Features
Everything to run daily operations and food safety
ProCafe brings daily checks, food-safety records, traceability, team operations and inspection-ready records into one place — for cafes, delis and bakeries.
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
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.
How it works and what is included
Review NET ingredient costs, explicit unit conversions, batch yields, portions and fixed subrecipes. Publish immutable cost versions, preview supplier-cost changes and calculate sales-weighted GP. Missing costs remain unknown; no tax treatment or actual stock valuation is inferred.
Invoice differences and supplier credits
Compare manually reviewed invoices with orders and deliveries. Record decisions and track requested, partial and completed credits.
How it works and what is included
Compare manually reviewed invoice details with purchase orders and selected deliveries. Review quantity and price differences, record decisions and track partial supplier credits. Export an order CSV for manual handoff; approval never sends an order or makes a payment.
Reviewed stock use and count differences
Declare recipe portions, choose rounding and confirm stock use. Link waste once and compare two completed stocktakes.
How it works and what is included
Preview manual recipe portions, confirm rounding and current balances, then explicitly post stock usage. Link waste once and compare two completed stocktakes using permanent ledger history. Operations can review mapped POS sale quantities before posting. Refunds never automatically restock ingredients; missing evidence stays unknown.
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.
How it works and what is included
Prepare explicit item and unit mappings for both locations. Dispatch from the source and record partial or full receipts at the destination with permanent linked stock movements. Each location sees only its permitted transfer facts, without the other location’s private balances or costs.
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.
How it works and what is included
An owner explicitly connects Square with product-order read permission and maps its location. Import available product quantities, modifiers and itemized returns, then pin prospective recipe mappings. Net sales exclude known tax and allocated service charges. Incomplete or late source evidence is labelled; an import never deducts 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.
How it works and what is included
Connect imported net product sales, pinned recipe costs and current approved labour in an explainable scorecard. Keep currencies separate, weight group margins by sales and retain unknown values. Contribution excludes employer on-costs, overheads and actual stock valuation; it is not an accounting profit or statutory payroll calculation.
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 01 · Food Safety & Compliance
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.
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 02 · Traceability & Recall
From the back door to the plate, every step on record.
Deliveries, refusals, batches and lot codes build the trail as the day runs, so a recall search takes minutes, not an afternoon.
Every delivery checked in builds the trail from the back door.
Nº 03 · Team & Operations
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.
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 04 · 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.
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
Nº 05 · Records & Proof
Procedures 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.
Cleaning & disinfection
v2 · 4/5 signed
Cross-contamination
v1 · 5/5 signed
Temperature control
v3
Nº 06 · 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.
Shown in History and the inspection pack · never counted as missed
Import 312 rowsNº 07 · Also included
Keep the shift and the follow-up together
Give staff clear tasks and managers the records, reminders and follow-up they need. Open a topic for details.
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.
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.
One place to run food safety and operations.
14-day free trial · no card required · then £19/month + £10 per extra location