A café equipment list should be built around the menu, projected volume, service model and physical space. Buying equipment one piece at a time without a system can create slow workflow, utility conflicts and expensive upgrades shortly after opening.
Use this checklist as a planning framework, then confirm every choice against your floor plan, local requirements, electrical capacity, plumbing and service support.
Start with the operating plan
Before selecting brands or models, document:
- Expected transactions and drinks by daypart
- Percentage of espresso, milk drinks, batch brew, tea and cold beverages
- Peak drinks per 15 minutes
- Drink sizes and recipes
- Available counter, undercounter and storage space
- Staffing levels and bar flow
- Electrical, water, drain and ventilation access
Capacity should be designed for the busiest realistic period, not the daily average.
Espresso station
- Commercial espresso machine: Choose group count, boiler capacity and features based on peak volume and menu complexity.
- Primary espresso grinder: Burr size, motor duty and dose consistency need to match service volume.
- Second grinder: Useful for decaf, a second espresso or operational backup.
- Water filtration: Sized to local water chemistry and equipment manufacturer requirements.
- Scales: At least one accurate espresso scale for dialing in and quality checks.
- Tampers and distribution tools: Sized to the baskets you use.
- Knock box and pitcher rinser: Positioned to reduce unnecessary movement.
- Milk pitchers: Multiple sizes, with enough clean pitchers for peak service.
- Shot glasses or dosing cups: Helpful for recipe control and workflow.
Leave adequate clearance for cleaning and service access. An espresso machine that technically fits the counter may still be difficult to maintain.
Batch-brew station
- Commercial batch brewer sized for peak demand
- Dedicated bulk grinder
- Insulated servers or airpots
- Brew baskets and spare parts
- Scales and measuring tools
- Timers and labeled recipes
- A safe, organized area for hot water and serving
If batch coffee drives morning volume, consider whether one brewer can keep up while another batch is being served or cleaned.
Hot water, tea and manual brewing
- Hot-water tower or boiler
- Kettles appropriate to your brew methods
- Pour-over brewers and servers, if offered
- Tea brewers, filters and steeping timers
- Dedicated scales and grinders where precision matters
Manual brewing adds labor and counter occupancy. Make sure the menu price and service model support it.
Cold beverages, refrigeration and ice
- Undercounter milk refrigerator near the espresso machine
- Additional cold storage for backstock
- Ice machine sized for peak summer use
- Cold-brew brewing and storage vessels, if applicable
- Draft system and food-safe lines for nitro or kegged drinks
- Blenders and rinse stations if blended beverages are offered
Check ventilation, floor drains and cleaning access before finalizing refrigeration or ice equipment.
Water treatment
Water is an ingredient and an equipment-protection system. Test hardness, alkalinity, chlorine and other relevant characteristics before specifying filtration. The right setup may include sediment filtration, carbon treatment, softening, scale control or reverse osmosis with mineral blending.
Do not select filtration by equipment size alone. Water chemistry and daily volume determine cartridge type, capacity and replacement schedule.
Smallwares and bar tools
- Digital scales and timers
- Thermometers
- Measuring cups and graduated pitchers
- Bar towels and color-coded cleaning cloths
- Brushes for group heads, grinders and steam wands
- Cupping spoons and tasting glasses
- Storage bins, labels and date markers
- Spare portafilter baskets, screens, gaskets and grinder burrs
- Food-safe containers for coffee and beverage ingredients
Cleaning and preventive maintenance
- Espresso-machine detergent and backflush tools
- Milk-system cleaner
- Grinder-cleaning products
- Brewer and server cleaner
- Water-filter replacement schedule
- Daily, weekly and monthly cleaning checklists
- Service contact information posted for managers
Assign responsibilities and build cleaning time into opening and closing procedures. Equipment reliability is usually the result of routine work, not emergency repair.
Utilities and installation review
Before ordering equipment, confirm voltage, amperage, outlet type, dedicated circuits, water pressure, shutoff locations, drain requirements, counter penetrations and equipment clearances. Coordinate the equipment plan with your architect, contractor, electrician, plumber and local inspector.
Opening-day backups
Identify the items that can stop service and plan around them. Keep spare gaskets, baskets, water filters and key smallwares. Know whether a loaner grinder or brewer is available. Document a reduced menu your team can run if a major machine fails.
Final readiness check
- Install and commission every machine before training.
- Test water quality and flow under peak demand.
- Program recipes and label settings.
- Train staff on use, cleaning and basic troubleshooting.
- Run a full-volume mock service.
- Schedule the first preventive-maintenance visit.
Common Friends can help align coffee, equipment, water, training and technical support into one operating plan. Visit our wholesale coffee and café support page or apply for wholesale support.