Sales Estimator

Revenue · Labor · Overhead · P&L

01, Revenue Inputs
Transaction Volume
Avg ticket × daily count
$
Daily
—
Weekly
—
Monthly
—
Annual
—
02, Hours & Schedule
Operating Hours
Select open days · set hours
Days Open click to toggle open/closed
Open prep
min before open
Close wrap
min after close
Day
Open
Close
Hrs
Sales Per Hour, by Day
03, Cost of Goods
COGS
Cost of goods as % of revenue
20%30%40%
04, Labor
Barista Compensation
Wages, benefits & payroll taxes
$
Offer benefits (adds ~18% to labor cost)
Employer Cost Per Barista / Hour
Base
$16.00
+ FICA
$1.22
+ Benefits
$0.00
= Total/Hr
$17.22
Monthly Labor Math
Labor % of Revenue —
0%28% target35% warning50%
05, Staffing Schedule
Visual Shift Builder
Drag to create · drag to move · click ✕ to remove
☕ 50% of coffee shop revenue happens before 11 AM. Cover that window, understaffing the morning rush is the #1 labor mistake.
Drag empty row to create a shift · drag block body to move left/right · drag right edge ▐ to make it longer/shorter · ✕ to delete
0Shifts
0 hrsDaily Hrs
0 hrsWeekly Hrs
0Peak Staff
0Est. Baristas
—Daily Labor $
Override with a flat monthly labor budget
06, Monthly Overhead
Monthly Overhead
Rent · utilities · insurance · debt · connectivity
$
$
$

GL + property. Workers’ Comp is usually separate, budget $150–400/mo.

$
$

$80–200/mo. Strongly recommend 4G backup, a POS outage during rush kills revenue.

$
Concept-Specific Costs to Add
🏢 Brick & Mortar doing events? Add event insurance riders, permitting fees ($50–300/event), and any venue commission (10–20% of event sales), these are rarely in base overhead.
🚐 Trailer, cart, or pop-up? Add generator fuel or electrical hookup costs ($100–400/mo), propane if applicable, tow vehicle insurance, and commissary kitchen rental if required by your health dept.
07, Tech Stack
Technology & Software
Select tools you plan to use
POS System (pick one, or none)
None / TBD $0
Toast Pro $69
Square Free $0
Square + $60
Lightspeed $89
Clover $99
Scheduling (pick one, or none)
None / Paper $0
Homebase $40
When I Work $25
7shifts $80
Deputy $135
Add-Ons (any)
Loyalty App $20
Online Ordering $30
Wave Accounting $15
QuickBooks $50
Email Marketing $12
Music (Soundtrack), $25
Google Workspace $10
Other / Catch-All
$
Tech Monthly Total
$109

Starting-tier estimates. Most scale with employee count or volume.

09, Payment Processing
Credit Card Fees
~90% of transactions paid by card

Toast 2.49%, Square 2.6%, Stripe 2.7%.

$
Est. monthly fees —

Some shops surcharge, check your state's laws first.

10, Marketing
Marketing Budget
Monthly spend + grand opening
$
$

Aim for 3–5% of projected revenue year one. Grand opening amortized over 12 months in the P&L.

Revenue
Daily
—
Weekly
—
Monthly
—
Annual
—
Mini P&L
Profit & Loss Statement
Monthly & Annual View
MonthlyAnnual
Revenue
Gross Sales——
Less: CC Fees ——
Net Revenue——
Cost of Goods
COGS ——
Gross Profit——
Labor
Wages + Tax + Benefits ——
Operating Expenses
Rent——
Utilities——
Insurance——
Debt Service——
Internet & Phone——
Tech Stack——
Marketing——
Total OpEx——
Net Operating Income ——
NOI Margin—
Break-Even Analysis
Transaction Break-Even
How far can volume drop before you lose money?
Fill in revenue inputs to see break-even analysis.
What You Might Be Missing
Common Blind Spots
Things first-time operators often forget
Workers' Comp Insurance, Separate from GL. Required in most states. Budget $150–400/mo depending on payroll.
POS Hardware, $800–2,500 upfront for tablets, card readers, receipt printers. Not in the monthly subscription.
Permits & Licenses, Business license, food handler permits, health dept. fees. Typically $500–2,000/yr.
Equipment Maintenance Reserve, Espresso machines need regular service. Budget $50–150/mo, more if you own outright.
Owner's Compensation, Is there a salary for you in this model? Most first-timers forget, which distorts the true picture.
Seasonal Variation, This tool assumes flat daily revenue. Real shops see ±20–40% swings. Build a 2–3 month cash reserve.
Paid Time Off, If you're offering benefits, budget for coverage labor when staff are out sick or on vacation.
Waste & Comps, Spilled drinks, quality pulls, staff drinks. Add 1–3% to COGS if not already baked in.