Key points
- Work out COGS and a selling price for every item before you enter it in the POS app.
- Give every staff member a role and access for their task and outlet before the first shift.
- Run a trial with real orders a day or two before opening, covering cash, QRIS, card, and the kitchen.
- Staff training from the Kazeer team comes with Standard Monthly and Standard Annual, not the Free plan.
In the weeks before you open your first cafe, most of your attention goes to the renovation, the bar equipment, and the permits. The POS side can easily slip to the day before, yet that's where the first order is taken and the first customer pays. If the menu isn't fully in the app or the printer has never been tested, the opening-day line pays for it.
This guide covers only the POS side: menu and prices, payments, who does what, opening stock, a trial run, and plans. At the end there's a checklist for the week before, the day before, and opening day.
Menu and prices
Get your final menu list ready before you enter it in the POS app. For each item, write down:
- The item name, exactly as it appears on your menu board, so the cashier can find it quickly.
- The category, such as coffee, non-coffee, food, and snacks.
- The COGS, meaning the cost of ingredients and packaging for one serving.
- The selling price.
If an item is sold hot and iced at different prices, list them as two lines so the prices don't get mixed up. If you have bundle prices, such as a coffee and a pastry, or promo prices, set them in Kazeer's promo feature.
Work out COGS first, then set the price. How to calculate COGS is in the guide to COGS per menu item, and how to set a price from COGS is in the guide to menu pricing.
Also decide whether your menu prices include tax. In Kazeer, you can set up both VAT (PPN) and regional tax (pajak daerah), and COGS and tax are recorded from every sale. Check which taxes and rates apply to your business with a tax consultant or your local tax office.
A shorter menu in the first weeks is easier for the cashier to learn, easier to count stock for, and wastes fewer ingredients. You can add items once you know what sells.
Payments, devices, and receipts
Kazeer records cash, dynamic QRIS, and card payments on the same order. Get all three ready before you open:
- Cash: prepare a starting float with enough small notes for change. How to set it is in the guide to the end-of-day cash-up.
- Dynamic QRIS: a QR code is made for each transaction with the amount already in it, so the customer doesn't type the amount in. Online payment with dynamic QRIS comes with all three plans. Well before opening, ask the Kazeer team what you need to prepare and which account the money goes to.
- Card: if you want to accept cards, get the payment device ready and test it before opening day.
Kazeer runs on phones, tablets, and computers. Choose devices for the cashier, the kitchen, and servers to fit your counter and order flow. There's a guide in the article on POS devices.
For receipts, connect a receipt printer and print from the POS app. Keep spare paper from the start.
Who does what
In Kazeer, each staff member has their own login and role, and their access is set per task and per outlet:
| Role | What they do |
|---|
| Owner | You. Set up the menu, prices, and staff access, and read the reports. |
| Cashier | Take Dine-in or Takeaway orders, take payments, and print receipts. |
| Kitchen staff | Read the orders sent to the kitchen or bar. |
| Waiter | Serve guests at their tables. |
Write down a name for each role, then set up their access before the first shift, not when customers are already in line. Don't lend the owner account to anyone. How to do it is in the guide to staff access.
In Kazeer, staff clock in and out from their phone with a selfie that's matched to the face they registered. If their role requires a location check, the location is also matched to the outlet where they work, and the clock-in fails if it doesn't match. So have everyone register their face and try clocking in at the outlet before opening day. In the app, only the owner sees the attendance records, including the selfies and locations. There's a guide in the article on attendance with a selfie, and how to build the schedule is in the guide to shift schedules.
Opening stock
The item list you set up now is the one you'll use every day after opening. The steps:
- From each item's recipe, list every ingredient and piece of packaging used.
- Count your opening stock in the same units as the recipe, such as grams, ml, or pieces.
- Enter the item list, the opening stock, and each item's recipe in Kazeer.
- Mark the ingredients that, if they run out, stop you from selling your best sellers. These are the ones to count every day.
In Kazeer, COGS per menu item can be calculated from its recipe, and ingredient stock goes down automatically with each sale. That automatic deduction follows sales, so ingredients that get spilled or thrown out aren't counted. In the first week, you also don't know your daily usage yet. So count stock every day from day one. After a week or two, those counts become the basis for your minimum stock. How to do it is in the guide to checking ingredient stock, and how to store ingredients so older stock gets used first is in the FIFO guide.
A trial run before opening day
Invite family or friends one or two days before you open, and ask them to order like regular customers. The simplest way to keep your reports clean is to make it real sales: they pay the normal price. If you use practice orders, keep in mind that a paid order can't be cancelled. Practice orders that haven't been paid can be cancelled once the trial run is over, and the cancellations stay visible in the records, so you can check which orders were only practice.
Make sure the trial run covers all of these:
- A Dine-in order with a table number.
- A Takeaway order.
- A cash payment with a large note, so the cashier practices giving change.
- A payment by dynamic QRIS.
- A payment by card, if you accept cards.
- An order that reaches the kitchen and moves from Waiting to Cooking to Done.
- A printed receipt.
- A customer who changes their mind after the order is recorded. The cashier calls you, and you decide how to sort it out, such as cancelling that order while it's still unpaid and recording a new one.
After the trial run, open today's sales report. It updates itself, so every trial order should already be there. Finish with a practice cash-up.
The demo, training, and choosing a plan
Book a demo with the Kazeer team before you enter your menu. In the demo, you see how an order goes from being taken to showing up in the reports. Tell them which devices and printer you already have, so the Kazeer team can help match them.
Staff training from the Kazeer team comes with Standard Monthly and Standard Annual, not with the Free plan. If you choose a Standard plan, schedule the training before your trial run. If you choose the Free plan, you do the training yourself. There's a training plan in the guide to training a new cashier.
The plans at a glance:
| Plan | Cost | Notes |
|---|
| Free plan | Rp0 forever | A Rp500 platform fee per transaction, paid by the customer, an initial deposit of Rp50,000, no staff training |
| Standard Monthly | Rp250,000 per month | No platform fee, staff training included |
| Standard Annual | Rp2,000,000 per year | No platform fee, staff training and a free tablet stand included |
All three plans include access for owner, cashier, kitchen staff, and table order, dynamic QRIS, Inventory and the Kazeer AI chatbot, and customer support (WhatsApp 24/7, answered by the team daily from 09:00 to 21:00 WIB).
Plan prices are per outlet, so the table shows the cost for one outlet. The Free plan's initial deposit is a balance the platform fee is deducted from, so the balance doesn't go negative.
A new cafe has no transaction history yet, so start from an estimate. How to work it out is in the guide to choosing a plan, and the details are in the pricing section.
Checklist before and on opening day
A week before opening
- Your menu, COGS, and selling prices are final.
- You've had the demo with the Kazeer team and chosen a plan.
- The menu and prices are in Kazeer.
- The POS device, the kitchen device, and the receipt printer are connected and tested.
- You've asked about and sorted out what dynamic QRIS needs.
- Every staff member has a role and access that fit their task and outlet.
- Staff training is scheduled, or your own training is planned.
The day before opening
- The trial run has covered every situation above.
- Opening stock is counted and recorded.
- A starting float with enough small notes is ready.
- Spare receipt paper is on hand.
- All staff have registered their face and tried clocking in and out with a selfie at the outlet.
- The first week's shift schedule is posted on the wall.
Opening day
- Come in early. Switch on the devices and the printer, check the receipt paper, and make sure the internet is connected.
- Write the starting float in the cash book.
- You, or whoever knows the POS flow best, stand near the counter through the first rush.
- Write every problem on one sheet of paper. Fix what's urgent, and go over the rest after closing.
- Do the cash-up with the cashier at the end of the day.
- The next morning, read the sales report and check stock, then pick one or two things to fix. The order to read the report in is in the guide to the daily sales report.