-specific and source-backed
Mobile apps available
Offline capture and automatic sync · iPhone and Android
Export anytime
PDF · CSV · XLSX, inspection-ready
Nº 09 · Built for the floor
The cafe does not stop when the Wi-Fi does.
The iPhone and Android apps keep your team logging checks and temperatures in the cold room, the cellar and the dead spot by the walk-in. Work saves on the device and syncs when the connection returns. Teams that don't carry phones use a shared kitchen tablet instead: each person unlocks it with their own PIN, so every record still carries their name.
Riverside Cafe
Daily checks · Morning
Temperature check
Walk-in fridge
Safe limit ≤ 5°C
3.1°C
Earlier today
Riverside Cafe
Daily checks · Morning
Temperature check
Walk-in fridge
Safe limit ≤ 5°C
3.1°C
Earlier today
Riverside Cafe
Daily checks · Morning
Temperature check
Walk-in fridge
Safe limit ≤ 5°C
3.1°C
Earlier today
Mobile apps
Available now on iPhone and Android.
Download ProCafe on the App Store or Google Play for offline checks, temperatures and handovers on iPhone and Android.
New business? Create your account on this website first, verify your email, then sign in to the app. Team members use their manager's invitation.
Start free
Nº 10 · Country-specific records
Built to adapt as ProCafe expands.
Food-safety rules vary by country and jurisdiction. ProCafe is designed for that: source-backed packs can be added market by market — starting with UK workflows and the full 14-allergen matrix. You keep the records; ProCafe keeps them organised and ready to show.
- ✓Opening & closing checks
- ✓Fridge & freezer temperatures
- ✓Cooking & hot-holding
- ✓Cleaning schedule
- ✓Allergen controls
- ✓Records & weekly review
Source-backed prompts — you keep the records.
Published versions kept on file.
Nº 11 · Pricing
Simple pricing. Free to start.
Built for growing food businesses, without enterprise contracts. Every Core feature and every team member included — £19/month covers your first location; add more for £10 each. 14-day free trial, no card required.
Base plan
+ £10/month per extra location
Or pay yearly2 months free
£190/year including 1 location
+£100/year per extra location
Core plan; Pro also gets two months free when paid yearly. You choose monthly or yearly when you subscribe.
14-day free trial, no card required · No long-term contract
Every Core feature included
- ✓Unlimited team members
- ✓Daily checks
- ✓Temperature records
- ✓Sensor monitoring (open API)
- ✓Allergens (incl. may-contain)
- ✓Incidents & corrective actions
- ✓Deliveries & traceability
- ✓Photo evidence
- ✓Stock requests
- ✓Rotas & handover
- ✓Documents & sign-off
- ✓Inspection pack & exports
- ✓Offline capture on iPhone & Android
More included in Core on the web
- Chemical safety, risk assessments and fire-safety records
- Manual food-safety plans, document renewals and maintenance management
- Training courses, supplier-change reviews and complaint handling
Total£19/mo
Procedures built, versioned and signed off — and kitchen labels printed with owner-confirmed shelf lives. The Pro layer on top of Core.
+ £10/month per extra location
Everything in Core, plus:
- +Procedure Builder
- +Published procedure versions
- +Owner-reviewed task suggestions
- +Staff sign-off on procedures
- +Staff read-only access
- +Downloadable inspection-pack PDFs
- +Kitchen labels — day dots & prep labels
- +A4 sheet + thermal label PDFs
- +Staff expense claims
- +Private probation and employee reviews
- +Reusable rota templates and reviewed changes
- +Owner-only rota budgets
- +Minimum-staff checks for leave review
- +Recipe, yield and gross-profit costing
- +Supplier invoice reconciliation and credits
- +Reviewed ingredient use, waste links and stock variance
- +Controlled stock transfers between locations
Everything in Pro
ProCafe Operations
All Pro features, plus head-office follow-up, site comparisons, advanced analytics, controlled rollouts, read-only POS payments imports and actual labour-versus-sales reports, scoped API and signed webhooks, and OIDC/SAML sign-in with SCIM and recovery controls.
£69per month
Includes your first location
+ £10/month per extra location
- Attention inbox
- Checklist rollouts
- Advanced analytics
- Connected sales and labour reports
- Saved report definitions
- Integrations and API
- Work account sign-in
- Read-only Square product sales and recipe mappings
- Owner-only multi-site financial scorecard
Benchmarks compare only the accessible locations in your own business. Targets are internal performance goals and do not certify food safety.
£690/year, plus £100/year per extra location
Operations is a paid plan. The free trial continues to include Core and Pro where available.
Nº 12 · FAQ
Questions, answered.
- 01Does it work offline?
- Yes. The iPhone and Android apps are available now and built offline-first: checks and temperatures save on the device and sync when the connection returns. In the browser, ProCafe needs a connection.
- 02Do I need to buy sensors or special hardware?
- No. ProCafe works with manual checks. For automatic monitoring, preview connections cover Monnit ALTA, Dragino LHT65N and selected Milesight models, using a compatible gateway and cloud setup. Physical-device verification is still pending; confirm your model and first live reading. Other systems require a compatible API integration.
- 03Does it handle more than one site?
- Yes — manage and monitor every location from one account, and see each site's health at a glance.
- 04Does ProCafe support country-specific records?
- Yes. ProCafe is built so food-safety packs can be rolled out by country and jurisdiction — including UK and Irish (FSAI-aligned) workflows and the full 14-allergen matrix.
- 05Can I move over from paper records?
- Yes. Set up your checks and schedules once, and your team works from them every day after.
- 06Can I export records for an inspection?
- Yes — a complete, time-stamped record as PDF, CSV or XLSX, whenever you need it.
- 07What happens if I cancel?
- Cancel anytime — there's no long contract or lock-in, and you can export your records before you go.
A better-run cafe starts with a clearer day.
14-day free trial · no card required · then £19/month + £10 per extra location