Month-end closing checklist for your café
Ensure every month the numbers are balanced, inventory of coffee, milk and pastries is taken, suppliers are reviewed and KPIs are calculated, all signed with PIN.
Accumulated cash reconciliation of the month with POS/card terminal The list fires automatically on day 1 and is signed with PIN (Pro/Essential plan) Inventory of coffee beans, milk, syrups and pastries; wastage calculation
Your café's operational month-end closing
The operational month-end closing of a café is the monthly process in which the accumulated numbers are reviewed, the physical inventory of coffee beans, milk, syrups, pastries/bakery and cups/packaging is carried out, delivery notes are compared with invoices from suppliers (coffee roaster, dairy, bakery) and the key KPIs are calculated (sales, average ticket, coffee/milk cost %, staff cost %). It is not accounting, but rather the task list that ensures nothing is overlooked before sending the data to the accountant.
It is important to differentiate the daily shift closing (day's cash, turning off the coffee machine and equipment, leaving everything ready for the next morning) from the month-end closing (global numbers, inventory, suppliers, KPIs). While the daily one is day-to-day operational, the monthly one is strategic and requires an overall view of the business.
Let's be honest: Timlup is not accounting, nor a POS, and does not handle payroll or taxes. It is the operational list that ensures no closing task is forgotten and that each step is signed with PIN. You then take the numbers to your accountant or accounting software. The monthly cadence fires automatically on day 1 and is signed with PIN; in Excel it gets forgotten. It is available in the paid plans Pro/Essential.
Month-end closing: inventory, suppliers and KPIs
A recurring checklist that fires automatically on day 1
18 month-end closing tasks for your café
Covers cash, inventory, suppliers, staff, maintenance and analysis
Cash and monthly collections
Monthly - 55 min approx.- 1 Monthly cash reconciliation 15 min
- 2 Reconcile POS/card terminal with monthly sales 20 min
- 3 Review tips and accumulated discrepancies 10 min
- 4 Cash float count 10 min
Inventory and wastage
Monthly - 1 h 25 min approx.- 1 Physical inventory of coffee beans, milk, syrups, pastries and packaging 40 min
- 2 Value stock at purchase price 15 min
- 3 Calculate consumption and wastage for the month 15 min
- 4 Compare actual consumption with theoretical based on product sheets 15 min
Purchases and suppliers
Monthly - 50 min approx.- 1 Match delivery notes with monthly invoices (roaster, dairy, bakery) 20 min
- 2 Review pending supplier payments 15 min
- 3 Review and update prices if they went up 15 min
Staff and shifts
Monthly - 50 min approx.- 1 Review hours worked and clock-ins for the month 20 min
- 2 Review overtime, holidays and absences 15 min
- 3 Prepare and send data to the accountant for payroll 15 min
Monthly checks and maintenance
Monthly - 20 min approx.- 1 Confirm the monthly coffee machine and equipment maintenance was done (link to your monthly maintenance checklist) 10 min
- 2 Compile open issues and pending breakdowns 10 min
Analysis and closing
Monthly - 35 min approx.- 1 Calculate monthly KPIs: sales, average ticket, coffee/milk cost % and staff cost % 20 min
- 2 Compare with target and note actions for next month 15 min
Café Month-End Closing
Numbers, inventory, suppliers and KPIs every month
Aroma Café Management
Monthly Month-End Closing
due day 1 23:00- Month cash reconciliation
- Inventory of coffee, milk and pastries
- Match delivery notes with invoices
- Review hours and send to accountant
- Confirm coffee machine maintenance
- Calculate KPIs and set actions
Month-end closing without omissions and with traceability
Your recurring monthly checklist that fires automatically and is signed with PIN
Recurring month-end closing without forgetfulness (paid plan); the list fires automatically on day 1
The monthly checklist appears automatically on day 1. Each task is signed with a PIN, leaving an indelible record. That way, in your café, the coffee inventory and cash reconciliation are never overlooked.
Everything signed with PIN: each task is recorded with who and when
You know exactly who did the coffee inventory and at what time, and who reconciled the cash. The history is available to the manager and ownership, ensuring total transparency.
Prepare data for your accountant without loose paperwork
Timlup does not do accounting, but it organises the operational info of your café. At the end of the month, you hand over a clean, verified summary of each monthly closing to your accountant.
Frequently asked questions about month-end closing
Resolve your doubts about your café's monthly checklist
How does month-end closing differ from daily shift closing?
Does Timlup do the accounting or payroll for my café?
How often should I do the month-end closing?
Is month-end closing included in Timlup's free plan?
Is Timlup useful if I already have an accountant?
What if I use Excel for month-end closing?
John Guerrero
Founder of Timlup · Founder of ChefBusiness
15+ years working on business operations and process digitisation. Behind Timlup, ChefBusiness and AI Chef Pro. These guides capture the daily-control procedures I see working in operations-heavy businesses across Spain.
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Monthly cadence in the paid plan. Try it.