A member and points program gives customers like this a reward after a set amount of spending. It pays for itself when the extra visits bring in more gross profit than the rewards cost.

When a points program fits

A points program fits when many of your customers come back again and again, as at a coffee shop near offices or a campus, or a bakery people stop at for breakfast. They collect points quickly, so the first reward feels close.

It fits less well in two cases:

• Most customers come only once, say at a tourist spot. For them, a well-kept Google Business Profile does more.
• Customers come only a few times a year, say to a restaurant for family occasions. The reward is too far off and easy to forget.

Check with the rule you have in mind: how many times does a regular have to come in for the first reward? If it takes months, change the rule.

Cost the reward first

A reward from your menu can cost you far less than it's worth to the customer. A free Kopi Susu Aren is worth Rp22,000 to the customer, while its dine-in COGS is Rp8,400, as in the example in the guide to COGS per menu item.

The real cost depends on how the reward gets used:

• If the free cup is extra, say on a day the customer wasn't planning to buy, it costs you its COGS, Rp8,400.
• If it replaces a cup they would have bought anyway, you lose that sale, so it costs the selling price, Rp22,000.

Then decide how much spending earns one reward. Worked example, with 1 point for every Rp10,000 spent:

How to read the second row: Rp8,400 ÷ Rp200,000 = 4.2%, and Rp22,000 ÷ Rp200,000 = 11%.

A customer who usually buys one Kopi Susu Aren earns 2 points a visit. With a 20-point reward, they reach 20 points on the 10th visit, or after about two weeks for someone who comes in every weekday.

For a customer like this, a free cup usually replaces a purchase, so its cost is close to the selling price. Something they rarely buy, such as a croissant, is more likely to be an extra that costs you close to its COGS. Whatever you choose, make sure you always have the ingredients.

Rules customers can remember

If the cashier needs more than two sentences to explain the program, customers won't remember it either. Decide these four things, then write them on one card by the counter:

1. How much spending earns a point, say 1 point for every Rp10,000 per transaction, with anything left over not counted. Points per visit are simpler, but then someone buying one iced tea earns the same points as a table of four.
2. The reward on offer, one or two choices at most.
3. When points expire, say when a member hasn't bought anything for 6 months. Tell people when they sign up, not when their points run out.
4. Purchases that don't earn points, such as promo prices or bundle prices, because their gross profit is already thinner, as the guide to slow-hour promotions shows.

Signing up members with consent

Give every cashier the same lines. Explain the rules before the customer agrees, for example:

• Cashier: "Would you like to sign up as a member? You get 1 point for every Rp10,000, and 20 points gets you a free Kopi Susu Aren. Your points expire if you don't buy anything for 6 months. All I need is your name and phone number, and we only use the number for your points."
• Customer: "Sure."

Ask only for what you need to keep track of points: a name, so the cashier can confirm who it is, and a phone number, so the member can be looked up without a card. Don't ask for an address, a date of birth, or an ID card number. If a customer says no, just move on to payment.

Agreeing to be a member isn't agreeing to receive promotions. Don't add members' numbers to a broadcast list or a WhatsApp group without separate permission. How to ask for it is in the guide to bringing customers back through WhatsApp.

Kazeer has a members and points feature. Staff sign members up with the customer's consent. An order that records the customer's phone number also saves their customer record automatically, but that isn't permission to send promotions either. Before you print the rules card, ask the Kazeer team which of these rules the points feature can apply, such as expiry and purchases that don't earn points.

Getting cashiers to ask every time

A points program only works if the cashier asks at every transaction. Customers who go unasked a few times may think the program has ended.

Ask after the order is entered and before payment. If the cashier also offers an add-on, as in the article on average spend, offer that first, then ask about membership.

Before day one, have every cashier and waiter practice the lines in pairs until each of them can explain the rules card without reading it. For new cashiers, add it to the plan in the guide to training a new cashier.

Once the program is running, keep a tally sheet at the counter: one mark for every member transaction, and the member's name for every reward traded in. At the end of the week, compare shifts with similar traffic, then ask the cashier on any shift with far fewer member transactions what's getting in the way. Judge cashiers by whether they ask, not by how many people sign up.

Judging the results after a few weeks

Compare the four weeks before the program with weeks 5 to 8, because in the first weeks new members haven't had time to come back. Use full weeks, and leave out unusual days, such as long holidays.

Worked example:

How to read it:

• Members make 50 of the 200 transactions a day, or 25%. That doesn't mean 50 extra visits, because many members are regulars who were already coming in. The real increase shows in total transactions: up 14 a day.
• Say the tally sheet for week 8 shows 350 member transactions, and there are 175 members at the end of that week: that's 350 ÷ 175 = 2 visits per member that week on average.
• Average spend went up a little. If it drops, the extra visits may only be small purchases.
• The COGS percentage is 40% in both periods, and gross profit is up Rp210,000 a day. Five free cups are traded in each day, and in this example the free cups aren't recorded as orders, so they aren't in the table. The sales lost to rewards already show in the sales figure, so you only subtract the ingredients: 5 × Rp8,400 = Rp42,000. Extra gross profit after rewards: Rp210,000 − Rp42,000 = Rp168,000 a day.

Not all of that increase is necessarily down to the program: weather, school holidays, a new menu item, or an event near the outlet also move the numbers.

Free cups that aren't recorded as orders also don't take any ingredients off the stock in your records. At your stock count, count the ingredients for the free cups on the counter tally sheet as usage, so they don't read as missing stock. If your reports record a reward as a Rp0 sale with its COGS, don't subtract it twice. Subtract extra costs too, such as printing the rules card.

In Kazeer, sales, COGS, and gross profit are in your reports, and the member customer list can be exported as a CSV file. Export it at the end of each week, then count your members from the rows. How to read the daily transaction count is in the guide to the daily sales report. See an example of the reports.

The number that decides it is the extra gross profit after the cost of the rewards. If it isn't positive, change the rules or end the program, with notice first. If total transactions don't go up, check whether the rewards are only going to customers who were already coming in.

Common mistakes

• The rules are too complicated, for example member tiers or different points per menu item. Cashiers struggle to explain them.
• Points never expire. Every point not yet traded in is a promise of a reward that can be claimed at any time. Say 300 members each hold 20 points: that's 300 free cups, or 300 × Rp8,400 = Rp2,520,000 in COGS, and up to 300 × Rp22,000 = Rp6,600,000 if every one of them replaces a purchase.
• The rules change without warning. If you need to cut back the reward, announce it on the rules card a few weeks ahead, and let members trade in the points they've already collected under the old rules.

Reservations only help when every guest gets the same rules and every reservation is written down in one place.

Set the rules first

If each staff member answers with their own rules, one guest is told the table is held for an hour and another for ten minutes. Write the rules once and use them for every reservation. What to decide:

• Which days and hours you take reservations. You can choose not to take them at your busiest hour, or to take them only for groups.
• The smallest party you take, say 4 people, and the size you count as a large group, say more than 10.
• How long you hold a table after the booked time, say 15 minutes. After that, you can give the table to other guests.
• Whether large groups make a down payment or choose their food in advance. If you take a down payment, also decide when it's returned, for example if the guest cancels at least a day ahead.

Tell guests these rules when they book, before they make any down payment. To keep every staff member's answer the same, save the rules as a quick reply in WhatsApp Business and put them up near the counter.

If an AI agent in WhatsApp Business answers your customer chats, add these rules to what it knows too.

Keep every reservation in one place

Reservations come in from all directions: WhatsApp chats, phone calls, Instagram DMs, or in person at the counter. If each one is written down somewhere different, one table can be promised to two groups, or the evening shift doesn't know a group is coming.

Pick one list, such as a reservation book at the counter or an app, and use nothing else. Whoever takes a reservation writes it on that list first, then tells the guest it's booked.

On the day, pass any allergy note to the kitchen before the guest arrives.

A guest's WhatsApp number is personal data. A reservation in Kazeer stores it too, along with the name, number of guests, and a note. Use the number only for that reservation, unless the guest agrees to other messages. Messages about new menu items or promotions need the guest's separate permission, and our guide to bringing customers back through WhatsApp explains how to ask for it.

Confirm the day before

The day before, send a confirmation from the outlet's WhatsApp number. For a reservation made at short notice, send it that morning. Make one person, such as the afternoon cashier, responsible for confirming all of tomorrow's reservations.

Mark on the list who has replied. If a guest still hasn't replied a few hours before the booked time, call them once. If the number of people changes, update the list and check the table again. If a guest cancels, write "cancelled" and free the table for other guests.

Split your tables at peak hours

If every table at peak hours can be reserved, guests who walk in may find nowhere to sit. Decide how many tables can be reserved at those hours, and keep the rest for walk-ins. To find your busy hours, note your sales every hour for two weeks and watch when every table is taken. The guide to shift schedules shows how.

Worked example for a cafe with 10 tables:

Every Saturday from 18:00 to 21:00, this cafe takes reservations for at most 4 of its 4-seat tables, which is 4 × 4 = 16 seats. The rest, 2 of the 4-seat tables and all 4 of the 2-seat tables (8 + 8 = 16 seats), or half of all seats, stay for walk-ins.

A reserved table doesn't need to sit empty all afternoon, either. Say guests usually stay about 90 minutes, and a table takes 15 minutes to clear. A table reserved for 19:00 can still take walk-ins who sit down before 17:15, which is 90 + 15 = 105 minutes before 19:00. Tell those guests from the start that the table is needed again at 19:00. At 17:15, when you start holding the table, put out the "Reserved 19:00" card. Walk-ins who arrive after that can still sit there if they agree to finish by 18:45.

Late guests and no-shows

Use the hold time in your rules, then go through these steps:

1. When the booked time passes and the guest hasn't arrived, send one message or make one call: "Hi [name], we're still holding your table for [number] until [time]. Are you still coming?"
2. If the guest says they'll be late, the shift lead decides whether to hold the table longer, then tells them politely until what time.
3. If the hold time passes with no word, give the table to guests who are waiting, then write "no-show" on the list.
4. If the guest arrives after the table has gone, apologize, explain the hold time, then offer the next free table.

What to say in that last step: "I'm sorry, we held your table until 19:15 and then gave it to other guests. The next table should be free in about 20 minutes. Can I put you on the waiting list?"

You can ask guests who have skipped several reservations without a word to make a down payment for their next reservation, as long as you tell them when they book.

Large groups

A group of 12 ordering all at once can put the kitchen behind for every other table. There are two ways to prevent that. One is a set menu: one fixed package at a price per person, agreed before the day. You can set bundle prices in Kazeer's promo feature. The other is ordering ahead: the group chooses its food by the day before, so the kitchen can prepare the ingredients and the number of portions.

When the group arrives, the cashier records the food they ordered ahead as that table's order, so the cashier and the kitchen read the same order. The guide to the cashier to kitchen order flow covers the steps.

Ask about the bill at the start: one bill, or does each person pay their own? If they pay separately, record orders per person from the start. Splitting one big bill at the end makes a line at the counter and is easy to get wrong. If the group makes a down payment, give them proof when they pay, then take it off the final bill.

If your outlet uses table QR ordering, the group can add orders themselves without waiting for a waiter. That guide also has tips for tables pushed together.

Check the results every week

Once a week, go through the reservation list and count how many reservations the guests kept, how many they cancelled with notice, and how many were no-shows with no word. Ask the cashier to also note walk-in groups turned away because you were full, with simple tally marks on a sheet of paper.

Worked example from one week at a cafe:

No-show rate: 3 ÷ 20 = 15%. Those three reservations were for 4, 6, and 4 people, so 14 seats were held empty until the hold time ran out.

How to read it:

• If most no-shows never replied to the confirmation, release reservations whose guests haven't replied by a set time, and say so in the confirmation message.
• If most no-shows are large groups, ask large groups to order ahead or make a down payment.
• If many walk-in groups are turned away at peak hours while reserved tables often sit empty, cut the number of tables that can be reserved at those hours.

Change one rule at a time, then compare the results with the week before.

The price on a supplier's price list is only one number. Compare the cost of what you actually use, then quality, delivery schedules, and payment terms. You can record the results on one supplier sheet.

Compare the cost per usable unit

Pack sizes, delivery charges, and minimum orders make prices per pack hard to compare. Convert everything to a cost per unit you use in your recipes, such as per liter, per kg, or per piece for cups and lids:

• Cost per usable unit = (price of the goods + delivery charge) ÷ the amount you actually use

If one delivery charge covers several items, split it by each item's share of the order value.

Worked example for an order of 2 cases of UHT milk, 12 one-liter cartons each, using the sample price from the guide to COGS (cost of goods sold) per menu item:

Supplier B is Rp1,000 a liter cheaper on the price list, but Rp250 a liter more expensive once you add delivery: Rp438,000 ÷ 24 = Rp18,250. If you order 4 cases per delivery, the math changes. Four cases cost Rp816,000, delivery brings it to Rp846,000, and divided by 48 liters that's Rp17,625 per liter. An order that size only pays off if you use all 48 liters before they expire and you have room to store them.

Minimum orders work the same way. If a supplier requires 5 kg per order but you only use 4 kg before the rest spoils, divide the price by 4 kg, not 5 kg.

For vegetables, fruit, meat, and chicken, also count what you lose in trimming. Weigh the goods before trimming, trim them as usual, then weigh the part you use. The usable weight divided by the starting weight is your yield. Repeat it over two or three deliveries, because the result can vary.

Worked example for chicken breast:

Rp45,500 ÷ 0.7 = Rp65,000 and Rp57,000 ÷ 0.95 = Rp60,000. The fillet that looks Rp11,500 a kg more expensive is actually Rp5,000 cheaper for every kg that reaches the plate, and your cook doesn't have to take off the bone and skin.

Test quality with trial orders

Comparing costs is only fair if the quality is the same. Before you switch, place two or three small orders, each enough for a few days.

1. Make the menu items that use the ingredient with the same recipe, then taste them side by side with the version from your current supplier. Ask your barista or cook to taste too.
2. For anything sold by the kg, weigh a few packs and compare with the weight on the receipt.
3. Check that size, ripeness, and brand are the same in every delivery. For cups and lids, fill a few cups with a cold drink: the lids should fit tightly and the cups shouldn't leak.
4. Decide after several deliveries, not one. The first delivery doesn't always match the ones that follow.

How to check packaging, the temperature of chilled goods, and expiry dates when a delivery arrives is in the FIFO and FEFO guide. Use the same checks for your old and new supplier.

Ask about deliveries up front

A cheap supplier that's often late sends you out on rush buys at retail prices. Ask these before you order:

• Which days the supplier delivers, and what time the goods usually arrive.
• The order cut-off time. If you order after it, the supplier usually delivers on the next scheduled run.
• The lead time, from placing an order to the delivery arriving. You use this number to set your minimum stock, as in the guide to the daily stock check. The longer the lead time, the more stock you have to keep.
• What happens when an item is out of stock. Does the supplier tell you before delivering, or swap in another brand without asking?

Ask the supplier to check with you before swapping brands, because another brand can change the taste of a menu item and its COGS.

For the first month, note every delivery: on time or late, complete or short, and whether the supplier substituted anything.

Agree on payment and receipts

Some suppliers want payment when the goods arrive, and others give you credit terms, say two weeks after delivery. Credit helps when cash is tight, but write down what you owe and the due date so it doesn't pile up. Also ask whether the price is the same for paying on delivery and paying on credit.

Agree in writing, for example in a WhatsApp chat: the price per unit, how you'll pay, the length of the credit term, and how many days' notice the supplier gives before a price rise.

Ask for a receipt with every delivery, showing the date, item names, quantities, unit prices, and the total. A receipt without a price per item makes it hard to work out your COGS. Before you pay, check the prices on the receipt against the agreed prices, then keep the receipts and transfer slips in one folder per month.

Keep a backup supplier

For the items your best sellers can't be made without, the ones on your daily count list, line up a second supplier before you need one.

• Test the backup supplier with trial orders, just like your main one.
• Order from them now and then, so you know their latest prices and they know your business.
• For ingredients that set the taste, such as milk and coffee beans, look for a backup that sells the same brand.
• Work out their cost per usable unit too, so you know how much your COGS rises if you have to use them.

One sheet for all your suppliers

Record what you compared on one sheet, on paper or in a spreadsheet. A sample supplier sheet, with costs from the worked examples above:

Review the sheet whenever a receipt shows a new price, and at your monthly stock count. For the items you buy most, ask one or two other suppliers for their price lists every few months, then run the numbers again.

If you have more than one outlet, use one sheet for all of them. A combined order reaches the minimum more easily, and as the milk example showed, the delivery charge per liter drops when the order is bigger. Ask whether the supplier can deliver to each outlet and what that costs. The other option is for one outlet to receive the delivery and pass stock on to the others. In Kazeer, you manage stock per outlet, so every time stock goes to another outlet, move it in Kazeer too.

After a switch or a price rise

A change of supplier or a price rise can change the COGS of the menu items that use that ingredient.

1. Recalculate the COGS of those items with the new cost per usable unit. The method is in the guide to COGS per menu item.
2. If the brand changed, taste-test and adjust the amounts in the recipe if needed. Palm sugar syrup from another supplier, for example, may be less sweet and need a bigger pour.
3. If your COGS percentage goes over your target, your options are in the article on setting menu prices.
4. For the first two weeks, count that ingredient more often, so you know whether usage matches what you expected.

If you use Kazeer, COGS per menu item can be calculated from the recipe, so make sure the recipe follows the new amounts. After a price rise, compare those items' COGS in Kazeer with your own numbers from step 1. If they don't match yet, ask the Kazeer team how to update them.

Ingredient stock goes down automatically with each sale. If your physical count is lower than the stock Kazeer shows, and the gap grows after a switch, check that ingredient's yield, the delivered weight against the receipt, and the recipe amounts again. After a transaction, Kazeer AI sends a low-stock or out-of-stock alert to the owner and store admins, so you know when to contact a supplier. Automatic ingredient orders to suppliers over WhatsApp are coming soon.

Start with the item you buy most: work out its cost per usable unit from your latest receipt, then fill in the first row of your supplier sheet.

Table QR ordering takes work off your waiters at busy times, as long as you set it up properly. The part that's easiest to miss is orders paid later at the cashier, because they stay open until someone collects the payment.

Is it right for your business?

QR ordering helps most when guests stay a while and often order more than once, say at a cafe where people work or chat.

It suits you less, or needs adjusting, if:

• Most guests order at the counter and take their food away. The QR codes on the tables will rarely get used.
• Guests pick dishes straight from a display, as at a warung prasmanan (a buffet-style warung). Pointing at a dish is faster than finding it on a phone.
• The signal in your seating area is weak. Guests order on an online page, so their phones need internet. If you have guest Wi-Fi, print the network name and password on the table card.

Guests who don't want to scan can still order through a waiter or the cashier, as usual.

What the guest does at the table

In Kazeer, the guest scans the QR code on their table, then orders on your store's online page. Besides choosing items and entering a voucher if they have one, the guest fills in the following:

Prepare these first

Which payment choices you allow

With online payment, the guest pays from their phone. Pay at the cashier gives guests who want to pay in cash or by card a way to order from the table, but someone has to collect the payment later.

If you only allow online payment, guests without an e-wallet or mobile banking need to order through a waiter or the cashier. Also ask the Kazeer team what each online payment choice costs, if anything, and when the money reaches your withdrawal account.

Table numbers and where the QR codes go

Give every table its own number, put the number on the table, and make sure it matches the table number in that table's QR code. If two tables are pushed together for a group, ask them to order from one QR code only, so their orders don't get split.

Put the QR code where it can be scanned from a seat, not covered by plates or a napkin holder, and well lit at night. Lamination or an acrylic stand protects it from spills. Keep a spare set of QR codes near the cashier.

Every morning, make sure nobody has stuck another QR code sticker over yours, because a fake code can send guests to someone else's payment page.

Item names that work without a waiter

At the counter, a guest can ask what's in an item. On a phone, they can only read. Open the ordering page on your phone and read the menu like a new guest. Things that usually need fixing:

• Abbreviations only staff understand, or names that don't say what's in them, like KSA or Kopi Kita. Write them out and add the main ingredients: Kopi Susu Aren, Kopi Kita (espresso, milk, caramel).
• Spicy items, or items with peanuts or shrimp. Say so in the name, because a guest ordering on their own doesn't get a reminder from a waiter.

When an order comes in

An order from a table QR code goes to the kitchen just like an order taken at the cashier, so the cashier and the kitchen read the same order. What the kitchen statuses mean is in the guide to the cashier to kitchen order flow.

Payment status and kitchen status are separate. A Dine-in order stays Unpaid through Waiting, Cooking, and Served, so an order that has been served isn't necessarily paid.

In Kazeer, each staff member has their own login, with a role such as Cashier, Kitchen staff, or Waiter. For table orders, decide on every shift:

1. Who checks new table orders. These orders don't pass through a waiter, so odd ones need spotting quickly, say ten portions from a table for two. Check with that table before the kitchen cooks it. An unpaid order can be cancelled, from the kitchen screen too.
2. Who serves. Match the table number first, then say the guest's name recorded on the order before putting the plates down.
3. Who walks the floor to help guests who have trouble scanning, and to replace QR codes that are wet or missing.
4. Who reminds guests to pay at the cashier before they leave.

Orders paid at the cashier

An order set to pay at the cashier stays Unpaid, however long the guests sit, until the cashier records the payment on that order. If one table ordered more than once, or each guest ordered separately, check every Unpaid order from that table before the guests leave.

A cashier shift can be closed while orders are still unpaid. Those orders aren't counted as revenue, and they show as "BELUM BAYAR" (Unpaid) in the shift details. So before closing a shift, the cashier goes through every Unpaid order.

Only Tables 3 and 5 are real sales: Rp54,000 + Rp68,000 = Rp122,000. If the shift is closed without this check, that Rp122,000 isn't counted in the shift's revenue, and the bill for Table 3 can be missed if the guests leave without anyone collecting. The drawer also holds Rp68,000 more than the cash on record, and the duplicate for Table 9 (Rp41,000) still looks like an unpaid bill.

If a guest leaves without paying, the order stays Unpaid. Decide from the start who makes the call to cancel it, and have the cashier write the reason in the cancellation book, because Kazeer doesn't ask for one. How to match the money at the end of the day is in the guide to the end-of-day cash-up.

The table card and the guest's WhatsApp number

A small card next to the QR code helps guests who are using it for the first time. Match the payment choices on the card to the ones you allow.

The line about the WhatsApp number is your promise to the guest, so keep it. In Kazeer, an order that records a phone number saves a customer record automatically, so the guest's number can stay on file after they leave. The promise applies later too. Don't add numbers from orders to a broadcast list or a promo group. For news about new menu items, ask for permission separately. How to do that is in the guide to bringing customers back through WhatsApp.

If the table card also carries a WhatsApp QR code for menu news, put a heading above each code, say "Order here" and "Menu news".

First-week checklist

Start on a weekday that's usually quiet, so your team can get used to it before the weekend.

Before day one:

1. Scan every QR code and check that the table number filled in matches the number on that table.
2. Tell the kitchen first so they don't cook the test order, then place an order with pay at the cashier and cancel it.
3. To try online payment, order one low-priced item, pay for real, and treat it as a normal sale, because a paid order can't be cancelled.
4. Read the menu on your phone and fix any confusing names.
5. Tell all your staff which payment choices you allow and who does what on each shift.

Every day in the first week:

1. Before closing a shift, check all Unpaid orders.
2. Write down the questions guests ask about the menu, and any order that reached the wrong table, then fix the item name or check that table's QR code.

To judge the effect on sales, use the guide to average spend. Be careful: if each guest pays separately, one table of four can become four transactions, and the average spend per transaction drops even though the table spent the same.

Table order is listed in all three Kazeer plans. On the Free plan, a Rp500 platform fee per transaction is paid by the customer, so four transactions from one table mean four platform fees.

A monthly stock count (in Indonesia, often called stock opname) finds out. You count everything you have, compare it with the stock your records say should be there, then put a rupiah value on the difference.

How a stock count differs from the daily check

The daily stock check counts the five to ten ingredients your best sellers can't be made without. Its job is to tell you when to order. The guide to daily ingredient stock checks covers it.

A stock count matches what's in the storeroom, chiller, freezer, bar, and kitchen against your stock records. So you count everything, including cups and lids, ingredients you rarely use, and opened packs. It takes longer, so once a month is enough.

Prepare for count day

• Pick the same time every month, such as after closing on the last day of the month or before opening on the 1st, so you can compare the results.
• While you count, stop sales, prep, incoming deliveries, and transfers to other outlets. If a delivery arrives anyway, set it aside unopened.
• Organize the count sheet by storage location, in the order you walk: dry storage, chiller, freezer, bar, then kitchen. Within each location, list items in the order they sit on the shelves.
• Use the recipe units, such as grams, ml, or pieces, not cartons or packs. For example, 12 one-liter cartons of UHT milk go down as 12,000 ml.
• Weigh or measure opened packs instead of estimating them as you would in the daily check. Measure liquids such as milk and syrup with a measuring jug, because the recipe uses ml. For reusable containers, weigh each empty one once, write its weight on it, and subtract that from what the scale shows.
• Put two people in each area: one counts, one writes.

The count sheet needs only the item name, the unit, the count, and notes. Leave the expected stock off the sheet. A counter who can see the number on record tends to copy it without really counting.

How to count

1. Count area by area, shelf by shelf.
2. Write each number with its unit. Anything that isn't on the sheet goes on the blank lines at the bottom.
3. Count damaged or expired items separately and mark them. They aren't usable stock. How to prevent them is in the guide to FIFO and FEFO.
4. Count prepared ingredients, such as milk already in a pitcher at the bar, in the unit of the original ingredient.
5. When an area is done, someone from another area recounts a few expensive items, such as coffee beans. If the numbers differ, count them again together.

Compare with the expected stock

Expected stock is what you'd have if ingredients were used only according to the recipes:

• Expected stock = opening stock + stock received − usage by recipe (with more than one outlet, add transfers in and subtract transfers out)
• Usage by recipe = portions sold × portion size, added up across every menu item that uses the ingredient
• Difference = counted − expected stock
• Value of the difference = difference × unit price

Opening stock is last month's count. You get the unit price from your receipts: purchase price divided by pack size, as in the guide to COGS (cost of goods sold) per menu item.

If you use Kazeer, ingredient stock goes down automatically with each sale. As long as every menu item has a recipe, the stock left in Kazeer's Inventory is the number you compare your count with. Stock is managed per outlet, so compare outlet by outlet.

How to read the first row: 3,950 g − 4,200 g = −250 g, so you're 250 g of coffee beans short, worth 250 × Rp200 = Rp50,000. The four items that came up short add up to Rp50,000 + Rp43,200 + Rp14,000 + Rp12,000 = Rp119,200. The lids are Rp1,500 over, so the total is Rp117,700 short.

Sort by value, not by quantity. The 2,400 ml of milk looks like the biggest gap, but the 250 g of coffee beans is worth more. An overage, like the lids, needs a cause too, because it can mean a record is wrong.

Find the cause of each difference

Recount any item with a big difference first, because a counting mistake is the quickest fix. If the number holds, check the causes below.

The recipe doesn't match the real portion

The sign: a shortfall every month in ingredients used across many menu items, such as milk and coffee beans. Weigh the portions your barista makes and compare them with the recipe. How to keep portions consistent is in our article on ingredient waste. Check new menu items or toppings without a written recipe too: their ingredients get used but never counted.

Waste isn't written down

The sign: a shortfall in ingredients that spoil quickly or often get remade. Waste never becomes a sale, so it never comes off the expected stock. A waste log shows how much of the difference is already explained.

Deliveries not recorded, or the wrong unit

A delivery nobody records makes your count higher than the expected stock. A wrong unit at receiving makes an odd-looking difference, often a multiple of the pack size. Say a case of 12 one-liter cartons of milk is recorded as 1 carton: your count comes out 11,000 ml over. Match every receipt from the month against your record of stock received.

Transfers between outlets without a record

The sign: one outlet is over and another is short by about the same amount. Compare differences across outlets before you look for other causes, and record every transfer at both outlets.

Missing stock

If you've checked the causes above and the shortfall keeps showing up, especially on small, expensive items, someone may be taking them. Don't accuse anyone right away. Count that item once a week to see when the difference appears, and limit who holds the storeroom key. Limit who can change stock records too. In Kazeer, staff access is set per task and per outlet.

Where Kazeer helps

Counting the shelves is still a job for people. Kazeer helps with the records:

• Kazeer's Inventory holds your list of items and ingredients. That's where you check stock and see what's left.
• All your outlets are in one account, and you can move items to the outlet that needs them. Move them in Kazeer every time stock goes to another outlet. See the multi-outlet section.
• After a transaction, Kazeer AI sends a low-stock or out-of-stock alert to the owner and store admins.
• You can also ask Kazeer AI on the web or in WhatsApp, for example "Which items should I check?" ("Barang apa yang perlu dicek?"; Kazeer AI mostly replies in Indonesian). If the answer doesn't match the shelf, find out why. See example questions for Kazeer AI.

After the count

A shortfall that's left after you've fixed counting mistakes, wrongly recorded deliveries, and transfers between outlets is ingredient cost that isn't in the COGS in your report. COGS in Kazeer's reports is recorded from every sale, while ingredients thrown out or gone missing are never sold. If the whole difference in the example really happened that month, your real gross profit is Rp117,700 lower than the report shows, and so is your real net profit. How to read both is in the guide to gross and net profit.

Before the next count:

1. Bring bar portions back to the recipe, or update the recipe if the portion really has changed.
2. Start a waste log if you don't have one.
3. Write each item's difference in one monthly table. Put items that come up short or over two months in a row first.
4. Count items with a big difference once a week until you find the cause.
5. If a small difference keeps showing up on the same ingredient, add it to the waste line in your COGS calculation.
6. Use the count as next month's opening stock, and keep the count sheets.

Before you suspect anyone, rule out the innocent explanations. How to count the drawer and work out the difference is in the guide to the end-of-day cash-up.

Ordinary causes to rule out first

The direction of the difference is your first clue. A drawer that's over usually means money came in without being recorded, or a customer got too little change. A drawer that's short usually means money went out, or a payment was recorded as cash when the money never reached the drawer.

Trace it before the cashier goes home

While the cashier still remembers who paid with large notes and the purchase receipts haven't been thrown away, check in this order:

1. Check the Unpaid orders first. If the customer did pay and the shift is still open, record the payment on that order now. In Kazeer, a shift can be closed with unpaid orders, and those orders show as Unpaid in the shift details.
2. Count again with a second person until your totals match. A difference the size of one note, such as Rp10,000, looks more like a note that slipped out of place or wrong change.
3. Check the starting float in the morning's cash book: the amount, who handed it over, and whether it was counted together.
4. Open the totals per payment method (cash, QRIS, card) and per cashier shift in Kazeer. Compare QRIS with the list of incoming transactions, and card with the card machine's summary. If cash is Rp22,000 short and QRIS is Rp22,000 over, look for an order of that amount on that shift.
5. Match each cancelled order against the cancellation book (see the rules below), especially any worth the same as the difference. Did any money change hands?
6. Only then, ask the cashier.

Asking without accusing

Start from what you've already checked: "The drawer is Rp40,000 short. QRIS and card match, and there are no Unpaid orders. Was any drawer money used to buy something today?" A question like "Where did the money go?" makes people defensive, and they stop trying to remember. Write the cashier's answer in the difference log, even if it's "I don't know."

Log every shift, including the ones that match

Write one line for every shift, including the ones that match, so you know whether three differences came from 10 shifts or 40. Use the same words for the cause every time so you can count them: wrong change, tip, starting float, purchase without receipt, wrong payment method, unpaid, cancellation, wrong order, or not found.

A drawer that matches isn't always clean: a cash payment that's never recorded, followed by cancelling the order, leaves no difference. So read the cancellation book shift by shift alongside this log (see the article on the NOT PAID receipt).

Reading the log after four weeks

• Differences with a known cause show you what needs practice. Three of Cashier B's four differences were the wrong payment method, so build the habit of checking the method before finishing a payment. Two of Cashier A's three were wrong change, and there's practice for that in the guide to training a new cashier.
• Compare cashiers with similar schedules. Cashiers B and C each worked 16 shifts, nearly all of them evenings. Unexplained differences: one for Cashier B and four for Cashier C, and those four add up to Rp125,000 short (Rp25,000 + Rp20,000 + Rp30,000 + Rp50,000).
• Before you draw conclusions about a person, look for what else those shifts have in common. Were they all the busiest weekend evenings? Was the drawer handed over without a count, or held by someone else while Cashier C was on break? If so, fix the process first, then read the next two weeks of the log.

Drawer rules for all your cashiers

If you're only bringing in these rules now, start them for every cashier on the same date, so no one feels singled out. Go through the reasons with all your cashiers, then post the rules near the counter.

1. Each cashier keeps their own drawer for the shift and uses their own login. In Kazeer, each staff member's access is set per task and per outlet (guide to staff access). Don't lend out logins, the owner account included.
2. The cashier leaving and the cashier starting count the drawer together at every handover, and both sign the cash book. When a cashier takes a break, the drawer stays locked, or the person covering counts with them before and after.
3. The starting float is always the same amount (there's a sample breakdown in the cash-up guide).
4. Whoever takes money from the drawer gets a receipt and writes it in the cash book straight away: the amount, what it was for, and their name. Petty cash for last-minute purchases is best kept separate from the drawer.
5. Tips, including change a customer leaves behind, go in a separate jar.
6. You or the shift lead approve each cancellation (how, in the article on the NOT PAID receipt), and the cashier writes it in the cancellation book: the date and time, the table or customer name, the order total, the reason, and who approved it. If the kitchen needs to cancel an order, say because an ingredient ran out, the kitchen tells the cashier first.

These rules leave out wage deductions and penalties on purpose. If you want rules on those, ask someone who knows employment law first.

What Kazeer records, and what it doesn't

Cancelled orders stay visible in Kazeer's records. Unpaid orders can be cancelled by the cashier and the store admin, and from the kitchen screen, while paid orders can't be cancelled. Kazeer doesn't ask for a reason and doesn't record who cancelled, only the time the order was last changed. Cancellations aren't in the audit log either, so you still need the cancellation book.

The customer receipt can only be printed once the order is paid, so if a customer gets a receipt, their payment is on record.

When the pattern points to one person

The log tells you which shifts to check more closely. Deciding who's at fault takes more than that. A fair way forward:

1. Rule out causes in the process first, then gather what you have: the difference log, that shift's totals per payment method, the Unpaid orders, the cancellations matched against the book, and camera footage if you have it.
2. Talk in private, away from customers and other staff. Show the records, then ask for an explanation: "In four weeks there have been four differences on your shifts that we couldn't explain. I want to figure this out with you. Was anything different on those shifts?" Listen to the answer: there may be something the records don't show, such as a coworker who often takes money from the drawer.
3. Agree on next steps and a time frame, such as two weeks with you or the shift lead as the second counter at the start and end of each of their shifts. Write the agreement down, and both of you sign it.
4. After two weeks, read the log again. If the differences stop, note what changed. If they continue, you have a written record for the next step. For decisions about someone's employment, get advice from someone who knows employment law first.

Below: the difference between a temporary bill and a paid receipt, why the risk sits with cash payments, and the controls you can set up, including a daily check before closing.

What the post showed

A Threads post by @carino_mi_amante was reposted by @jkt.feed on 25 May 2026 on Instagram, as eight images along with some of the replies. It shows two receipts from the same table. The first still says NOT PAID under the total and is marked wrong. The second shows the payment, by card through an EDC terminal, and is marked right.

Other users then shared similar receipts saying the bill wasn't settled, even though they had paid, one of them by QRIS. Replies explained how it works: when a customer asks for the bill, the cashier prints a temporary bill for them to check. Once the customer pays, the receipt is printed again as a paid receipt that shows how they paid. Some people who work in the trade also described ways businesses prevent it, and we cover several of those ideas below.

A receipt that says not paid isn't necessarily a sign of fraud. It may simply be a bill printed before the customer paid, with the paid receipt never handed over.

Temporary bill and paid receipt

One order can produce two slips of paper:

The wording on each slip differs from one POS app to the next. What matters is that the cashier and the customer can tell them apart at a glance.

In Kazeer, cash, QRIS, and card payments are recorded on the same order, and the Unpaid status marks an order whose payment isn't recorded yet. If your outlet uses a receipt printer, receipts are printed from the POS app.

Why the risk sits with cash

QRIS and card payments leave a trail outside the POS: in the QRIS provider's transaction list and on the card terminal. Cash leaves no trail like that. Replies to the post explained the gap: a customer pays cash, but a dishonest cashier hands over only the temporary bill, keeps the money, and later cancels the order in the system. The sale disappears from the records, and the money never reaches the drawer. The customer loses nothing, having already paid. The loss falls on the business owner.

In a case like that, the cash count at closing can still match, because the sale isn't on record and the money isn't in the drawer either. So matching the cash alone isn't enough. Cancellations and unpaid orders need checking too.

Honest mistakes happen as well. A cashier in a rush can forget to record a cash payment. The order stays Unpaid while the money sits in the drawer, so the drawer holds more than the records show.

Controls you can set up

A paid receipt for every customer

Make it a written rule: once a payment is recorded, the cashier prints the receipt and hands it to the customer, whether they paid by cash, QRIS, or card. If the customer already got a temporary bill, the paid receipt replaces it. Train this from a new cashier's first day, as in the guide to training a new cashier, and keep spare paper rolls so receipts can still be printed when a roll runs out at a busy hour.

Limit who approves a cancellation

Decide who can approve a cancellation, such as you or the shift lead, especially for orders that have been cooked or already billed. Have every cancellation written in a cancellation book: date, time, table, reason, and who approved it.

In Kazeer, cancelled orders stay visible in the records, so you can match the book against the app. Don't lend the owner account to a cashier, because it opens every outlet and every report. Give each staff member access for their task and outlet, as in the guide to staff access.

Handle less cash

With dynamic QRIS, a QR code is made for each transaction and already holds the amount due. Card payments are recorded on the card terminal. Both leave a trail you can match. In Kazeer, dynamic QRIS is included in every plan, and QRIS and card payments are recorded on the same order. Make it a habit for cashiers to offer QRIS and card when customers are ready to pay.

Keep accepting cash. Indonesia's Currency Law (Law No. 7 of 2011) prohibits refusing rupiah as payment unless there is doubt that it's genuine. The goal is to handle less cash, not to turn it away.

A camera over the counter

Point a camera at the counter, the drawer, and the spot where receipts are handed over. Make sure it doesn't capture the card terminal's keypad while customers enter their PIN. Tell your staff where the cameras are and what they're for. A recording helps answer a specific question, such as a cancellation at a certain time, and protects an honest cashier when a customer disputes something. Keep recordings at least until you've finished reading that week's cancellations.

A free-meal sign for missing receipts

Some businesses put up a sign saying the meal is free if the customer doesn't get a receipt. The upside: customers ask for their receipt, so paid receipts get missed less often. The downsides: you pay for every forgotten receipt, you need to write the terms clearly (what counts is the paid receipt, not the temporary bill), and it can lead to arguments at the counter. A lighter option is a sign asking customers to make sure they get a paid receipt.

Be fair to your cashiers

Most cashiers do their job honestly. One not-paid receipt, one cancellation, or one difference in the drawer proves nothing. Clear rules protect them: a paid receipt handed over, cancellations written down and approved, and camera footage let a cashier show what happened. If you see a pattern that looks wrong, check the records and the footage first, then talk with the cashier in private.

A daily check before closing

Run this check every night, before the cashier leaves:

Kazeer shows totals per payment method (cash, QRIS, card) and per cashier shift, so the figures to compare against are there without a manual recap. How to count the drawer, record a difference, and match QRIS and card is in the guide to the end-of-day cash-up.

Once a week, read the cancellations by shift and look for patterns, not single events.

Questions to ask a POS vendor

Every POS app works differently. Ask these questions before you choose an app, or when you review the one you already use:

1. Do the temporary bill and the paid receipt look different, and does the paid receipt show how the customer paid?
2. Which roles can cancel an order, and can that be limited to the owner or the shift lead?
3. Does the cancellation record keep who cancelled, when, and why?
4. Can a shift be closed while there are still unpaid orders?
5. Can you see totals per payment method and per cashier shift?

Here's what we can confirm for Kazeer: the Unpaid status marks orders with no payment recorded, cancellations stay visible in the records, totals per payment method and per cashier shift can be seen, staff access is set per task and per outlet, and receipts are printed from the POS app. You can ask the rest of these questions directly at a demo with the Kazeer team.

Start this week

1. Write the paid-receipt rule down and post it near the counter.
2. Set up a cancellation book, and decide who can approve cancellations.
3. Run the daily check above every night for two weeks, then read the results.
4. If you already have a camera over the counter, check where it's pointing.
5. Explain the new rules to all your cashiers at once, along with the reason: these rules protect them too.

What was reported

On Saturday, 9 May 2026, detikJateng reported that Spesial Soto Boyolali (SSB) Hj Hesti had posted an AI engineer job opening on LinkedIn. According to the report, SSB has 85 outlets in Indonesia and one in Saudi Arabia, all run from its head office.

Speaking to detikJateng, SSB's owner and president director, Hj. Hesti Noviasari, confirmed the hiring. In her view, AI engineers are needed to support management, serve customers better, and cut food waste. Many outlets run from one place need control and systems, for operations and for administration alike. The examples she gave include opening and closing hours at each outlet, costs, staff, stock, and checks at the cashier. The cashier checks matter because at SSB, customers take their own side dishes and pay after eating, so the cashier's records need to line up with what was produced. On the operations side, she also mentioned "how many customers come in, then how many staff that needs" (translated from Indonesian), along with how much food has to be cooked.

On food waste, SSB runs a semi-buffet setup, and according to Hesti, SSB is committed to not reselling leftover food. She hopes AI can pick up customer patterns, so the amounts of sate, gorengan (fried snacks), and soto (which is cooked in large batches) come out closer to what sells. When the report came out, SSB already had 2 AI engineers and was looking for about 10 more.

The same questions at a small business

The scale is very different, but the questions are the same, and each question has a record that answers it. Your cashier already keeps most of those records.

One transaction isn't always one person, since a whole table can pay at once, but the pattern still shows. If your POS app doesn't show sales per hour, write down today's sales figure every hour. The guide to shift schedules shows how.

There's one record the cashier usually doesn't keep: how much was cooked and how much was left over. Without it, nobody can answer the food waste question, not AI and not you. How to match the cashier every night is in the guide to the end-of-day cash-up.

Jobs AI can help with now

With complete records, an AI tool that reads business records can already help with:

• Reading sales and stock records: this week's best seller, sales so far today, ingredients running low.
• Answering routine questions in everyday words, without opening one report after another.
• Summing up yesterday's sales and stock.
• Pointing out busy hours, so ingredients and staff are ready before the line forms.

The limit is clear: AI only reads what was recorded. Gorengan paid for without going through the cashier, orders cancelled outside the app, and ingredients thrown out without a note don't exist in its answers. If the records have gaps, the answers are wrong too, even when they sound confident.

What to watch out for

• Wrong answers. Check the period in the answer, and open the report before a big decision such as a large purchase or a price change.
• Customer data. Don't paste customers' names, phone numbers, or addresses into general AI chat apps.
• Cost. Building your own program means paying people to build and maintain it. For a small outlet, a ready-made tool usually makes more sense: compare its cost with the recap time it saves you.

What still needs people

Even in the news report, the AI engineers are there to help with management work. At a small warung, these jobs still need people:

• A boxed-meal order promised over someone's personal WhatsApp that isn't in the cashier yet.
• Things outside the warung that last week's records don't show, such as rain, school holidays, or a family celebration in the next neighborhood.
• Taste and quality: a broth that's a bit flat, or gorengan gone cold. You taste these; you don't read them in a report.
• Counting physical stock on the shelves and in the fridge, because spilled or spoiled ingredients aren't always recorded.
• Talking with staff about shift swaps or cash differences.
• Price and menu decisions: raising a price, dropping a dish, or adding a new side dish.

AI gives you numbers to weigh. The decision is still yours.

Start with one question

Pick one question whose answer you can use this week, then answer it with the records you have. For example: how many portions of soto should you prepare for Saturday?

Worked example: Over the last four Saturdays, you sold 62, 70, 58, and 66 portions of soto. That's 62 + 70 + 58 + 66 = 256 portions, so the average is 256 ÷ 4 = 64 portions per Saturday.

Then compare it with the leftovers. Say you've been preparing 80 portions every Saturday. With an average of 64 sold, an average of 16 portions are left over (80 − 64). If you prepare 72 portions, that's still above your highest Saturday (70 portions), and the average leftover drops to 8 portions (72 − 64). Write down the leftovers every Saturday for a month, then adjust again.

This sum is only as good as the records behind it. If some portions are paid for without going through the cashier, the number sold looks lower than it really is, and you could end up preparing too little.

How to record leftovers is in the guide to reducing ingredient waste, and how to compare the same weekday is in the guide to the daily sales report.

Where Kazeer AI fits

Kazeer is a POS app with an AI assistant, so you don't need to build your own program. Its records come straight from the cashier: sales and items sold, cancellations that stay visible in the records, totals per payment method (cash, QRIS, card) and per cashier shift, and COGS and tax from every sale. COGS per menu item can be worked out from its recipe, and ingredient stock goes down automatically with each sale.

Kazeer AI helps you understand those records. You ask in everyday words, on the web or in WhatsApp, for example "What sells best?" or "Which items should I check?" (Kazeer's own examples are in Indonesian: "Apa yang paling laku?" and "Barang apa yang perlu dicek?"). You can also ask about yesterday's sales, or ask for business advice, such as "Your busy hours are 11:00 to 13:00. Get your stock ready and promote your signature items." The hours in that advice are sample data, and the advice is translated: Kazeer AI gives its advice in Indonesian.

The same limit applies. Sales that never go through the cashier aren't read, and how many portions to cook is still your call.

All three Kazeer plans list the Kazeer AI chatbot: the Free plan, Standard Monthly, and Standard Annual. More example questions are in the guide to asking Kazeer AI, and a sample conversation is in the Kazeer AI section.

Steps for this week

1. Make sure every sale goes through the cashier, including side dishes customers take themselves, and record cancellations at the cashier, not on paper.
2. If your POS app supports recipes, set up recipes for your main dishes, so ingredient stock goes down with each portion sold.
3. For one main dish, write down every day how much was cooked and how much was left over.
4. After four weeks, work out the average as in the example above, then change just one thing: how much you cook, the shift schedule, or what you buy.

All of that shows on your Google Business Profile, a free profile on Google Maps and Search. Set it up properly once, then keep it current with a short check every month.

How Google picks results near a customer

According to Google, local results are mainly based on three things:

• Relevance: how well your profile matches what someone is looking for.
• Distance: how far your outlet is from the person searching.
• Popularity: how well known your business is, including from reviews and links.

You can't change distance, but you can work on the other two. Google says businesses with complete and accurate information are more likely to show up. Its advice: verify your business; fill in your address, hours including special hours, category, and attributes; reply to reviews; and add photos and videos.

Google also writes: "There's no way to request or pay for a better local ranking on Google." So be wary of anyone selling a service to move your outlet up on Maps. This article doesn't promise a ranking either.

Claim and verify your profile

Adding or claiming a profile is free. Use a Google Account that belongs to the business, not a staff member's personal account. The steps:

1. Search Google Maps for your outlet's name and city.
2. If the profile exists and hasn't been claimed, select "Claim this business", then "Manage now". In the app, tap "About" first.
3. If it doesn't exist, go to business.google.com/add and select "Add your business to Google".
4. If someone else has already verified it, such as a previous owner, request ownership from that profile's owner.

Then verify it. Google decides how, for example by phone, text, email, video, or postcard, and the options can't be changed. A postcard code usually arrives within 14 days and expires after 30 days. While you wait, don't edit your name, address, or category, and don't request a new code. The review can take up to 5 business days. Never give the code to anyone, because Google will never ask for it.

Have more than one outlet? Each location gets one profile, never more.

Name, category, and hours

Name

Match your signage. Google's guidelines don't allow taglines, location info, phone numbers, hours, product descriptions, or all-caps names, and unnecessary information can get a profile suspended. So not "KEDAI KOPI ANDA" or "Kedai Kopi Anda, Cheapest Kopi Susu Aren", just "Kedai Kopi Anda".

Category

Choose one primary category, the most specific one on Google's list, because categories affect local ranking. You can add up to 9 more, but choose as few as you can and don't use them as keywords. Changing a category can trigger re-verification. All your outlets must use the same primary category.

Hours

For restaurants, Google asks for the hours when diners can sit down and eat, or takeaway hours if there's no dine-in. Delivery hours can go separately under "More hours". If your outlet closes in the middle of the day, add two time ranges under "Edit profile" > "Hours", such as 07:00 to 14:00 and 16:00 to 22:00.

Changes of up to 6 days in a row, such as closing for 5 days over Lebaran, go under "Special hours". Google also suggests confirming your hours on official holidays even when they're the same as usual. If you close for 7 days or more, such as two weeks of renovation, or you don't know for how long, mark the business "Temporarily closed".

Menu, photos, and other details

Menu

Food and drink businesses can add a menu with "Edit menu": sections, items, descriptions, and prices. Google says the feature has limited availability, so it may not be on your profile yet. Changes can take 24 to 48 hours to show, so update the menu on Google two days before a new price starts at your POS.

Google's guidelines ask for a menu that represents everything available, not just popular items. A menu link also can't go straight to a third-party ordering or delivery service: use a page on your own website, or upload photos of your menu.

Photos

Photos show once your profile is verified. Use JPG or PNG, 10 KB to 5 MB, ideally 720 x 720 pixels, in focus, well lit, and without heavy filters.

Start with a daytime photo of the front of your outlet, which helps customers recognize it when they arrive. Then the seating area, the counter, and the items people order most. Not sure which ones? Ask Kazeer AI "What sells best?" (in Indonesian, "Apa yang paling laku?").

Other details

• Attributes ("Edit profile" > "More"), such as "Payments" and "Amenities": select "Yes" only for what's true. Kazeer's POS records cash, QRIS, and card, so match your payment attributes to the methods you accept. Some attributes are filled in from customer feedback, so check them now and then.
• Description: up to 750 characters, with no URLs, promotions, or prices. Say what you offer, what makes you different, and how long you've been open, for example "[Outlet name] is a small coffee shop on [street name], open since [year]. We brew coffee and bake bread every morning."

Reviews: ask honestly, reply calmly

Create a review link or QR code in a computer browser, because QR codes can't be made on a phone yet. Open your profile, select "Read Reviews", then "Get more reviews". Share it on receipts, in thank-you messages, at the end of a chat with a customer, or on a printed card at the counter. In Kazeer, receipts can't print a review QR code yet. You can add the link as the receipt's closing text at app.kazeer.ai, under Pengaturan Printer (printer settings), but that setting is saved per browser or device, not per outlet, and receipts printed from the Android app can't include it yet.

Don't offer incentives, such as a free drink or a discount, in exchange for reviews. Google counts this as fake and misleading content and strictly prohibits it. A card that says "Write a review, get a free iced tea" breaks this rule. This is fine: "If you'd like, tell others about your visit on Google."

Only verified businesses can reply to reviews. Replies are public, appear as your business, and the reviewer is notified.

Google's advice: be polite and brief, don't copy the same reply to everyone, and leave out promotions. For negative reviews: never share the reviewer's private information, be honest about what you can and can't do, apologize when it's appropriate, respond to what they actually wrote, and reply promptly.

Before you reply, check that day's records and ask the staff who were on shift. Only write what you've actually done. Report a review only if it breaks Google's policies, not because you disagree.

Posts and a monthly check

There are three post types: "Update", "Offer", and "Event". An offer needs a title, dates, and times. Posts are archived after 6 months unless they have a date range. When you run a slow-hour promotion, set the promo price in Kazeer's promo feature, then create an Offer post with that promotion's start and end dates.

The "Performance" section shows, among other things, views, directions, calls, and website clicks. These count people who saw or contacted your profile, not people who bought, so put them next to your POS records. You can ask Kazeer AI for yesterday's number of transactions. Ask and write it down every morning, then work out the average for each month.

Directions went up by 35 and transactions by an average of 14 a day, but that doesn't mean Google caused it. There may have been a promotion or a public holiday, so note those down too and look at the trend over several months. If directions and calls keep falling, check your hours, photos, and unanswered reviews again.

Checklist: once at the start, then every month

Once at the start:

1. Claim or add your profile with the business's Google Account, then verify it. Don't share the code.
2. Write the name as it appears on your signage, and choose one specific primary category.
3. Enter dine-in hours, breaks, and special hours for the next holiday.
4. Add a menu, or a menu link that isn't a delivery app.
5. Upload photos of the front, the seating area, and your best sellers.
6. Match the payment attributes to how you take payment, and write a description with no prices.
7. Print the review QR code for the counter.

At the start of every month:

1. Check special hours for that month's holidays.
2. Make the menu and prices on Google match your POS.
3. Reply to any unanswered reviews.
4. Add new photos and a post for your next promotion.
5. Note directions and calls next to your average transactions per day.

Meta now offers an AI agent in the WhatsApp Business app that can answer messages like these for your business.

What Meta Business Agent is

Meta Business Agent is an AI agent inside the WhatsApp Business app that replies to customers for your business. When Meta introduced it on 3 June 2026, it said the agent can answer questions about your business, recommend products from your catalog, book appointments, and close sales, in the customer's language and in your business's tone. You decide when a team member steps in.

According to the product page, the agent learns from your past chats, your Facebook Page, and your website if you have one, and you can upload a product catalog or price list. You also choose who it replies to: everyone, only new customers, or customers coming from ads. Chats on topics you flag to avoid are handed to you, and you can step in on any chat at any time. WhatsApp's announcement also mentions a morning briefing of the chats you missed overnight.

Don't mix it up with Kazeer AI. You can ask Kazeer AI questions in WhatsApp too, but you're the one asking, as the owner, about your business records, such as "What sells best?". Meta Business Agent answers your customers.

What changed and when

As of October 2026:

• 3 June 2026: Meta introduced the agent, and WhatsApp said it was starting with a select number of businesses.
• 15 September 2026: Meta announced the Meta One subscription, which gives more access to the agent.

On countries, the official product page only says: "Available to eligible businesses in select markets, with additional markets launching soon." Indonesia isn't named on that official page, and the eligibility rules aren't explained. So the agent may not show up in your account yet.

To check, your phone number must already be registered in the WhatsApp Business app. The official steps: "Go to Tools, select Meta Business Agent, authenticate, link your account if prompted, and tap Confirm."

On cost, the Meta One page says the WhatsApp Business app stays free, and Meta Business Agent is free each month up to an included allowance, whose size isn't stated. More responses come with a Meta One plan, bought per business profile or phone number, so count the cost per number if each outlet has its own. Meta's announcement gives prices only in dollars (the Essential plan starts at $14.99 a month) and says plans may vary by region. The official pages don't list a rupiah price, so check the price in the app before you subscribe.

Get your information ready first

WhatsApp's official guide asks you to make sure your business information and product descriptions are complete and up to date. The agent also learns from past chats, which may hold old prices or promotions that have ended. So put your current information in the catalog or price list you upload, and bring your website in line:

• Opening hours for each day, including public holidays and the time you take the last order.
• Menu items and prices, exactly the same as on your POS. If dine-in and takeaway prices differ, list both.
• Promotions running now, with the date and time they end.
• Your delivery area and fee, or a clear line saying you don't deliver.
• The payment methods you accept, such as cash, QRIS, and card.
• Reservations: for how many people, the latest time to book, and who confirms them.

The article on bringing customers back through WhatsApp shows how to fill in your business profile and catalog in WhatsApp Business.

Then flag the topics a person should answer:

• Allergies and ingredients, because a wrong answer can put a customer at risk.
• Halal claims. Answer these yourself, based on the proof you have.
• Complaints and refunds.
• Catering and large orders, which need checking against your stock and kitchen capacity.

Name one person per shift to answer the chats that get handed over, and set a time limit for replying.

Try it in test mode

According to the official guide, you can try the agent in test mode before it goes live and correct its answers right from the chat. The product page suggests chatting with the agent as if you were a customer. The guide doesn't promise the answers will always be right, so test it with the questions your outlet gets most:

How to run it:

1. Ask each question twice in different words, such as "Open Sunday?".
2. Correct wrong answers in the chat, then fix the source too: your catalog, price list, or website. Ask again until it's right.
3. Run all six questions again whenever your prices, menu, promotions, or opening hours change.

What to watch out for

Wrong prices and promises

Customers read the agent's replies as your business's replies. Article 10 of Law No. 8 of 1999 on Consumer Protection bars a business offering goods or services from making false or misleading statements about, among other things, prices and discounts. Keep your catalog's prices and promotions the same as on your POS, and decide up front what you'll do if the agent quotes a wrong price.

Customer data

Customers' names, phone numbers, and chat contents are personal data protected by Law No. 27 of 2022 on Personal Data Protection, in force since 17 October 2022. The agent learns from past chats that contain this data. Before you turn it on, read the WhatsApp Business app privacy policy on WhatsApp's legal page, and limit who holds the business phone.

Tell customers

Circular Letter of the Minister of Communication and Informatics No. 9 of 2023 on Artificial Intelligence Ethics is addressed to businesses that build AI and to electronic system operators. It's ethical guidance with no penalties, and its values include transparency and personal data protection, but it doesn't clearly require telling people that an AI is replying. Meta's product page doesn't say whether customers are told either. So tell them yourself, for example in your business profile: "Chat replies may be sent by an AI assistant. Our team answers complaints and refunds directly."

Rules still being prepared

According to news from Komdigi of 28 July 2026, the presidential regulation (Perpres) on the AI roadmap and AI ethics only awaits the President's signature. The news doesn't say when it will be issued, so watch Komdigi's site for updates.

Orders from chat still go into the POS

An order agreed in a chat only exists in WhatsApp, while your sales report, COGS, and stock are worked out from the orders recorded on your POS. Set the flow:

1. Decide who enters chat orders into the POS on each shift.
2. Record the order as Takeaway if it's taken away, or as Dine-in with a table number when the customer arrives.
3. In Kazeer, the order goes to the kitchen from the same record, so the kitchen doesn't cook from a screenshot of the chat.
4. Record the payment on the same order: cash, QRIS, or card.
5. If a customer cancels in the chat, cancel the order on the POS too. The cancellation stays visible in your records.

That way today's sales report updates itself, and ingredient stock goes down automatically by each item's recipe. The guide to keeping orders straight from cashier to kitchen covers the whole flow.

Start this week

1. Open Tools in the WhatsApp Business app and check whether Meta Business Agent is there.
2. Match your catalog or price list to your POS, and remove promotions that have ended.
3. Flag topics for a person: allergies, halal, complaints, refunds, and catering.
4. Test the six questions above and correct the wrong answers.
5. If you're unsure, start with only new customers, so your regulars still get a reply from a person.
6. Say in your business profile that chat replies may come from AI.

Sales can grow in two ways: more transactions, or bigger ones. This article is about the second: add-ons offered all day and bundles that make sense, judged by gross profit per transaction, not by sales alone.

What average spend means

Average spend per transaction is sales divided by the number of transactions. One transaction is one payment, so it can cover one person's order or a table of four. It isn't spend per person.

Say yesterday's sales were Rp4,250,000 from 186 transactions. Average spend was Rp4,250,000 ÷ 186 = Rp22,849 (rounded), close to the price of one Kopi Susu Aren at Rp22,000. Chances are many transactions held just one drink.

Work out gross profit per transaction too: gross profit divided by transactions. If yesterday's COGS was Rp1,700,000, gross profit was Rp4,250,000 − Rp1,700,000 = Rp2,550,000, and gross profit per transaction was Rp2,550,000 ÷ 186 = Rp13,710. This number matters because a discounted bundle can raise average spend while lowering gross profit per transaction.

In Kazeer, sales and gross profit are in your reports, and today's sales report updates itself, with no manual recap. You can also ask Kazeer AI for yesterday's transaction count, along with sales and the top seller. Write all three numbers down every morning. For the basics of reading sales and transactions, see how to read your daily sales report.

Pick a pairing that makes sense

Start with your main item, the one ordered most often. Look at the list of items sold in your sales records, or ask Kazeer AI "What sells best?" ("Apa yang paling laku?") on the web or in WhatsApp.

Then pick one add-on that people usually have with the main item, that's quick to serve, and that you have enough ingredients for through a two-week trial. If two add-ons fit equally well, pick the one with more gross profit per serving. Croissant Butter (Rp20,000, COGS Rp8,600) leaves Rp11,400, while Roti Bakar (Rp15,000, COGS Rp7,000) leaves Rp8,000.

There are two ways to offer it:

Start with the add-on at the regular price, since you give nothing away. If the result is small after two weeks, try a bundle. Run one pairing at a time, so you know which change made the difference.

The bundle here runs all day. Discounts for certain hours only are covered in the article on slow-hour promotions.

Work out the gross profit on each offer

Before you offer anything, work out its gross profit using COGS per item. In Kazeer, COGS per item can be calculated from the item's recipe. If you don't have the figures yet, start with the guide to COGS per menu item.

An add-on at the regular price is simple to work out: a coffee buyer who adds a Croissant Butter takes the transaction from Rp22,000 to Rp42,000, and gross profit goes up by Rp11,400 with no discount.

A bundle has to be worked out for two kinds of customer:

• Customers who would have bought only the coffee, then take the bundle. Gross profit goes from Rp13,600 to Rp21,000, up Rp7,400.
• Customers who would have bought the coffee and the croissant anyway. Gross profit goes from Rp25,000 to Rp21,000, down Rp4,000.

Just to cover the Rp20,000 from those 5 customers, you need at least 3 customers moving up to the bundle (3 × Rp7,400 = Rp22,200). Also make sure the bundle's gross profit (Rp21,000) is higher than the main item's on its own (Rp13,600). If it isn't, even customers who move up to the bundle cut your gross profit.

If you go with a bundle, set its price in Kazeer's promo feature before the first day.

The menu board and the counter

Make the pairing visible before the customer finishes ordering:

• Write the add-on right under the main item, for example "Kopi Susu Aren Rp22,000" with "Add a Croissant Butter Rp20,000" below it.
• Use a name that says what's in it. "Kopi Susu Aren + Croissant Butter Rp38,000" is clearer than a bundle name customers have to ask about.
• Keep the add-on near the counter, such as croissants in a glass jar with a price card.
• If the add-on sells out, take its card down for the day, so your cashier doesn't offer something you don't have.

A cashier script that helps

In Kazeer, the cashier picks items on the tablet and the amount to pay is calculated. So the right moment to offer is after the main order is in and before payment. Offer it after payment and the customer has to pay twice.

The rules:

1. Offer one item by name, not "Anything else?".
2. Say the price, so the customer can decide on the spot.
3. Offer once. If the customer says no, accept it and move on to payment.
4. If the customer has already ordered food, skip the offer.

A sample script:

• Cashier: "One Kopi Susu Aren. Would you like a Croissant Butter with it? It's Rp20,000 more."
• Customer: "No, thanks."
• Cashier: "Sure, that's Rp22,000. Cash or QRIS?"

For the bundle: "Would you like it as a bundle with a Croissant Butter? That comes to Rp38,000."

For a new cashier, practice this script on days 1 and 2, when they learn the menu and take orders. The plan is in the guide to training a new cashier. Judge cashiers on whether they offer it the right way, not on how many customers say yes. A per-cashier target can turn an offer into pressure.

Judging the result

Compare the two weeks before the change with the two weeks after, on the same days: weekdays with weekdays, weekends with weekends. Leave out unusual days, such as public holidays or a day of heavy rain.

The example below is an average weekday, before and after the cashiers offered Croissant Butter at the regular price.

How to read it:

• Transactions stayed at 186, so there's no sign the offer put customers off.
• Sales went up by 15 × Rp20,000 = Rp300,000 a day, and COGS by 15 × Rp8,600 = Rp129,000.
• The COGS percentage went up a little, because Croissant Butter's COGS is 43% of its price, above the 40.0% average. That's fine as long as gross profit per transaction goes up. Gross profit grew by 15 × Rp11,400 = Rp171,000 a day.

The Croissant Butter count is in the list of items sold in your sales records. The other numbers come from your Kazeer reports and your morning notes.

Then decide:

• Transactions fell: check whether the offer slows the queue or makes customers uncomfortable.
• Average spend barely moved: check that cashiers always offer it, then try another add-on or a bundle.
• Average spend rose but gross profit per transaction fell: the bundle is mostly going to customers who would have bought both anyway. Raise the bundle price, or go back to the regular price.
• Both rose and transactions held: keep going.

Start this week

1. For two weeks, write down sales, gross profit, and the transaction count every day, then work out average spend and gross profit per transaction.
2. Choose your main item from the list of items sold or the answer to "What sells best?".
3. Pick one add-on that goes with it, is quick to serve, and that you have enough ingredients for.
4. Work out the gross profit. If you use a bundle, set its price in Kazeer's promo feature.
5. Write the pairing on your menu board, and keep the add-on near the counter.
6. Train your cashiers to offer it once, after the main order and before payment.
7. After two weeks, compare with the two weeks before on the same days, then decide: keep it, change it, or stop it.

Since August 2026, people in Indonesia can ask questions like that in Indonesian. Your job stays simple: a correct, honest profile and good replies to reviews.

What Ask Maps is, and since when

Ask Maps is a question-and-answer feature in Google Maps that uses Gemini, Google's AI. People ask in ordinary sentences, typed or spoken, and Maps answers with suggested places.

• 12 March 2026: Google introduced Ask Maps, first in the United States and India.
• 6 August 2026: Google Indonesia announced that Ask Maps is available in Indonesia, in English and Indonesian. One of its examples is finding a quiet cafe for a chat.

According to the March announcement, Ask Maps answers draw on place information, user reviews, and web content, and they can be tailored to the past searches and saved places of the person asking.

Because Google hasn't said how places are picked, there is no ranking trick anyone can be sure of. A service that promises your outlet will show up in Ask Maps has nothing to base that promise on. What you can control is the information about your own outlet.

See your outlet the way customers do

In the March announcement, Google explains how: open Google Maps, tap the Ask Maps button, then ask by text or voice.

Ask three or four questions your customers might ask, and name your outlet's area. For a cafe on Jalan Kaliurang, for example:

1. A quiet cafe for a chat near Jalan Kaliurang.
2. A place for breakfast that opens at 07:00 near Jalan Kaliurang.
3. What time does (your outlet's name) open on Sunday, and what do the reviews say?

Write down what you find, something like this:

The answers you see can differ from what a customer sees, so use these notes to find wrong or missing information, not to measure a ranking. If an answer mentions a complaint from reviews, such as slow orders on weekends, talk it over with your team first and fix it at the outlet.

Tidy up your Google Business Profile

Ask Maps draws on place information and reviews. The information about your own outlet is what you manage in your Google Business Profile, your outlet's page on Google Maps and Google Search. The basics stay the same: correct hours and special hours, a menu with the same prices as on your POS, photos of dishes you really serve, and true attributes. The Google Business Profile guide walks through each one.

What's new is AI in the menu editor. According to Google, the menu editor for food and drink businesses has limited availability, so your profile may not have it yet. If it does, note two things from the menu editor help page:

• You can build a menu from a photo or a PDF: AI turns it into items, descriptions, and prices. Google calls this feature experimental and asks you to review the menu.
• Google may copy a menu from your business website. If the menu on your site is out of date, update it, or opt out through the link on that help page.

Gemini for your Business Profile

On 10 June 2026, Google announced that business owners can connect their Google Business Profile to Gemini. Once it is connected, Gemini uses your reviews, customer questions, and profile performance data to answer you. The rollout was scheduled to start that month, except in the European Economic Area and the UK.

According to Google's help page, in the Gemini web app you can change your hours, menu, photos, attributes, and contact details; draft review replies; create and schedule Update, Offer, and Event posts; summarize review themes; and see profile performance and search keywords.

The requirements:

• You own or manage only one verified Business Profile.
• You are 18 or older.
• You use a personal Google Account. Work and school accounts aren't supported yet.
• Keep Activity is turned on in Gemini.

Indonesian is one of the supported languages, but the feature is being released gradually and may not show up in your account yet. If you own several outlets, each with its own verified profile, you can't use it, so manage each profile the usual way. Kazeer's catalog is managed per outlet, so match the menu on each profile with that outlet's catalog.

To start, go to gemini.google.com with the same account you use for your Business Profile, then ask something about your profile. If it isn't connected, Gemini offers to connect it. If Gemini doesn't use your profile data, add @Google Business Profile to your request, for example:

• "Summarize the complaints that come up most often in this month's reviews."
• "Change my Sunday hours to 08:00 to 21:00."

Customers will see what you change through Gemini on your profile, so check the result on Google Maps. If you put up an Offer post for a promo price, set the same price in Kazeer's promo feature, so your cashier charges what Google shows. For how to cost a promotion that still leaves a profit, see the article on slow-hour promotions.

Reviews: AI drafts, you decide

According to Google's help page on replying to reviews, your business must be verified before you can reply. Replies are checked against Google's content policies first, which usually takes up to 10 minutes but can take up to 30 days. Once approved, a reply appears publicly under the review, in your business's name.

The Gemini help page doesn't say whether a drafted reply posts right away or waits for your approval. Treat every draft as unfinished: read it and edit it before it goes out.

Google Maps content policy bans businesses from:

• offering anything in return for a review, such as money, discounts, or free goods and services;
• asking only happy customers for reviews, or discouraging negative ones;
• asking staff to collect a set number of reviews.

So "10% off for a five-star review" and "a target of 5 reviews per shift" both break the rules. Reviews by your own staff can also count as a conflict of interest. Ask every customer for a review the same way, for example with a QR code near the POS.

How to reply to reviews, with a sample reply to a complaint, is in the Google Business Profile guide. When you edit a draft from Gemini, check three things:

1. The draft only covers what's in the review. Delete anything the review doesn't mention.
2. Any step it mentions is one you have really taken. Delete promises you can't keep.
3. There's no customer data, such as a phone number or order details from your POS records. Don't paste that data into a request to an AI either.

A monthly routine

Pick one fixed day each month, such as the first Monday:

1. Ask your Ask Maps questions again, then compare the answers with last month's notes.
2. Run the monthly checklist in the Google Business Profile guide: special hours, menu and prices, reviews, photos, and posts.
3. If your menu on Google was built from a photo or copied from your website, match every price with the price on your Kazeer POS. Menu changes can take 24 to 48 hours to show, so check again two days later.
4. Summarize this month's review themes, yourself or with Gemini, then pick one complaint to fix.
5. Compare the items reviewers praise most with how well they sell. Ask Kazeer AI "What sells best?" ("Apa yang paling laku?"), then map your menu the way the article on best sellers and the most profitable items shows.

You can send news like that through WhatsApp, as long as the customer has agreed to receive it. This article covers the permission, the messages, and how to judge the results from your sales records. The focus is useful messages, not discounts.

Start with permission

The WhatsApp Business Messaging Policy, last updated 23 September 2026, also applies to the WhatsApp Business app. You may only contact people who have given you their number and agreed to receive messages from you. How you ask for that permission is your responsibility.

The simplest way to do it at your outlet:

1. Open the short link in WhatsApp Business. Every account gets a short link and a QR code automatically. Set its default message, such as "Hi, I'd like news about new menu items and opening hours."
2. Print the QR code on a table card, with one sentence on what you'll send and how to stop.
3. When a customer pays, the cashier can ask, "Would you like news about new menu items on WhatsApp?" If they say yes, the customer scans the code and sends the message themselves.

That way, the number and the permission come from the customer. Never add numbers quietly, for example from your order records. Before you print a lot of cards: the QR code doesn't expire, but if you reset it, the old code stops working.

Write down what each person agreed to, such as "new menu items and holiday hours", and the date. If someone asks to stop, in a chat or in person at the counter, remove them from your list that same day. WhatsApp's policy requires you to respect that request, including removing them from your contacts list.

Set up WhatsApp Business

WhatsApp Business is a free app for Android and iPhone. You can't use one number on regular WhatsApp and WhatsApp Business at the same time, but you can move it from one to the other. Use the outlet's number, not a staff member's personal number.

Set these up before your first message:

As of October 2026, labels are gradually being replaced by lists. While you still have labels, you can create up to 20. Make one label or list, such as "Agreed to news", for customers who have given permission.

What to send, and how often

One message, one reason: a new item, a seasonal item coming back, opening hours over a long holiday, or a temporary closure. Keep to what people agreed to: agreeing to news about new items is not agreeing to a message every day.

How often? No number fits every outlet. As a starting point, send only when there's real news, say no more than twice a month. After each message, count how many people ask to stop. If that number goes up, send less often.

WhatsApp's Help Center suggests: send only to people who opted in, remove contacts who haven't interacted with you recently, and make your messages match what people signed up for. WhatsApp's policy also prohibits promoting alcohol and tobacco through the WhatsApp Business app.

If the message carries a bundle price or promo price, work out its gross profit first with the guide to slow-hour promotions, then set the price in Kazeer's promo feature before you send the message.

Broadcast lists or business broadcasts

WhatsApp Business has two ways to send one message to many customers. The permission rules are the same for both.

Broadcast lists:

• Up to 256 contacts per list, and as many lists as you like.
• Only people who have saved your number receive the message. So add a line to your table card: "Save this number so our news reaches you."
• Not available on Windows, Mac, or Web. A monthly broadcast limit is rolling out gradually in some countries.

Business broadcasts, the new name for marketing messages in some countries:

• Only in the WhatsApp Business app. You pay for each message delivered within five days, and the funds for messages that aren't delivered are credited back.
• Reviewed by Meta before sending, can be scheduled, and can carry buttons, such as one that opens your catalog.
• Can reach contacts who haven't saved your number, and show how many recipients read and replied.
• If many recipients report or block you, your account gets a warning. If the spam continues, business broadcasts are suspended for three days, with no appeal.
• Only available in some countries so far. A rupiah rate is listed, but that doesn't confirm the feature is available in Indonesia. Check in your own app.

On 3 April 2025, Meta announced that business broadcasts would become a paid feature so businesses think carefully about what they send, along with limits on how many marketing messages a person receives. For a small list of regulars, a broadcast list is usually enough.

Look after customer data

Customer numbers and chats are personal data. Habits that help:

• Keep the customer list on the outlet's business phone, not on staff's personal phones.
• Never forward a customer's chat to another customer. WhatsApp's policy prohibits it.
• Never ask for full card numbers, account numbers, or ID numbers in a chat. That's prohibited too.
• Set up a privacy policy your customers can read. WhatsApp's policy asks businesses to have one published.

Indonesia also has Law No. 27 of 2022 on Personal Data Protection (UU 27/2022), in force since 17 October 2022. For your business's specific obligations, ask a legal adviser.

You send these messages yourself from WhatsApp Business, not from Kazeer. Kazeer records orders and sales, so you can measure the results.

Measure from your sales records

A message that gets read doesn't always bring people in, so measure it from your sales records. Before you send, decide:

1. The item you're announcing, such as Croissant Butter.
2. The comparison: the 7 days after the message goes out, against the 7 days before, when the item was already on the menu but not yet announced. For a new item, rely on the tally sheet.
3. A tally sheet by the POS: the cashier makes one mark for each customer who shows or mentions the message.

In Kazeer, sales records show the items sold and the sales results. From there, note the servings of Croissant Butter each day in both periods. Kazeer reports also show sales, COGS, and gross profit, and the COGS of each item can be calculated from its recipe.

The extra gross profit is 12 × Rp11,400 = Rp136,800, at the regular price. The tally sheet shows 8 customers who showed the message. So the message did reach buyers, but part of the rise may have other causes.

Weather, public holidays, events near your outlet, and menu changes also move sales. Leave unusual days out of the comparison, and look at the results of several messages before you draw conclusions. If you use paid business broadcasts, subtract their cost from the extra gross profit.

Checklist before your first message

1. Install WhatsApp Business with the outlet's number, then fill in your profile, quick replies, greeting message, and away message.
2. Set the default message on your short link, then print the QR code on a table card with what you'll send and how to stop.
3. Ask your cashiers to offer without pushing. Never add numbers quietly.
4. Write down what each customer agreed to, then group them in one label or list.
5. Write one message for one reason, with how to stop at the end. If it has a promo price, work out the gross profit first.
6. Set up the tally sheet by the POS, then compare servings sold in the 7 days before and after the message.
7. Remove anyone who asks to stop on the same day.

This article covers what the assistant can help with, and what you need to check: the scanned menu, descriptions, photos, promos, and review replies.

What the GrabMerchant AI assistant can do

Grab announced its AI Merchant Assistant on 9 April 2025 as a chatbot in the GrabMerchant app, without naming the countries. In Indonesia, the assistant is covered in Grab Indonesia's release dated 3 July 2026, written for GrabFood merchant partners. According to that release, the assistant uses your store's own sales data automatically, and merchants use it to:

• Turn a printed menu into a digital menu in the app (Menu Scanner).
• Write menu descriptions with AI (Description Generator).
• Help respond to customer reviews.
• Help plan promotions.
• Get guidance through an instant guidance button on the store insights page.

For questions about the sales recorded at your outlet's POS, see the article on asking Kazeer AI.

The release doesn't say whether every feature is available to every merchant. If you can't find one, ask the GrabMerchant help center.

The rule for all of these features: the AI suggests, you decide.

Scanning a printed menu

In Grab's write-up of its menu scanning tool (November 2024), merchants take a picture of their physical menu, AI sorts the text into menu fields, and merchants review and edit before publishing. At that point it read only the title, description, price, and category. Menu options such as spice level or size weren't included, and Grab said accuracy across the languages it supports in the region was still being worked on.

So treat the scan as a draft. Check it line by line with the printed menu next to you:

If your price in the app differs from your outlet price, make sure you set that difference on purpose.

AI descriptions: honest and specific

According to Grab's 2024 write-up, the description tool uses the merchant's name, cuisine type, dish name, and dish images, plus keywords the merchant adds. At the time, the tool was listed as available in Singapore, the Philippines, Thailand, Myanmar, and Vietnam. For Indonesia, the Description Generator is named in the July 2026 release.

A useful description answers customers' questions before they ask:

• What's in it: the main ingredients and sides.
• Portion: how many people, how many pieces, or how many grams.
• Spice level, and whether it can come without sambal.
• How it's served: soup or sauce on the side, rice included or not.

Cut claims such as "no MSG", "no preservatives", "premium ingredients", "healthy", or "safe for kids" unless they're true and you can back them up. Praise such as "the best" or "guaranteed addictive" tells customers nothing. Replace it with what's in the dish and how much there is.

Law No. 8 of 1999 on Consumer Protection covers this too:

• Article 8(1)(f): businesses may not sell goods that don't match what was promised on the label, in the description, or in advertising or sales promotion.
• Article 9(1): no offering goods untruthfully or as if they had a discount, a special price, a quality standard, or particular characteristics (point a), or using excessive words such as "safe" and "harmless" without full information (point j).
• Article 10: no untrue or misleading statements about price, use, or discounts and prizes on offer.

Menu photos stay real photos

The July 2026 release doesn't mention a tool for making or changing menu photos with AI, and according to Grab's 2024 write-up, the menu scanner didn't bring in dish images at that point. So photos are still your job, with the same rule as descriptions: what arrives must match what the customer saw.

• Photograph dishes your own kitchen actually made, in the usual portion and packaging.
• Light edits are reasonable: cropping, straightening, adjusting brightness and contrast.
• Don't add sides, enlarge the portion, change the color of the food, or use an AI-made image as a dish photo.
• When the recipe, portion, or packaging changes, replace the photo.

Promo suggestions: do the math first

Grab's release says the assistant uses your store's sales data, but you're the one who knows your COGS per item. Before you accept a promo suggestion, work out what's left per order after COGS and the app's commission.

How to read it: Rp30,000 − Rp6,000 − Rp12,000 = Rp12,000. At the promo price, Rp25,000 − Rp5,000 − Rp12,000 = Rp8,000. Each promo order gives up Rp4,000.

If this item usually gets 10 orders a day, the discount takes away 10 × Rp4,000 = Rp40,000. You need 5 extra orders (5 × Rp8,000 = Rp40,000) just to get back to where you were: without the promo 10 × Rp12,000 = Rp120,000, with it 15 × Rp8,000 = Rp120,000.

This example takes the commission from the promo price. Check GrabMerchant's terms to see whether commission is based on the price before or after the discount, and who pays for the discount. If the suggestion is a paid ad, add its cost.

Two more limits from the Consumer Protection Law:

• Article 11(f) bans raising prices before a sale. Don't raise your regular price ahead of a promo to make the discount look bigger.
• Article 12 bans offering a special price for a set time and quantity without meaning to honor it. Have ingredients ready for the quantity you advertise, and run the promo until the date you advertise.

In Kazeer, COGS per item can be calculated from the item's recipe. For delivery orders, add the cost of packaging to your calculation, such as boxes, bags, and spoons. See the guide to COGS per menu item and the guide to menu pricing. To compare results before and during a promo, follow the article on slow-hour promotions.

Replying to reviews with AI help

An AI draft reply saves time, but edit it before you send it:

1. Read the whole review, then check the order: the time, the items, and the customer's notes.
2. Delete promises you can't keep, such as a voucher you don't offer.
3. Don't blame the customer or the driver before you know what happened.
4. Mention something specific from the review, and leave out the customer's personal details.

A polite reply doesn't remove the cause. Take repeated complaints to the kitchen:

Start with your menu

1. Scan your latest menu, then check names, prices, options, categories, and items you no longer sell.
2. Edit the descriptions of your best sellers first, and cut any claim you can't back up.
3. Replace photos that no longer match the dish you serve today.
4. Before accepting a promo, work out what's left per order using COGS with packaging and your store's commission.
5. Read reviews every day, edit the replies, and write down complaints that keep coming back.

A cash-up is the habit of matching the money you actually took in against the payments on record, every day, before the cashier goes home. The steps: the starting float, counting the cash, finding any difference, matching QRIS and card payments, then depositing the cash. At the end there's a checklist you can print.

Who counts, and when

The best time is after the last order is paid and before the cashier leaves. Don't count while you're still serving, because money coming in mid-count throws the numbers off.

Use two people if you can: the cashier on duty counts, then you or the shift lead counts again. This isn't about distrust. A second count catches the slips that happen when people are tired, and the cashier has a witness if questions come up later.

Two more rules make any difference traceable:

• If you run two cashier shifts a day, cash up at every shift change. If you only count at the end of the day, you can't tell which shift a difference came from.
• One cashier holds one drawer for one shift. If three people take change from the same drawer, nobody can explain a difference.

The starting float: the same amount every day

The starting float is the change in the drawer when the outlet opens. Set the same amount every day, broken down by note, so the cashier doesn't run out of small change in the rush and the count at closing is easier.

Write the float in the cash book every morning, and have the person handing it over and the cashier taking it both sign. At closing, set the float aside again for tomorrow. The rest is money from cash sales.

Count the cash, then match it to the records

Go through these steps in order:

1. Check for orders still marked Unpaid. If a customer paid but the payment wasn't recorded, record it now on that order. If a customer left without paying, the cashier writes it in the cash book and tells you.
2. Take all the money out of the drawer, sort it by note, and write how many of each note on the cash-up sheet.
3. A second person counts again. If the totals differ, count again until they match.
4. Collect the receipts for any money taken out of the drawer that day, such as a last-minute bag of ice, and add them up. Money taken out without a receipt can't be counted, so make asking for one a habit.
5. Work out the cash that should be there, then compare it with your count.

The formulas:

• Expected cash = starting float + cash payments on record − money out with receipts
• Difference = counted cash − expected cash

In Kazeer, cash, QRIS, and card payments are recorded on the same order, and today's sales report updates itself. The cashier doesn't need to recap from a pile of paper. Kazeer also shows totals per payment method (cash, QRIS, card) and per cashier shift. What you compare against is the day's cash total, or the shift's cash total if you cash up at every shift change.

How to read it: Rp500,000 + Rp1,850,000 − Rp40,000 = Rp2,310,000. The drawer holds Rp2,290,000, so it's Rp20,000 short.

When the numbers don't match

A small difference now and then is normal. What matters is that you look for the cause that same night and write every difference down, short or over.

Look in this order:

1. Count again. Notes stuck together or tucked under the tray can be the cause.
2. Match QRIS and card first (see the next section). If a customer paid by QRIS but it was recorded as cash, the drawer comes up short and QRIS comes up over by the same amount. The money isn't gone; only the payment method was recorded wrong.
3. Check for orders still marked Unpaid, and for orders that may have been recorded twice. A duplicate order that hasn't been paid can be cancelled, and the cancellation stays visible in the records. A paid order can't be cancelled.
4. Ask the cashier while it's fresh: was any change given in a hurry, or was money taken out without a receipt?

If you still can't find the cause, write it in the cash book: the date, the shift, the cashier's name, the amount, short or over, the likely cause, and both counters' signatures.

Don't quietly cover a difference, either with your own money or by keeping the extra. An overage needs writing down too, because it can mean an order wasn't recorded or a customer got too little change.

Who covers a shortfall is your call. Whatever the rule, write it down from the start and tell every cashier before they begin work, not after a difference shows up.

Read the cash book once a week. Rp20,000 short once may just be a mistake with change. If differences keep showing up on the same shift or with the same cashier, look for the pattern. Maybe that cashier needs more practice giving change, or a step keeps getting skipped. There's a training plan in the guide to training a new cashier.

Match QRIS and card payments

QRIS and card money never goes into the drawer, so it's easy to forget to check. A difference there can be just as big as one in cash.

• QRIS: compare the total of QRIS payments recorded on that day's orders with the list of incoming transactions in the account or app that receives your QRIS payments. Match the number of transactions too, not just the total.
• Card: card machines can usually print a summary of the day's transactions. Compare its total and transaction count with the card payments recorded on the orders.

QRIS and card money may reach your bank account the next day, depending on the provider. For the cash-up, you match the day's list of transactions, not the account balance. If you're not sure where and when dynamic QRIS money arrives, ask the Kazeer team.

Besides payments recorded under the wrong method, watch for payments that failed and were tried again. Make sure each order has only one successful payment.

Deposit the cash and keep the records

Once everything matches, or the difference is written down:

1. Set aside tomorrow's starting float, made up of the same notes.
2. Put the rest of the cash in an envelope. Write the date, the shift, the amount, and both counters' signatures on it.
3. The envelope goes to you or to the bank, whichever your business does. Don't let sales money pile up at the outlet for days.
4. Keep the cash-up sheets and the receipts for money taken out in one folder per month.

If you collect tax from customers, part of that money has to be paid over later. How to read the tax and sales figures each day is in the guide to the daily sales report.

Cash-up checklist

Print this and put it up near the counter. Go through it in the same order every night:

1. The last order is paid, and no customers are waiting.
2. No Unpaid orders have been missed.
3. The money is sorted by note, and the count of each note is written down.
4. Two people have counted the money, and their totals match.
5. Receipts for money taken out are collected and added up.
6. Expected cash is worked out: starting float + cash on record − money out with receipts.
7. The QRIS total and transaction count match the list of incoming transactions.
8. The card total and transaction count match the card machine's summary.
9. Any difference, short or over, is written in the cash book with its likely cause.
10. Tomorrow's starting float is set aside.
11. The rest of the cash is in a dated, signed envelope.

Starting tomorrow, use this list every night for two weeks. Then read the cash book: how often the cash was off, by how much, and on which shift. That tells you which step needs tightening.

Price it too low and each cup earns very little, however busy you are. Price it too high and customers may go somewhere else. This article uses the same Kopi Susu Aren numbers to work out a price from COGS, round it, and check it against prices near you.

The price formula from a target COGS percentage

The most direct way is to decide first how much of the selling price can go to COGS. That number is your target COGS percentage. The formula:

• Selling price = COGS ÷ target COGS percentage

Say your target is 40%. For a dine-in Kopi Susu Aren, Rp8,400 ÷ 0.4 = Rp21,000. For takeaway, Rp9,200 ÷ 0.4 = Rp23,000.

This formula gives the lowest price that still meets your target. A higher price brings the COGS percentage down. A lower price pushes it over the target.

Where does 40% come from? Not from a general rule, because no percentage fits every business. Pick a target, then check the result against your average gross profit target per serving, which comes from your operating costs and the profit you want. The COGS guide shows how, and the operating costs to count are listed in the article on gross and net profit. In that guide's example, each serving needs to earn an average gross profit of Rp10,000. A price of Rp21,000 gives a gross profit of Rp21,000 − Rp8,400 = Rp12,600, so it's above that target. If many of your items earn less gross profit than that target, lower your target COGS percentage.

Markup and margin aren't the same

When someone says "a 40% profit," ask first: 40% of what? There are two ways to work it out, and they give very different prices.

• Markup is gross profit divided by COGS. Selling price = COGS × (1 + markup).
• Gross margin is gross profit divided by the selling price. Selling price = COGS ÷ (1 − margin).

A target COGS percentage of 40% is the same as a 60% gross margin, because the other 60% of the price is gross profit.

Here's what happens when you apply "40%" three ways to a COGS of Rp8,400:

The gap between a 40% markup and a 40% margin alone is Rp2,240 a cup. With a 40% markup, COGS takes up 71.4% of the price (Rp8,400 ÷ Rp11,760). You only reach Rp21,000 with a 150% markup.

If you need to convert one into the other:

• Margin = markup ÷ (1 + markup). A 150% markup is a margin of 1.5 ÷ 2.5 = 60%.
• Markup = margin ÷ (1 − margin). A 60% margin is a markup of 0.6 ÷ 0.4 = 150%.

When you talk prices with a business partner or your head barista, agree first on which percentage you mean. The rest of this article uses the COGS percentage.

Dine-in and takeaway prices

Takeaway COGS is higher because of the plastic cup, lid, and straw. With a 40% target, the lowest price is Rp21,000 for dine-in and Rp23,000 for takeaway. You have three options:

1. Two prices: Rp21,000 for dine-in, Rp23,000 for takeaway. This matches your costs best, but your cashier has to use the right price every time.
2. One price based on takeaway COGS: Rp23,000 for everyone. This is the safest for your target, but dine-in customers pay more.
3. One price based on average COGS, weighted by your mix of dine-in and takeaway orders.

For the third option, look at your orders from the last few weeks. Say 30% of Kopi Susu Aren orders are takeaway:

• Average COGS = (70% × Rp8,400) + (30% × Rp9,200) = Rp5,880 + Rp2,760 = Rp8,640
• Lowest price = Rp8,640 ÷ 0.4 = Rp21,600

If takeaway orders grow, the average COGS goes up with them. Check your mix again every month.

Round the price, then check again

Formula results rarely suit a menu board. Rp21,600 is hard to remember and awkward for cash change. Round up to the nearest Rp500 or Rp1,000, then work out the COGS percentage again.

Rp22,000 is the price used in the COGS guide. At that price, a dine-in cup has a COGS percentage of 38.2%, a takeaway cup 41.8%, and the average is 39.3%.

A few more things to keep in mind when you round:

• Keep your menu prices in a sensible order. A large size uses more ingredients, so it should cost more than a regular one.
• Items with similar COGS should have prices that aren't far apart, so customers aren't confused.
• Rounding down is fine, as long as you know what the COGS percentage becomes and the rest of the menu makes up the difference.
• If you charge tax, decide whether the prices on your menu include it. You can set up both VAT (PPN) and regional tax (pajak daerah) in Kazeer. Check with your tax office or a tax consultant which taxes apply to your business.

Compare with similar places nearby

The formula price is your floor on the cost side. Customers still compare you with other places. Before you set a price, do a simple check:

1. Pick three to five similar places near you, with a similar concept and similar customers.
2. Write down their prices for comparable items. Note the cup or portion size.
3. Put your price in the same table.

Then read the result:

• If your price is much higher, check your COGS first: amounts that are too generous, ingredients bought at too high a price, or high waste. If your COGS is reasonable, make sure customers can see why, such as a bigger size or different ingredients.
• If your price is much lower, you may have room to raise it, or some costs may be missing from your COGS.
• If the prices are similar, make sure your COGS percentage still meets your target.

Don't just copy another place's prices. Their rent, wages, recipes, and customers are different from yours.

Review prices when ingredient costs go up

A price that works today may not work a few months from now. The COGS guide uses the example of UHT milk going from Rp18,000 to Rp20,000 a liter. The milk in each cup costs Rp300 more. With 5% waste, the COGS per cup goes up by Rp315:

The COGS percentage is now over the 40% target. Your options:

• Raise the price. Rp8,955 ÷ 0.4 = Rp22,387.50. Rounded up to the nearest Rp500, the price becomes Rp22,500, with a COGS percentage of 39.8%.
• Keep the price and bring COGS down, for example by comparing other suppliers' prices or buying a more economical pack size. If you change the recipe amounts, taste-test first, because regular customers will notice.
• Keep the price for now if the gap is small and the rest of the menu makes up for it. Collect a few increases, then change prices once, so your menu doesn't keep changing.

In Kazeer, COGS per item can be calculated from the item's recipe, and COGS is recorded from every sale, for each outlet. Your reports show sales, COGS, and gross profit. After you change a price or a COGS figure, work out the COGS percentage from your reports every week, COGS divided by sales, to see whether it's back near your target. See an example in the reports section.

Steps for your menu

Start with your five best sellers:

1. Take each item's dine-in and takeaway COGS from your costing.
2. Set a target COGS percentage, then check it against your average gross profit target per serving.
3. Work out the lowest price: COGS ÷ target. If you use one price, use the average COGS for your takeaway mix.
4. Round up, then check the COGS percentage again.
5. Compare with three to five similar places near you.
6. Whenever a receipt shows a new ingredient price, recalculate, then decide: raise the price, bring COGS down, or hold for now.

The habit that prevents this has a name: FIFO, and its close cousin FEFO. Neither needs expensive equipment. All it takes is a way of stacking your shelves, a roll of masking tape, and a marker.

What FIFO and FEFO mean

FIFO stands for first in, first out: whatever arrived first gets used first. FEFO stands for first expired, first out: whatever expires soonest gets used first.

Most of the time the order is the same, because stock that arrives first also expires first. But not always. A supplier can deliver a carton with an earlier expiry date than the stock already on your shelf. So the rule is:

• Items with an expiry date printed on the pack: use FEFO. The earliest date goes first.
• Items with no date, such as vegetables and fruit from the market, or anything you prepare yourself: use FIFO, going by the date received or the date made.

Why it matters:

• Your menu tastes the same from day to day, because ingredients get used while they're fresh.
• Less gets thrown away. Every expired carton is money that went out and never came back as a sale.
• Nothing past its date reaches a customer.

When a delivery arrives: check, date, put it at the back

The FIFO order is set in the first few minutes after a delivery arrives. If new stock gets stacked in front, the order is wrong from the start.

1. Check the quantities against the delivery note. How to record deliveries is covered in the guide to daily ingredient stock checks.
2. Check the condition: leaking, dented, or bulging packs, or broken seals. Chilled goods should arrive cold. Refuse or note any problem before the driver leaves.
3. Read the expiry dates. If a date is too close for you to use it all in time, raise it with the supplier then and there.
4. Put chilled and frozen goods away first, then dry goods.
5. Stick a strip of masking tape on the pack or jar and write the date received with a marker. If the printed expiry date is small or hard to read, copy it in large letters too.
6. Move the old stock to the front, then put the new stock behind it or underneath it.

Set up shelves and the chiller to keep the order

Stacking habits only last if the shelves make them easy.

• One item, one place. Label the shelf edge with the item's name, so new deliveries always go to the same spot.
• Take from the front, fill from the back. Tell every staff member, including whoever usually receives deliveries.
• Don't stack too high. Whatever sits at the very bottom or the very back is easy to forget.
• For jars, don't pour new coffee beans or sugar on top of what's left. Use up the old first, or keep two jars: one in use and a spare behind it.
• In the chiller, keep raw ingredients like meat and chicken on the bottom shelf, below anything ready to use, in covered containers. That way nothing drips onto other food.
• Don't pack the chiller too full. Cold air needs room to move, and crowded packs are hard to read.
• Follow the storage instructions on the label, such as keep dry, keep out of direct sunlight, or refrigerate after opening.

Label anything opened or prepared

The expiry date on a pack applies while it's sealed and stored as instructed. Once opened, many products have rules of their own, such as refrigerate and use within a few days. The pack usually says so.

The same goes for anything you make yourself, like palm sugar syrup, cold brew, or sauces. There's no factory date, so you write one.

You set the use-by limit for anything you prepare yourself, based on your recipe and the instructions on its ingredients' packs. When in doubt, pick the shorter limit. Write it down as a kitchen rule so every staff member uses the same limit.

Two rules for all staff:

• An item without a label has an unknown age. Ask before using it.
• If you're not sure an ingredient is still good, don't serve it.

A weekly check of what's close to its date

Labels only help if someone reads them. Pick one day a week, ideally the day before you usually order from suppliers, and go through the shelves, the chiller, and the freezer.

1. Look for items whose expiry date or use-by limit falls within the next two weeks.
2. Move them to the very front, and tell your barista or cook to use them first.
3. Work out whether you'll use them up before the date. If not, find a way to use them: a daily special, part of a set menu, or moved to an outlet that goes through them faster.
4. Set aside anything past its date. Don't use it, and write down how much before you throw it out.
5. For items that keep showing up on this list, order less next time or buy a smaller pack.

Stock thrown out because it expired is one source of ingredient waste. How to track and reduce it is in the article on ingredient waste.

Where Kazeer helps

You still read the dates from the labels on the shelf. Kazeer helps with the quantities:

• Kazeer's Inventory holds your list of items and ingredients. That's where you check stock and see what's left, so at the weekly check you know how much you still have before you reorder.
• Ingredient stock goes down automatically with each sale. If your count on the shelf is lower than the stock Kazeer shows, the gap points to ingredients thrown out or used without being recorded, such as expired stock that went in the trash.
• Your sales records show the items sold. From them you can see how many servings you sell of the items that use a given ingredient, and estimate whether the stock that's piling up will run out before its date.
• If you run more than one outlet, stock is managed per outlet, and you can move items to the outlet that needs them. Ingredients close to their date at one outlet can go to an outlet that uses them faster. Record the transfer at both outlets. See an example in the multi-outlet section.

FIFO and FEFO checklist

Keep this list near the shelves, or send it to your staff WhatsApp group.

Every delivery

1. Check quantities against the delivery note, then check condition and expiry dates.
2. Put chilled and frozen goods away first.
3. Add masking tape and write the date received.
4. Move old stock to the front and put the new stock behind it.

Every day

• Take from the front.
• Label every pack you open and everything you prepare.
• Don't use anything without a label until you've asked.

Every week

1. Find items whose date falls within the next two weeks, and move them to the front.
2. Plan how to use anything that won't run out in time.
3. Set aside and record anything past its date.
4. Adjust your next order for items that often get close to their date.

Attendance with a selfie solves part of this. The rest depends on the rules you write and how you introduce them to your staff. This article covers both, through the first week.

How attendance works in Kazeer

In Kazeer, staff clock in and clock out from their phone with a selfie, and the selfie is matched to the face they registered. You can turn this face matching off per role. If their role requires a location check, their location is also matched to the outlet where they work, and if it doesn't match, the clock-in fails. In the app, only the owner sees the attendance records, including the selfies and locations.

Those two things answer questions an attendance book can't:

• Who clocked in. The selfie shows the person's face, so signing in for a friend is no longer as easy as writing their name.
• Where they clocked in. For roles that require a location check, the location at clock-in is matched to the outlet where they work. An attendance book can never check that.

Staff access in Kazeer is also set per task and per outlet. For roles that require a location check, the clock-in location is matched to the outlet where each person works, so make sure every staff member's outlet is set correctly before they start clocking in, so their clock-ins don't fail. How to set roles and outlets is in the article on staff access.

Write your attendance rules before you start

The app records clock-ins, but you still set the rules. Keep them short, on one page, and apply them the same way to every staff member at every outlet.

Five things to cover, with examples you can adapt:

A few things to keep in mind as you write them:

• Every shift needs a clear start time first. Without a schedule, you can't say who is late.
• Consequences for being late or missing a clock-in, such as a warning or a deduction, have to fit the employment agreement and the labor rules that apply to you.
• Use the same wording at every outlet. Rules that differ between outlets quickly feel unfair.

Explain it to your staff before day one

Staff accept a selfie and location more easily when they know why. Explain it in person, ideally with everyone together, then send the written version.

What to tell them:

• Why the selfie: to make sure the person clocking in is really that person. It's also fair to the staff who always arrive on time.
• Face registration: before their first clock-in, each staff member registers their face with a few photos, with their consent. At clock-in, the selfie is matched to that face.
• Why the location: if their role requires a location check, it matches each clock-in to the outlet where they work. A clock-in from anywhere else will fail. The location is only taken when they clock in and out.
• Who can see the attendance records: in the app, only you, as the owner.
• What the records are used for: matching attendance against the work schedule. Also say what you won't do, such as share selfies in a group chat or with anyone else.
• What to do if something goes wrong when they clock in.

Selfies and locations are your staff's personal data. Handle them with care: don't share them, and don't use them for anything other than attendance.

Before day one, also ask whether every staff member has a phone and enough mobile data to clock in. Sort out a solution for anyone who doesn't before the first day starts. The selfie and location also need camera and location permission on the phone, so help your staff allow them on their first try.

The first week

The first few days decide whether the new way sticks or gets dropped.

Problems you may see in the first week: forgetting to clock out in a hurry, a phone with a dead battery, camera or location permission not yet allowed, or a clock-in that fails because it was done before reaching the outlet. Your rule for missed clock-ins, failed clock-ins, and phone trouble covers each one. What matters is responding the same way every time.

If the problem is in the app rather than the staff member's phone, contact Kazeer's customer support, which comes with every plan: WhatsApp 24/7, answered by the team daily from 09:00 to 21:00 WIB. If you're on the Standard Monthly or Standard Annual plan, staff training is included in your plan too.

Connect attendance to your shift schedule

A clock-in at 07:05 only means something if you know when that shift starts. The schedule shows who should be working where and when. Attendance shows who actually came.

Once a week, compare the two:

• Who was scheduled but didn't clock in? Was there leave or a shift swap?
• Who clocked in but wasn't scheduled? Usually it's a swap that never made it onto the schedule.
• Is one shift often late? If it's different people each time, the start time may need to change, for example because it doesn't fit public transport times.

If you move a staff member to another outlet, update the outlet where they work in Kazeer before their first shift there. If their role requires a location check, their clock-in location is matched to that outlet, so without this update, their clock-in at the new outlet will fail.

How to build a schedule around your busy hours, including rules for shift swaps, is in the article on shift schedules.

Checklist to get started

1. Write your attendance rules on one page: when to clock in and out, what counts as late, shift swaps, missed clock-ins, and consequences.
2. Explain to your staff why the selfie and location are used, that in the app only the owner can see the records, and what to do if something goes wrong.
3. Make sure every staff member has a phone they can use, and that their outlet is set correctly in Kazeer.
4. Have each person register their face and try clocking in once, then keep the old attendance book running alongside for the first three days.
5. At the end of the first week, fix the rules. After that, compare attendance with the shift schedule every week.

A promotion can help fill slow hours, as long as its price still leaves gross profit and you measure the result. This article covers the order to do it in: find your slow hours, pick a type of promotion, cost it, run it with your staff, and compare the results.

Find your slow hours

Start with your busy hours. The business advice you can ask Kazeer AI for can name your outlet's busy hours, as in this example: "Your busy hours are 11:00 to 13:00. Get your stock ready and promote your signature items." (Kazeer AI gives its advice in Indonesian; this example is translated.) During busy hours, follow that advice: get your stock ready and offer your signature items. A promotion with a lower price suits slow hours better.

To find your slowest hours, record your sales by block of hours for two weeks:

1. Pick a few fixed times, such as 11:00, 14:00, 17:00, and closing.
2. At each of those times, write down today's total sales. In Kazeer, today's sales report updates itself, or you can ask Kazeer AI "How much have I sold today?" (in Indonesian, "Berapa penjualan hari ini?").
3. Subtract each reading from the one after it. The result is your sales for that block of hours.
4. Keep weekdays and weekends apart, because their patterns can differ.

The result looks something like this, for an average weekday:

Compare sales per hour, not per block, because the blocks are different lengths. In this example, 14:00 to 17:00 is the slowest. The same notes, taken every hour, also help you build your staff schedule. The guide to shift schedules shows how.

Pick a type of promotion

Three types of promotion are easy to run and easy to cost:

• A bundle: one drink and one food item for one price. Good for raising what each customer spends, and for items that earn well but rarely get ordered.
• A pair price: two of the same item for one price, such as two Kopi Susu Aren. Good for getting customers to come with a friend.
• A special price on one item at certain hours. The easiest to explain to customers and to your cashier.

For how to choose the items, read the article on best sellers and the most profitable items. An item that earns well but sells little, like the Americano in that article's example, is a good one to try.

Three rules before you choose:

• Run one promotion at a time. With three running at once, you won't know which one worked.
• Pick items you have enough ingredients for. Ask Kazeer AI "Which items should I check?" ("Barang apa yang perlu dicek?"), then check the shelves and the fridge yourself.
• Keep promo prices to slow hours. In busy hours, customers already come in and pay full price.

Work out gross profit after the promotion

Before you set a promo price, work out its gross profit using your COGS per item. For how to calculate COGS, see the guide to COGS per menu item. In Kazeer, COGS per item can also be calculated from the item's recipe. The examples below use dine-in COGS.

How to read the first row: the regular price is Rp22,000 + Rp20,000 = Rp42,000. The COGS is Rp8,400 + Rp8,600 = Rp17,000. At the promo price of Rp35,000, gross profit is Rp35,000 − Rp17,000 = Rp18,000 per bundle. At the regular price, it's Rp25,000. So you give up Rp7,000 on each bundle.

On customers who would have bought anyway, that Rp7,000 is gross profit you lose. Extra gross profit only comes from people who buy because of the promotion.

Two more things:

• A promo price must never be below COGS. If it is, every serving you sell adds to your loss.
• For takeaway, add the cost of the cup, lid, straw, or box to COGS, then work it out again.

Set the dates, then tell your staff

Without an end date, a promotion can easily run on without ever being judged, and customers may start to treat the promo price as the normal price. Set:

• A start date and an end date, such as two weeks.
• The days and hours, such as Monday to Friday, 14:00 to 17:00.
• What the promotion covers: which items, whether it's for dine-in or takeaway, and whether it can be combined with other offers.

Write all of that on one card and keep it by the POS. Before the first day, explain it to your staff:

• Cashiers: when the promotion applies, how to offer it to customers, and how to record it.
• Bar and kitchen: which ingredients to have ready before 14:00.
• Who decides questions outside the rules, such as a customer who arrives at 17:05.

Also set the bundle or promo price in Kazeer's promo feature before the promotion's first day, so promotional sales are recorded and you can count them.

Compare before and after

Use the same recording method you used to find your slow hours. Compare the two weeks before the promotion with the two weeks it runs, on the same days.

The example below uses the Kopi Susu Aren + Croissant Butter bundle from earlier. During the promotion, the 5 customers who usually buy a coffee and a croissant pay the bundle price, and other customers buy an average of 6 extra bundles a day.

How to read it:

• Sales in the promotion hours went up by 6 × Rp35,000 − 5 × Rp7,000 = Rp175,000. Daily sales went up by the same amount, so customers didn't just move over from other hours.
• COGS went up by 6 × Rp17,000 = Rp102,000 for the 6 extra bundles. The COGS percentage went up a little because of the lower promo price. That's expected, as long as gross profit in rupiah grows.
• Gross profit went up by Rp175,000 − Rp102,000 = Rp73,000 a day, the same as 6 × Rp18,000 − Rp35,000 from the example earlier. Compare that with any extra cost of the promotion, such as printing a poster.

In Kazeer, reports show sales, COGS, and gross profit, so you can take the daily rows above from your reports. Sales in the promotion hours come from your block-of-hours records. You can also ask Kazeer AI for yesterday's sales and number of transactions. See a sample conversation in the Kazeer AI section.

Watch out for unusual days. If there was a public holiday, a day of heavy rain, or an event near your outlet, leave that day out of the comparison.

Start with one promotion

1. Record sales by block of hours for two weeks, then find your slowest hours.
2. Pick one type of promotion and one or two items you have enough ingredients for.
3. Work out the gross profit on the promotion using COGS, and make sure the price is above COGS.
4. Set the start date, end date, days, and hours.
5. Set the promo price in Kazeer's promo feature, write the rules on a card by the POS, then explain them to your cashiers, bar, and kitchen.
6. When the promotion ends, compare sales and gross profit with the two weeks before, then decide: keep it, change it, or stop it.

Kazeer runs on phones, tablets, and computers. So you can start with the devices you already have and add only what's missing.

Start with your counter and order flow

Answer these five questions before you choose:

1. How much room is on your counter? Besides the POS device, it also holds the cash drawer, the receipt printer, and orders waiting to be picked up.
2. Where do customers order? At the counter, or does a waiter go to their table?
3. Who needs to read orders? The cashier, the kitchen or bar, the waiter taking table orders, and you.
4. Where is the nearest power outlet to the counter?
5. How long is the line at your busiest time? The longer the line, the more a wide enough screen matters, so the cashier doesn't tap the wrong item.

The third question decides how many devices you need. In Kazeer, each staff member has their own login and role, such as Cashier, Kitchen staff, or Waiter. Orders go to the kitchen from the same record, so if your kitchen reads orders in Kazeer, the kitchen needs a device too. So does your waiter, if they take orders at the table. With table order, guests scan the QR code on their table and order by themselves. The full flow is in the guide to the cashier to kitchen order flow.

Phone, tablet, or computer

Phone

A phone suits a booth or stall with a short menu and a narrow counter. It's also the easiest for a waiter to carry to tables to take orders. The weak spot is the screen: with a long menu, the cashier has to scroll a lot, and that slows the line.

For the cashier, use a phone that belongs to the outlet, not a staff member's own phone. That way the device stays at the outlet when someone goes home, moves to another outlet, or leaves.

Tablet

A tablet is the middle ground. The screen is wide enough for the menu and the order, but it doesn't take up much space. Put it on a stand so it stays in place, the screen is easy to read for a cashier standing at the counter, and it doesn't get knocked around when the counter is busy. Standard Annual includes a free tablet stand, one for each outlet.

Computer

A laptop or desktop suits a large, fixed counter, such as in a restaurant. A computer is also comfortable for back-office work: reading sales reports, managing the menu catalog, and checking stock. A wide screen makes it easier to compare numbers, especially if you run more than one outlet.

Example setups by business type

This table is a starting point, not a rule. Adjust it to your answers to the five questions.

If you run several outlets, all of them are in one Kazeer account, with one report for every outlet. A computer at the office or at home lets you read it without visiting each outlet.

When you count devices, remember that staff access in Kazeer is set per task and per outlet. Whoever uses the kitchen device only needs Kitchen staff access, and the cashier only needs Cashier access. How to set it up is in the guide to staff access.

Receipt printer

In Kazeer, you can connect a receipt printer and print receipts from the POS app.

Printing from an iPhone or iPad isn't confirmed yet. A Bluetooth thermal printer may not connect from a browser on an iPhone or iPad, so if the counter needs to print receipts, an Android phone or tablet is the safe choice.

Before you buy a printer:

• If you already have a receipt printer, mention it in the demo. The Kazeer team can help match the devices and printer you already have.
• If you don't have one yet, ask the Kazeer team what kind of printer can be connected. Ask first, then buy.

Where to put it:

• Within the cashier's reach, away from splashes and steam from the bar or kitchen.
• Keep spare paper rolls near the counter. Running out of paper in the rush builds a line right away.
• Every morning before you open, switch the printer on and check the paper and the connection, so any problem shows up before the first customer does.

Receipts also help when you match the money at the end of the day. The steps are in the guide to the end-of-day cash-up.

Power and internet

A device that dies in the middle of the rush is as much trouble as a cashier who doesn't show up. A few basics to set up:

• Give every device a place to charge near where it's used. Keep cables out of the paths staff walk.
• Charge phones and tablets fully before opening, and keep a spare charger.
• Set up a stable internet connection at the outlet, plus a backup, such as mobile data on another phone you can share.
• If the internet drops, the POS keeps working. Data is saved on the device, then saved to the cloud once the connection is back.
• Use the POS device for work only. Set a screen lock, and turn off notifications from other apps so they don't cover the order screen.

Check before you buy

This order keeps you from buying devices you end up not using:

1. List the devices you already have: phones, tablets, laptops, and printers.
2. List everyone who needs a device: the cashier, the kitchen or bar, waiters taking table orders, and you.
3. Measure the counter, then mark where the device, the printer, and the cash drawer will go.
4. Bring the lists to a demo with the Kazeer team, so they can help match your devices and printer.
5. Run one full order with the devices you have: take the order, send it to the kitchen, take the payment, and print the receipt. A paid order can't be cancelled, so that practice order stays in your records as a sale.
6. Buy only what's really missing. If you're choosing a tablet, compare the plans first, since Standard Annual includes a free tablet stand. The comparison is in the guide to choosing a plan.

If you're getting a first outlet ready, the rest of the cashier setup is in the guide to setting up the POS for a new cafe.

That gap is the difference between gross profit and net profit. Gross profit tells you whether your menu prices cover your ingredients. Net profit tells you whether your business actually makes money. You need both.

Gross profit: sales minus COGS

The formulas:

• Gross profit = sales − COGS
• Gross margin = gross profit ÷ sales × 100%

Sales here means sales before tax. The tax your customers pay goes to the government later, so it isn't income for your business.

COGS (cost of goods sold) is what you spent on ingredients and packaging for the items you sold. If you've never worked out COGS per menu item, start with the guide to calculating COGS per menu item.

Gross profit answers one question: once the ingredients are paid for, how much is left for other costs and for you? It doesn't tell you whether your business is profitable, because rent, wages, and bills aren't counted yet.

Net profit: after operating costs

The formula:

• Net profit = gross profit − operating costs

Operating costs are the costs of running the business that don't belong to any one serving:

• Rent
• Staff wages and meal allowances
• Electricity and water
• Gas
• Internet
• Packaging and supplies that aren't in your COGS, such as bags, tissues, and dish soap
• Equipment maintenance and servicing
• App subscriptions, including your POS app

Two costs that are easy to miss:

• Your own pay, if you work at the outlet. Leave it out and your net profit looks bigger than it really is.
• Costs you pay once a year, such as annual rent or a major service on your espresso machine. Divide by 12 and add that to each month's costs.

A worked example for one month

First, the monthly operating costs:

The POS app row is the cost for one outlet, since Kazeer plan prices are per outlet. If you use the Kazeer Free plan, that row is Rp0, and a Rp500 platform fee per transaction is paid by the customer. For a comparison of the two, read the article on choosing a plan.

Now compare two months: a busy one and a slow one. The gross margin is the same in both, 60%, and so are the operating costs.

How to read the busy month: Rp36,000,000 − Rp14,400,000 = Rp21,600,000 in gross profit. After operating costs, Rp21,600,000 − Rp15,000,000 = Rp6,600,000 in net profit. That's about 18.3% of sales.

In the slow month, gross profit is Rp13,200,000, while operating costs stay at Rp15,000,000. The result is a loss of Rp1,800,000, even though the menu prices and recipes haven't changed.

Why a healthy gross margin can still mean a loss

Ingredient costs go up and down with your sales. Most operating costs don't. You pay rent and wages whether you're busy or quiet. So there's a level of sales you have to pass before you make a profit. That level is your break-even point:

• Minimum monthly sales = operating costs ÷ gross margin

From the example: Rp15,000,000 ÷ 0.6 = Rp25,000,000 a month. If the outlet is open 25 days a month, that's Rp1,000,000 a day. The slow month's sales of Rp22,000,000 fall below that line, so the month ends in a loss.

Three other things can make net profit smaller than you expect:

• Operating costs go up without sales following. Rent rises, you add staff, or the electricity bill grows because of new equipment.
• Wasted ingredients. COGS worked out from sales only covers the items you sold. Ingredients that expire, spill, or get thrown away are still paid for when you buy them, unless you've already built waste into your COGS per item.
• Promotions and discounts. Customers pay less while the ingredients cost the same. For how to cost a promotion that still pays, read the article on slow-hour promotions.

To check for wasted ingredients, compare what you used in rupiah with the COGS in your reports:

Stock value is the quantity in stock times its purchase price. For ways to cut wasted ingredients, read the article on ingredient waste.

What to check every week and every month

Sales, COGS, and gross profit move every day, so check them every week. Most operating costs come once a month, so check net profit every month, once all of that month's costs are recorded.

In Kazeer, you can set up both VAT (PPN) and regional tax (pajak daerah), and COGS and tax are recorded from every sale. Reports show sales, COGS, gross profit, and tax, for each outlet and in one report for all outlets. See an example in the reports section. Operating costs like rent, wages, and electricity don't come from sales, but you can record them in Kazeer, and the report shows your net profit: gross profit minus those operating costs.

Every week:

• Average sales per day. Compare it with your daily break-even point, Rp1,000,000 in the example.
• COGS percentage, which is COGS divided by sales. If it goes up while your menu prices stay the same, check your latest ingredient prices and the amounts used at the bar or in the kitchen.
• Gross profit, compared with the weeks before.

Every month:

• Make sure all of the month's operating costs are recorded in Kazeer, from receipts, bills, and transfer records.
• Check net profit in your reports: gross profit minus the operating costs you recorded.
• Compare ingredient use with the COGS in your reports to see what was wasted.
• Recalculate your break-even point if any cost has changed.

If you run more than one outlet, work out net profit for each. Take each outlet's gross profit from your reports, then subtract that outlet's own costs, such as its rent, its staff wages, and its Kazeer subscription. Split shared costs, such as your own pay, across all outlets. That shows you which outlets cover their own costs.

Steps for this month

1. Gather last month's operating costs. Include your own pay and the monthly share of annual costs.
2. Take last month's sales, COGS, and gross profit from your reports.
3. Work out net profit: gross profit minus operating costs.
4. Work out your break-even point: operating costs divided by gross margin, then divided by the number of days you're open.
5. Put your daily break-even number somewhere you see every day, and compare it with your sales every week.
6. At the end of the month, value your stock and compare ingredient use with the COGS in your reports.

One incident hardly registers. Ingredient waste only looks big once you add it up over a month. Below are where it comes from, how to track it, a worked example of what it costs, and how to cut it back one cause at a time.

Where ingredient waste comes from

For stock that spoils on the shelf, read how to use FIFO and FEFO. For wrong orders, the one-record flow from cashier to kitchen is in the article on the order flow.

Log what gets thrown out for two weeks

You can't reduce what you can't see. Tape a sheet of paper near the kitchen bin or the prep table, and for two weeks write down every ingredient that gets thrown out:

Cost = amount × unit price. You get the unit price from your receipts: purchase price divided by pack size, as in the guide to COGS per menu item. This table uses that guide's sample prices: UHT milk at Rp18 per ml, coffee beans at Rp200 per gram, and palm sugar syrup at Rp40 per ml. First row: 300 ml × Rp18 = Rp5,400.

To make the log something you can trust:

• Whoever throws something out writes it down right away, not from memory at the end of the day.
• Use the fixed list of reasons from the table above, so the totals are easy to add up.
• You or the shift lead can fill in the cost later.
• Use the log to find causes, not to blame people. If staff are afraid of being told off, they stop writing things down.

At the end of each week, add up the cost per reason. The reason with the biggest total is where you start.

A worked example: a month of waste

Every number in this section is an example, not real business data. Say your two-week log adds up like this:

The daily average is Rp210,000 ÷ 14 = Rp15,000. Over a 30-day month, that's Rp15,000 × 30 = Rp450,000.

Portion drift doesn't show up in the log, because nothing is thrown out: the extra goes into the cup. Work it out separately. Say the recipe for Kopi Susu Aren calls for 150 ml of milk, but your baristas pour 170 ml on average. The 20 ml difference × Rp18 = Rp360 a cup. At 400 cups a month, that's Rp360 × 400 = Rp144,000.

The total is Rp450,000 + Rp144,000 = Rp594,000 a month. With a gross profit of Rp13,600 per dine-in Kopi Susu Aren, as in the COGS example, that equals the gross profit from about 44 cups (Rp594,000 ÷ Rp13,600 = 43.7).

Now say you cut over-prep and wrong orders in half, and the milk goes back to 150 ml a cup:

• Half of over-prep and wrong orders: (Rp84,000 + Rp42,000) ÷ 2 = Rp63,000 per 14 days, or Rp63,000 ÷ 14 × 30 = Rp135,000 a month.
• Milk back to the right amount: Rp144,000 a month.

You save Rp135,000 + Rp144,000 = Rp279,000 a month.

Write down a standard portion for every item

Portions that live only in people's heads drift, a little at a time, from one staff member to the next.

• Write down the portion for every menu item in grams, ml, or number of pieces, and post it at the bar and in the kitchen.
• Keep measuring tools at each station: a digital scale, a measuring jug, measuring spoons, or fixed-size scoops. A little or a splash is not a portion.
• Once a week, ask one staff member to make an item the usual way, then weigh the ingredients and compare them with the written portion.
• When a portion changes, such as a new cup size, update the sheet and the item's COGS at the same time.

Portions are also the basis of your COGS. If the portion at the bar differs from the one in your costing, the COGS on paper comes out lower than what you really spend.

Prep to the day's expected sales

Over-prep can come from fear of running out during the rush. To get the amount right:

1. Look at how many of each item sold on the same day last week. Compare the same day, because Monday and Saturday can be very different. How to do that is in the guide to reading the daily sales report.
2. Make a daily prep list: which ingredients, how much, and who preps them.
3. Prep in two rounds: some in the morning, the rest before the rush, once you've seen how the morning is selling.
4. Prep anything that spoils quickly once cut or brewed in smaller amounts, more often.
5. At the end of the day, write down the leftover prep. If the same item is always left over, prep less of it on the same day next week.

Use stock checks to find items that keep running over

The waste log only catches what gets written down. To find what doesn't, compare two numbers for your main ingredients once a week:

1. Usage by stock count: opening stock + deliveries − closing stock.
2. Usage by recipe: servings sold × amount per serving.
3. The difference between them, minus what's already in the waste log, is the gap you can't yet explain.

An ingredient whose gap shows up week after week is where to look: the portion, waste nobody wrote down, or deliveries recorded wrong. How to count stock daily is in the guide to daily ingredient stock checks.

If you use Kazeer, what you need for both calculations is in the same app as your POS. Kazeer's Inventory holds your list of items and ingredients, where you check stock and see what's left. Ingredient stock there goes down automatically with each sale, so the gap between the stock Kazeer shows and your physical count is the same as the gap between the two numbers above: ingredients used outside of sales, both the ones in your waste log and the ones not yet explained. COGS is recorded from every sale, but waste never becomes a sale, so you still keep the waste log separately.

You can ask Kazeer AI which stock is running low, for example "Which items should I check?" ("Barang apa yang perlu dicek?"). If an ingredient runs low sooner than usual while sales of the items that use it haven't gone up, check that ingredient first.

Start this week

1. Put up the waste log sheet and explain the rules to your staff.
2. Write down the portions for your best sellers and post them at the bar and in the kitchen.
3. Make a daily prep list from sales on the same day last week.
4. After two weeks, add up the cost per reason and pick one reason to cut first.
5. Every week, compare usage by stock count with usage by recipe for the two or three ingredients you use most.

Each day follows the same pattern. One new thing a day, watched first, then tried with a coach standing next to them. The coach can be you or an experienced cashier who knows the job well.

Before day one

Get these ready before the new cashier arrives:

1. Set up their role in Kazeer. Staff access is set per task and per outlet, so a new cashier only needs the Cashier role at the outlet where they work. How to do it is in the guide to staff access.
2. Plan their first week so a coach is always on the same shift. If you can, start them on a day that's usually not too busy. How to build the schedule is in the guide to shift schedules.
3. Print the menu and prices for them to study at home.
4. Write one rule on a sheet of paper and put it up near the counter: if you're unsure or make a mistake, stop and call your coach. Don't guess.

Staff training from the Kazeer team comes with Standard Monthly and Standard Annual, not with the Free plan. If you're on a Standard plan, ask the Kazeer team when training can be scheduled during the first week. If you're on the Free plan, you or an experienced cashier do the training with this plan.

The seven-day plan

If a day doesn't go smoothly, repeat that day's focus the next day. Don't pile two new things onto the same day.

Days 1 to 3: menu, orders, and the kitchen

Day 1: learn the menu

Start by clocking in. 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. Stay with them while they register their face with a few photos, with their consent, and the first time they clock in. Also tell them that in the app, only the owner sees their attendance records, including the selfie and location.

Then go through the menu item by item: the name, the price, what's in it, and which items get ordered most. If you can, let them taste your best sellers so they can answer customers' questions. Also show them where the spare receipt paper, the small change, and anything else a cashier often needs are kept.

For the rest of the day, they stand next to the coach and watch how orders are taken. At the end of the day, name your five best sellers and ask them for the prices.

Day 2: take orders

Today they take orders themselves, while the coach handles payments. That way they focus on one thing.

In Kazeer, the cashier picks the items and the amount to pay is worked out right away. Each order is marked Dine-in with its table number, or Takeaway. Practice two habits:

• Read the order back to the customer before saving it.
• For Dine-in, ask the customer for the table number. Don't guess from where they walked in.

Day 3: the kitchen and order statuses

Orders go to the kitchen from the same record, so the cashier and the kitchen read the same order. Take the new cashier to the kitchen for a moment when an order comes in, so they see what happens after they save an order.

Then teach the order statuses in the app, such as Unpaid, Waiting, Cooking, and Done. Ask them to explain each one in their own words. What each status means for the cashier and the kitchen is in the guide to the cashier to kitchen order flow.

When a customer asks "where's my order?", the cashier answers from the status, without walking to the kitchen.

Day 4: payments and receipts

Kazeer records cash, QRIS, and card payments on the same order. Practice all three today.

For cash, teach the same steps every time:

1. Say the amount received, for example, "I've got Rp50,000 from you."
2. Put that money on top of the drawer, not straight into it.
3. Count out the change, then hand it over while saying the amount.
4. Only then put the customer's money in the drawer.

With 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. For QRIS and card, teach one habit: make sure the payment went through before the customer leaves.

Stress the right payment method too. An order paid by QRIS but recorded as cash means the drawer won't match at the end of the day.

If your outlet uses a receipt printer, receipts print from the POS app. Also practice changing the paper roll, since paper can run out when it's busy.

Days 5 and 6: mistakes and the cash-up

Day 5: the rush and mistakes

Today the new cashier works the rush, with the coach standing beside them. Mistakes will almost certainly happen, and that's part of the training. What you're practicing is how to handle them.

Mistakes that often come up in the first week:

• Picking the wrong item, quantity, or table number.
• A customer cancels or changes an order after it's recorded.
• The wrong payment method is selected.
• A QRIS or card payment fails.
• The drawer runs out of small notes for change.

For all of them, the rule is the same: stop, politely tell the customer the order is being checked, then call the coach. The coach decides how to sort it out. The new cashier shouldn't try to fix it alone by guessing.

Write every mistake in a notebook: what happened and how it was sorted out. The notebook is for training, not for punishment. If there's a question about the app the coach can't answer, contact Kazeer's customer support: WhatsApp 24/7, answered by the team daily from 09:00 to 21:00 WIB.

An order that hasn't been paid can be cancelled, and the cancellation stays visible in the records, so you can look at it again when you read the mistakes notebook.

If the internet drops, the POS keeps working. Data is saved on the device, then saved to the cloud once the connection is back.

Day 6: the cash-up

At the end of the shift, the new cashier counts the drawer, then the coach counts it again. The result is compared with the cash total for that shift. Kazeer shows totals per payment method and per cashier shift, so there's nothing to recap. Before counting, check for orders still marked Unpaid. The full steps are in the guide to the end-of-day cash-up.

Day 7: the end-of-week check

On day seven, the new cashier runs one full shift. The coach stays nearby but only steps in when called.

At the end of the shift, use this list. Judge by what you saw during the shift, not by asking questions:

1. Takes Dine-in orders with the right table number, and Takeaway orders.
2. Answers customers' questions about their order from its status in the app.
3. Gives the right change for cash.
4. Makes sure QRIS and card payments go through.
5. Picks the right payment method on every order.
6. Prints receipts and changes the paper roll.
7. Calls the coach when unsure.
8. Counts the drawer at closing with the same result as the coach.
9. Clocks in and out with a selfie.

If they meet every point, they're ready to run a shift alone. If some aren't there yet, don't repeat the whole week. Add two or three coached shifts for just those points.

After that, read the mistakes notebook and the cash-up records at the end of the second week. Mistakes that keep coming back show what needs more practice. Keep this plan, and use it again for your next cashier.

That answer matters, but it's only half the picture. The item that sells the most doesn't always leave you the most money per serving. Some items sell well because they're cheap, and some rarely get ordered even though each serving earns a lot.

This article uses a simple menu map: you rate each item on two questions, then place it in one of four groups. Each group calls for a different move.

Two questions for every item

For each menu item, answer two things for the same period, such as one month:

1. How many servings did you sell?
2. How much gross profit does each serving earn? That's the selling price minus the COGS per serving.

Your sales records show how many of each item you sold. The COGS per serving comes from your costing. If you don't have it yet, start with the guide to calculating COGS per menu item. In Kazeer, COGS per item can also be calculated from the item's recipe. Use selling prices before tax.

Multiply the two and you get the item's total gross profit for the month. That number combines how well it sells and how much it earns, so it's useful for seeing which items contribute the most. To decide what to do, though, you need to look at the two questions separately.

If your menu is long, make separate maps for drinks and food. Comparing iced tea with Nasi Goreng isn't fair, because their prices and COGS are so different.

Four menu groups

You compare each item against two lines:

• The sales line: average servings sold per item, which is total servings sold divided by the number of items.
• The profit line: average gross profit per serving, which is total gross profit divided by total servings sold.

Those two lines put every item into one group:

A worked example with six items

Say these are one month's sales at a cafe. The Kopi Susu Aren COGS is the dine-in example from the COGS guide.

The two lines:

• Sales line: 1,200 servings ÷ 6 items = 200 servings.
• Profit line: Rp15,600,000 ÷ 1,200 servings = Rp13,000 per serving.

The resulting map:

Kopi Susu Aren is the best seller and brings in the most gross profit overall. But per cup, Americano leaves you Rp2,000 more, and Nasi Goreng Rp3,400 more. Teh Tarik sold 60 more servings than Nasi Goreng, yet its total gross profit is Rp1,164,000 lower.

What to do with each group

Sells well, earns well: keep and protect

Kopi Susu Aren and Nasi Goreng are in this group. These items already work, so don't change them without a strong reason.

• Make sure their ingredients never run out during the rush. For how to set a minimum stock level, see the guide to ingredient stock.
• Keep the amounts and the taste the same, whoever makes them.
• They don't need a discount. They already sell at full price.

Sells well, earns little: reprice or re-cost

Teh Tarik is in this group. Lots of people buy it, but each glass leaves you little.

• Recalculate its COGS with your latest receipts. Ingredient prices may have gone up since you last worked it out.
• Check the amounts at the bar. Pouring more than the recipe says raises COGS without anyone noticing.
• Consider a small price increase. If Teh Tarik goes up Rp1,000 and you still sell 280 glasses, gross profit grows by Rp280,000 a month. For how to work out a price, see the article on setting menu prices.

Earns well, sells little: promote or reposition

Americano is in this group. Each cup earns a lot, but few people order it.

• Ask your cashier to suggest it, for example to customers who can't decide on a coffee.
• Move it somewhere easier to see on the menu.
• Pair it with another item in a bundle. You set the bundle price in Kazeer's promo feature. For how to cost a bundle that still pays, see the article on slow-hour promotions.

If you sell 30 more Americanos a month, gross profit grows by 30 × Rp15,600 = Rp468,000.

Sells little, earns little: rethink or drop

Croissant Butter and Roti Bakar are in this group. Before you drop them, answer these first:

• Does the item go with something else? Coffee buyers may come in partly because there's bread to eat with it.
• Do other items use the same ingredients? If so, you'll still need to buy those ingredients after you drop it.
• Do regular customers always order it?

If the answers are no, change the recipe or the price, prepare fewer each day, or take it off the menu. Items that rarely sell can leave you with wasted ingredients. For ways to cut that, see the article on ingredient waste.

Croissant Butter is also close to the line: its gross profit per serving is only Rp1,600 below average. Items near a line can move to another group next month, so look at two or three months before you decide.

Repeat it every month

A menu map is useful when you keep it current. Make one at the start of each month, using periods of the same length.

• In Kazeer, your sales records show the items sold, and COGS is recorded from every sale. Reports show sales, COGS, and gross profit, for each outlet. See an example in the reports section.
• In the middle of the month, ask Kazeer AI "What sells best?" on the web or in WhatsApp for a quick check.
• Update COGS whenever an ingredient price changes. An item can move to another group just because milk got more expensive.
• Change one thing per item in a month, such as only the price of Teh Tarik. If you change everything at once, you won't know which change made the difference.

Start with your own menu

1. Take last month's number sold for each item from your sales records.
2. Write down each item's selling price and COGS per serving, then work out its gross profit per serving and in total.
3. Work out the two lines: average servings sold per item and average gross profit per serving.
4. Place each item in one of the four groups.
5. Pick one move for one item in each group, and write down the date.
6. Next month, make the map again and compare.

A schedule that fits starts from your own outlet's busy hours, not from the habit of splitting the day into morning and afternoon.

Find your busy and slow hours

Collect notes for two weeks, weekends included, because weekdays and weekends can look very different. There are three sources.

First, what you and your shift leads see: when the line starts to grow, and when the kitchen starts to fall behind.

Second, your sales records. In Kazeer, today's sales report updates itself throughout the day. Write down the sales figure every hour, then subtract each note from the next one. The difference is what you sold in that hour. You can also ask Kazeer AI "How much have I sold today?" and write down the answer with the time. Kazeer also shows totals per cashier shift. Those are enough to compare the morning and late shifts, but the rush only shows up in hourly notes.

The numbers in this table are an example. In it, each hour between 11:00 and 13:00 brings in Rp700,000 or more, over twice as much as any other hour. That's the rush.

Third, business advice from Kazeer AI, which you can ask for in the chat. A sample: "Your busy hours are 11:00 to 13:00. Get your stock ready and promote your signature items." (Kazeer AI gives its advice in Indonesian; this example is translated.) Use it as a check on your own notes.

Sales in rupiah don't always match how busy you are. Ten single coffees keep a cashier busier than one large order of the same value. If you're unsure, also tally the number of orders per hour on paper for a few days.

Note your slow hours too. That's when staff take breaks in turn and do prep work. You can also fill slow hours with a promotion, and the article on slow-hour promotions shows how.

Decide how many people each period needs

Split the working day into periods, then decide how many people each station needs: cashier, kitchen or bar, and floor, meaning serving orders and clearing tables.

An example for a cafe open from 08:00 to 21:00, with a weekday rush from 11:00 to 13:00:

On weekends, say your notes show the busy stretch running longer, into the afternoon. Add one person from midday until closing.

For each period, ask three questions. Which station can never be empty? Who can cover two jobs in slow hours, such as a cashier who also makes simple drinks? What has to get done, like cleaning and counting the cash at closing? Consider having two people at closing, so nobody does that work alone.

In Kazeer, staff access is set per task and per outlet, and each staff member has their own role, such as Cashier or Kitchen staff. Make sure whoever you schedule on the POS has Cashier access, and whoever is in the kitchen has Kitchen staff access.

Overlap shifts around the rush

The worst time to change shifts is in the middle of the rush. The people leaving are in a hurry, the people arriving aren't ready, and orders fall through the gap.

• Change shifts after the rush, as the cafe starts to quiet down.
• Let shifts overlap: the next shift arrives before the previous one leaves, so there's time for a handover.
• If your rush is short, consider one short shift just for the rush, for example for part-time staff.
• Stagger breaks outside the rush. Don't let everyone go on break at once.

At handover, pass on what the next shift needs to know: ingredients running low, orders not yet done, and anything unusual that day.

Get everything ready before the rush

The rush is no time to chop ingredients or hunt for cups. Write a list of the prep that has to be done before the rush, and who does it:

• Enough ingredients for your best sellers to get through the rush. How to check is in the guide to daily ingredient stock checks.
• Ingredients cut, measured, or brewed to the day's expected sales.
• Cups, lids, straws, and takeaway packaging stocked near the bar.
• Enough change in the cash drawer.
• Enough receipt paper, if your outlet uses a receipt printer.
• POS tablets or phones charged.

Kazeer AI's advice above points the same way: get your stock and your signature-item promotion ready before the rush.

A sample weekly schedule for a small cafe

This example is made up. The cafe is open from 08:00 to 21:00, with six full-time staff and two part-time staff. Cashiers: Nia, Putri, and Eko. Kitchen and bar: Agus, Dewi, and Fajar. Part-time, for the floor and helping at the bar: Bayu and Wulan.

There are three shifts:

• Morning: 07:00 to 14:30
• Rush: 10:00 to 14:00
• Late: 14:00 to 21:30

Days off: Nia and Agus on Monday and Tuesday, Putri and Fajar on Wednesday and Thursday, Eko on Friday and Sunday, Dewi on Friday and Saturday.

How to read this schedule:

• Every morning and late shift has at least one cashier and one person in the kitchen or at the bar.
• On weekdays, there are two people from 07:00, three from 10:00 to 14:00, four during the handover until 14:30, then two until closing. On weekends, the late shift has three.
• Morning staff take their breaks in turn after Bayu or Wulan arrives at 10:00, before the rush starts.
• The late shift arrives at 14:00, after the rush. The handover takes half an hour as the cafe quiets down, and the morning shift leaves at 14:30.
• Nobody leaves at 21:30 and then works the morning shift the next day.

Publish the schedule and handle swaps

A good schedule still falls apart if it's announced at the last minute.

• Publish next week's schedule on the same day every week, for example Thursday. Send it to your staff WhatsApp group and post it on the kitchen wall.
• Write down your rules for swaps: who to ask, how far ahead, and swaps only between people who can do the same job, cashier with cashier.
• Every time a swap is approved, update the schedule on the wall and in the group.

If the person covering works a different station or at another outlet, make sure their Kazeer access is set for that task and outlet before the shift starts. If their role requires a location check, the clock-in location is matched to the outlet where they work, so without that, their clock-in at another outlet will fail.

In Kazeer, staff clock in and clock out from their phone with a selfie that's matched to the face they registered. For roles that require a location check, their location is also matched to the outlet where they work. In the app, only the owner sees the attendance records, so you compare them with the schedule yourself. Do it once a week, so swaps nobody recorded show up quickly. How to do that is in the article on attendance with a selfie.

Start next week

1. For two weeks, write down sales every hour and watch when the line starts to grow.
2. Mark your busy and slow hours, separately for weekdays and weekends.
3. Decide how many people each period and each station needs.
4. Build shifts that overlap around the rush, with shift changes after the rush is over.
5. Write a prep list for before the rush, with the name of whoever does each task.
6. Publish the schedule on the same day every week, and review how you split the shifts once a month.

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:

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:

1. From each item's recipe, list every ingredient and piece of packaging used.
2. Count your opening stock in the same units as the recipe, such as grams, ml, or pieces.
3. Enter the item list, the opening stock, and each item's recipe in Kazeer.
4. 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:

1. A Dine-in order with a table number.
2. A Takeaway order.
3. A cash payment with a large note, so the cashier practices giving change.
4. A payment by dynamic QRIS.
5. A payment by card, if you accept cards.
6. An order that reaches the kitchen and moves from Waiting to Cooking to Done.
7. A printed receipt.
8. 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:

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

1. Your menu, COGS, and selling prices are final.
2. You've had the demo with the Kazeer team and chosen a plan.
3. The menu and prices are in Kazeer.
4. The POS device, the kitchen device, and the receipt printer are connected and tested.
5. You've asked about and sorted out what dynamic QRIS needs.
6. Every staff member has a role and access that fit their task and outlet.
7. Staff training is scheduled, or your own training is planned.

The day before opening

1. The trial run has covered every situation above.
2. Opening stock is counted and recorded.
3. A starting float with enough small notes is ready.
4. Spare receipt paper is on hand.
5. All staff have registered their face and tried clocking in and out with a selfie at the outlet.
6. The first week's shift schedule is posted on the wall.

Opening day

1. Come in early. Switch on the devices and the printer, check the receipt paper, and make sure the internet is connected.
2. Write the starting float in the cash book.
3. You, or whoever knows the POS flow best, stand near the counter through the first rush.
4. Write every problem on one sheet of paper. Fix what's urgent, and go over the rest after closing.
5. Do the cash-up with the cashier at the end of the day.
6. 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.

The example below uses one cup of Kopi Susu Aren. The same method works for food, baked goods, and other drinks.

What COGS per menu item means

COGS stands for cost of goods sold. In a food and drink business, COGS per menu item usually means what you spend on the ingredients and packaging used up to make one serving: one cup of coffee, one plate of Nasi Goreng, or one slice of cake.

What goes into COGS per menu item:

• The ingredients in the recipe, at the amount used for one serving.
• Single-use packaging, such as plastic cups, lids, straws, boxes, or bags.
• Ingredients lost to waste or spills while you make the item.

What you don't count per serving: rent, staff wages, electricity, water, internet, and equipment payments. You still have to pay these, but they don't belong to any one cup. Track them separately as operating costs. You'll use them again when you set a target.

Write down each ingredient and amount

Start from the recipe your bar or kitchen actually uses. Ask your barista to make one cup the usual way, then weigh and measure every ingredient. Eyeballed amounts vary from one person to the next, and the difference ends up in your costs.

For each ingredient and piece of packaging, write down three things:

1. The purchase price from your latest receipt. If you pay for delivery, add it to the purchase price.
2. The pack size you buy, such as 1 kg, 1 liter, or 50 pieces.
3. The amount used in one serving.

Then use two formulas:

• Unit price = purchase price ÷ pack size
• Cost per serving = unit price × amount used

Convert to the same unit before you divide: 1 kg = 1,000 g and 1 liter = 1,000 ml. Add up the cost per serving of every ingredient and piece of packaging, add waste, and you have the COGS of one serving.

In Kazeer, COGS per item can be calculated from the item's recipe. Working it out by hand, as in the example below, still helps you see where the number comes from and check the amounts in the recipe.

Costing one cup of Kopi Susu Aren

This example uses rounded prices so it's easy to follow. Swap in the prices from your own receipts.

The sample recipe: espresso from 18 g of coffee beans, 150 ml of UHT milk, 35 ml of palm sugar syrup, and 150 g of ice. Takeaway adds a plastic cup, a lid, and a straw.

How to read the first row: coffee beans cost Rp200,000 per kg. Since 1 kg = 1,000 g, the unit price is Rp200,000 ÷ 1,000 = Rp200 per gram. One cup uses 18 g, so the beans cost Rp200 × 18 = Rp3,600.

Takeaway COGS is the dine-in COGS plus packaging: Rp8,400 + Rp600 + Rp150 + Rp50 = Rp9,200.

In this example, dine-in orders are served in a glass that gets washed and reused, with no straw, so there's no packaging cost. If your dine-in orders come with a disposable straw, add it to your dine-in COGS.

Account for waste and spills

Not everything you buy ends up in a customer's cup. Some beans go into dialing in the grinder, some milk stays at the bottom of the carton, palm sugar syrup gets spilled, and drinks get remade when an order is wrong. You pay for all of it. Leave out the waste line and the COGS on paper comes out lower than what you really spend.

The 5% in the table is only an example. Find your own number by comparing what you actually used with what the recipe says you used:

1. Pick one ingredient that's easy to track, such as UHT milk.
2. Work out what you actually used in a month: opening stock plus deliveries, minus closing stock.
3. Work out what the recipe says you used: servings sold × amount per serving. If several menu items use it, add them all up.
4. The difference between the two is your waste. Divide it by the recipe amount.

Use that percentage for all ingredients as an estimate, or work it out per ingredient if you have time. For a routine to record and check ingredient stock, read the guide to ingredient stock.

In Kazeer, ingredient stock goes down automatically with each sale. So the gap between the stock Kazeer shows and your physical count at the end of the month already shows your waste: ingredients thrown out or used without being recorded.

If your waste is high, don't just add it to COGS. Find the cause: amounts that change from cup to cup, ingredients that expire before you use them, or orders that keep getting remade.

Compare COGS with the selling price

Once you have the COGS, work out two numbers:

• COGS percentage = COGS ÷ selling price × 100%
• Gross profit per serving = selling price − COGS

Use the selling price before tax. The tax your customer pays goes to the government, so it isn't income for your business. If your menu prices already include tax, take the tax out first.

The percentages are rounded to one decimal place. At the same price, each takeaway cup earns Rp800 less gross profit, the cost of its packaging. You can accept that gap or set a different takeaway price.

Set your own target

No single COGS percentage fits every business, because rent, wages, and customer numbers differ from place to place. A useful target comes from your own numbers:

1. Add up your monthly operating costs: rent, wages, electricity, water, internet, and equipment payments.
2. Decide how much net profit you want each month.
3. Estimate how many servings you sell in a month across the whole menu, ideally from the last few months of sales records.
4. Divide the total of steps 1 and 2 by the number from step 3. The result is the average gross profit each serving needs to earn.

That figure is an average across the whole menu. For Kopi Susu Aren at Rp22,000, it means COGS should stay at or below Rp22,000 − Rp10,000 = Rp12,000 a cup. The example's COGS of Rp8,400 and Rp9,200 are both under that limit.

Cheap items, like iced tea, can earn less than the average as long as the rest of the menu makes up for it. The ones to look at are best sellers whose gross profit falls well below the target: check their price, their recipe amounts, or their packaging.

Once you have a target, the COGS percentage is useful for keeping watch. If it goes up while the price stays the same, a cost has gone up, the amounts have drifted, or waste has grown.

When to recalculate

Recalculate COGS whenever one of its numbers changes:

• A supplier's price goes up or down, delivery charges included.
• You switch brands, buy a different pack size, or change suppliers.
• The recipe changes: more milk, a different cup size, or a new topping.
• Your takeaway packaging changes, such as plastic cups to paper cups.
• Your waste number changes after you check it again.

Small changes per cup add up fast. Say UHT milk goes from Rp18,000 to Rp20,000 a liter. The milk in each cup goes from Rp2,700 to Rp3,000, a difference of Rp300. At 400 cups a month, that's Rp120,000 a month, before waste.

Even when nothing seems to have changed, check the prices in your costing against your latest receipts once a month.

Track the results in your reports

Costing per cup helps you set prices and targets. To see how things actually go from day to day, you need sales reports.

In Kazeer, COGS and tax are recorded from every sale, for each outlet, and you can set up both VAT (PPN) and regional tax (pajak daerah). Check with your tax office or a tax consultant which taxes apply to your business. Reports show sales, COGS, gross profit, net profit after the operating costs you record, and tax. Today's sales report updates itself, with no manual recap. If you run several outlets, they're all in one report. See an example in the reports section.

A routine you can start this week:

1. Work out the COGS of your best-selling items with a table like the one above.
2. Set an average gross profit target per serving from your operating costs and profit target.
3. Check COGS and gross profit in your reports every week.
4. Whenever a receipt shows a new price, update the costing for every item that uses that ingredient.

Chances are the milk was already low at closing the night before, but nobody counted it.

The routine below prevents that. Count a few key items at the same time every day, then compare each count with a minimum you set yourself. An owner or shift lead can finish it in a few minutes.

Pick the items to count

You don't need to count the whole storeroom every day. Count only the items your best sellers can't be made without.

To build the list:

1. Take your five best sellers from your sales report. If you're new to reading it, start with our guide to the daily sales report.
2. For each one, write down the ingredients you can't swap for something else. Kopi Susu Aren needs coffee beans, UHT milk, palm sugar, ice, and cups with lids. Nasi Goreng needs rice, eggs, cooking oil, and your spice paste.
3. Merge the ingredients that show up in more than one menu item, so nothing gets counted twice. That's your daily count list.

Keep the list short, say five to ten items, because a long list is easy to skip on a busy shift. If you end up with more, keep the ones that run out fastest or are hardest to buy at short notice. Everything else, like dish soap or napkins, can be counted once a week.

Packaging counts too. If a lot of your orders are takeaway, cups, lids, and bags matter as much as the food.

Count at the same time every day

Pick one time, opening or closing, and stick with it. Counts taken at different times can't be compared.

A closing count shows what's left after a full day of sales. You still have the evening to order or move stock, so it works well if your suppliers deliver in the morning.

An opening count captures what's actually on the shelf before the first order, including anything delivered that morning. The catch is that you have less time to act before the rush.

To make the counts reliable:

• Count in the same units you buy in: liters, kilograms, or pieces.
• Estimate opened packs, say half a carton. What matters is doing it the same way every day.
• Write a number, not "plenty" or "we're fine."
• Make one person responsible for the count, such as the shift lead on duty at that hour.

Your daily counts also tell you your usage: yesterday's count, plus what came in, minus today's count. Say you close Monday with 15 liters of UHT milk, and a 12-liter delivery arrives on Tuesday, so you have 27 liters. If you close Tuesday with 21 liters left, you used 6 liters on Tuesday.

Set a minimum from your own usage

Your minimum is the level that tells you to act. If today's count is below it, order or move stock that same day.

You can't copy this number from another business, because usage and delivery schedules differ from place to place. What you want is enough stock to last until the next delivery arrives, even if that day is busy.

A simple way to set it, if you count at closing:

1. Track daily usage for a week, as above.
2. Take the highest daily usage from that week.
3. Multiply it by the delivery time: the number of days from placing an order to the delivery arriving. Ordering tonight for delivery tomorrow morning, before you open, counts as 1 day.

If you count at opening, add one day, because the stock you just counted still has to cover that day's sales. If deliveries usually arrive after you open, add one more day.

Worked example:

If today's counts are 6 liters of UHT milk and 1.2 kg of palm sugar, both are below their minimums. Order or move both today, so you have enough to last until the next delivery arrives.

Write each minimum next to the item on your count list, so whoever counts can see right away what needs action. Review the numbers once a month, and sooner if your menu changes or you're planning a promotion.

Record deliveries and use older stock first

A delivery that isn't recorded makes your usage numbers wrong. Stock seems to grow for no reason, and that day's usage looks lower than it really was.

When a delivery arrives:

1. Check the quantity against your order and the supplier's receipt.
2. Check expiry dates and packaging. Send back or note anything damaged.
3. Write down what you received, the date, and who received it. Keep the receipt.
4. Label each pack or container with the date it arrived.

Then use first in, first out (FIFO): the stock that came in first gets used first. Put new deliveries behind or under the older stock, so staff reach for the older packs first. Old stock buried at the back is easy to miss until it expires.

For UHT milk, check the expiry date on each carton. If a new delivery expires sooner than the stock you already have, use the new cartons first. Once a carton is open, follow the storage instructions on the pack. Keep palm sugar in a closed, dry container.

Check other outlets before a rush buy

If you have more than one outlet, an item that's low at one may be sitting in surplus at another. Before you send staff out on a rush buy, check your other outlets.

A rush buy at the nearest shop usually means paying retail, and the shop may not carry the brand you normally use. The menu item can taste different, and if the price is higher, so is your COGS (cost of goods sold) per portion.

The rule: only move what the sending outlet has above its own minimum, so you don't just move the shortage somewhere else.

Record the transfer at both outlets: out at the sender, in at the receiver. Without that record, both outlets' usage numbers come out wrong. The sender looks wasteful, and the receiver looks thrifty.

Where Kazeer helps

You can run all of this with a notebook. If you use Kazeer, some of the work happens in the same app you take orders with:

• Kazeer's Inventory holds your list of items and ingredients. That's where you check stock and see what's left.
• Ingredient stock goes down automatically with each sale. So if your physical count is lower than the stock Kazeer shows, the gap points to ingredients thrown out or used without being recorded.
• Your sales records include the items sold, and today's sales report updates itself with no manual recap. Use them to pick the best sellers for your count list.
• If you have more than one outlet, they're all in one account. The catalog and stock are managed per outlet, and you can move items to the outlet that needs them. See an example of reports and stock per outlet.

You can ask Kazeer AI questions in everyday words, on the web or in WhatsApp. Ask "Which items need checking?" and the answer can look like this (sample data): "UHT milk is down to 6 liters and palm sugar to 1.2 kg." (Kazeer AI mostly replies in Indonesian; this answer is translated.) Compare that with the minimums on your list, then decide what to order and what to move. See example questions for Kazeer AI.

Inventory and the Kazeer AI chatbot are listed in all three Kazeer plans. Our article on choosing a plan compares them in full.

One more feature is in development: automatic ingredient orders to suppliers over WhatsApp when ingredient stock runs low. It's coming soon.

The daily routine as one checklist

Keep this list where you count, or send it to your staff WhatsApp group:

1. Count the items on your daily list at the same time, in the same units.
2. Write each count next to its minimum.
3. Mark anything below its minimum.
4. If you have more than one outlet, check first whether another outlet has extra. If it does, move it and record the transfer at both outlets.
5. Order whatever is still short from your supplier that same day.
6. When a delivery arrives, check it against the receipt, write down the quantity, label it with the date, and put it behind the older stock.
7. Once a month, recalculate your minimums from recent usage.

Mix-ups like these usually come from the flow. The order changes hands several times on paper and out loud, and every handoff is a chance to get it wrong. A cleaner flow starts with one rule: each order has one record, and everyone reads it from the same place.

Why paper slips and shouting go wrong

With paper and shouting, one order ends up in several versions: what the cashier wrote, what the server remembers, and what the kitchen heard. Those versions can differ, and in a rush nobody has time to check which one is right.

What tends to go wrong:

• A slip gets tucked away, splashed, or blown off by the fan. Nobody notices the order is missing until the guest asks where the food is.
• The table number is scribbled in a hurry or left off. The food goes to the wrong table while the right one keeps waiting.
• An order gets shouted, and then the slip arrives too. The kitchen can't tell it's the same order, so the dish gets made twice and the extra goes in the trash.
• What the kitchen cooked doesn't match what the cashier charged, because they worked from different notes.

So guests wait longer, ingredients go to waste, and the end-of-day recap may not match the cash drawer.

One order, one record

In Kazeer, the order is recorded once at the POS, and the cashier and the kitchen read that same record. Here's how it goes:

1. The cashier picks menu items on the tablet, and the amount to pay is worked out right away.
2. The cashier marks the order Dine-in with its table number, or Takeaway.
3. The order goes to the kitchen from that same record. Kitchen staff read it in Kazeer, so the kitchen doesn't need a paper copy.
4. The order status moves from Waiting to Cooking to Done. Since the cashier and the kitchen read the same order, they both see the same status.

You can see illustrations of the POS and kitchen screens in the Kazeer features section.

What the order statuses mean

Kazeer shows order statuses such as Unpaid, Waiting, Cooking, and Done. When someone asks "where's Table 7's order?", the answer is in the order's status.

A status only helps when it matches what's really happening. An order that already left the kitchen but still says Cooking leads the cashier to tell a guest the wrong thing. So your team needs to agree on who changes each status, and when.

Who does what

In Kazeer, each staff member has their own login and role. Access for owner, cashier, kitchen staff, and table order comes with all three plans: Free, Standard Monthly, and Standard Annual.

For the order flow, the split can be this simple:

• The cashier records orders, marks them Dine-in with a table number or Takeaway, and records payment.
• Kitchen staff read incoming orders and work through them in order.
• As the owner, you set each person's access by task and by the outlet where they work.

Give each role only to the people who actually do that job. That way the cashier doesn't have to manage the kitchen queue, and the kitchen doesn't have to deal with payment.

For how to set access by task and outlet, see our guide to staff access.

Payment and receipts on the same order

Payment is recorded on the same order, so there's no second record to match up later. The cashier can record three ways to pay:

• Cash.
• Dynamic QRIS, a QR code made for each transaction with the amount already in it, so the customer doesn't type the amount in.
• Card.

Since the total was worked out when the cashier picked the items, nobody has to add it up again on a calculator.

Kazeer works on computers, tablets, and phones. For receipts, connect a receipt printer and print from the POS app. If you already have devices and a printer, the Kazeer team can help you check what fits.

Today's sales report also updates itself, so there's no recap from a pile of paper at the end of the shift. Kazeer also shows totals per payment method (cash, QRIS, card) and per cashier shift, which are the figures you compare against at the cash-up.

Tips for keeping the flow clean during the rush

A clean flow still needs the whole team working the same way. Here are rules you can post by the kitchen window and the cashier's counter:

1. If it isn't in the POS, it doesn't get cooked. That includes add-ons from guests, like "one more Es Teh, please." Record it at the POS first, then the kitchen starts.
2. If a guest cancels, cancel the order in Kazeer instead of only shouting it to the kitchen. The cancellation stays visible in the records, so you can check it again at closing.
3. Agree on who changes each status. A simple split: the cashier handles payment, and the kitchen moves orders from Waiting to Cooking to Done. When each status has one person in charge, two people aren't changing the same thing.
4. Update the status right away. A status changed late can mislead people as much as a lost slip. When cooking starts, set it to Cooking. When the order leaves the kitchen, set it to Done.
5. Work in the order things came in. The kitchen takes the oldest Waiting order first, unless your team has agreed otherwise, such as drinks first.
6. No Dine-in order without a table number. Have the cashier confirm the table with the guest before saving the order. This is the easiest place to stop wrong-table mix-ups.
7. New orders are read in Kazeer, not shouted. Save your voice for calling a server when an order is ready to go out.
8. Check Unpaid orders before closing. Before the shift ends, the cashier looks over any order still marked Unpaid, so no bill slips through.

There's a cleaner way to set this up: each staff member gets their own access, based on their job and the outlet where they work.

The rule: only the access each job needs

Each person gets the access their job and their outlet require, and nothing more.

A cashier needs to take orders and payments. Kitchen staff need to see the orders they have to cook. Neither of them needs the gross profit report for every outlet, or the menu catalog settings.

The fewer people who can change the menu and stock, the smaller the chance that something changes by accident. Your sales and profit numbers don't need to be in front of everyone, either. And when someone leaves, you remove that one person's access while everyone else keeps working as usual.

Giving each person their own access is easier to start while your team is still small, before the next outlet opens.

Roles in Kazeer

In Kazeer, staff access is set by task and by outlet. Each staff member has their own login with a role. Owner, Cashier, and Kitchen staff access come with every plan, including the Free plan.

The cashier and the kitchen read the same order, so nobody has to copy orders onto paper for the kitchen. The full flow is in our article on getting orders from the POS to the kitchen.

Table order isn't a staff role. With table order, guests scan the QR code on their table and order by themselves.

Choose a role based on what the person does every day, not on how long they've worked for you or how much you trust them. A cashier who has been with you for three years still only needs the Cashier role if their job is at the register.

Decide who works at which outlet

Once you have more than one outlet, roles alone aren't enough. You also set the outlet where each person works. Each team then works within the outlet and the access you give them.

Say you have three outlets. You could split it up like this:

Rina takes orders at Kaliurang, Dimas reads the orders coming into the Seturan kitchen, and Sari takes payments at Malioboro. You track all three outlets from one account, and one report covers them all. Kazeer plan prices are per outlet, and the more outlets you have, the bigger the discount. Ask the Kazeer team for the price for three outlets.

Once a month, check the access settings in Kazeer against the schedule your team actually works: who still works for you, at which outlet, and in what role. Access settings easily fall behind whenever someone moves or leaves.

You can see an example of access by outlet in the Multi-outlet section.

New staff, moves, and departures

Three moments change someone's access: when they start, when they move to another outlet, and when they leave.

First day

1. Decide their role and the outlet where they'll work.
2. Set up their access in Kazeer before their first shift, not while customers are already lining up.
3. Have them register their face, then try clocking in from their own phone at the outlet while you or a coworker is nearby to help.
4. Give them time to practice before they work a rush alone.

Moving to another outlet

Access is set per outlet. If you move someone to another outlet, update their outlet in Kazeer before their first shift there. If their role requires a location check, their clock-in location is matched to that outlet, so without this update, their clock-in at the new outlet will fail.

Last day

Remove their access on their last day of work, not next week when you get around to it. Access you haven't removed can still be used, even by someone who no longer works for you.

While you're at it, take care of what sits outside the app: keys to the outlet and the cash drawer, the work WhatsApp group, and any passwords they had, like the outlet's Wi-Fi.

If someone quits without notice, remove their access as soon as you find out.

Attendance with a selfie

In Kazeer, staff clock in and out on their own phone with a selfie that's matched to the face they registered with a few photos, with their consent. If their role requires a location check, their location is also matched to the outlet where they work, and the clock-in fails if it doesn't match. In the app, only the owner sees the attendance records, including the selfies and locations.

Anyone can sign a paper attendance book at the register, including for a friend who hasn't shown up yet. A selfie shows the face of the person clocking in. And if you run several outlets, staff at every outlet clock in the same way, each on their own phone.

To keep attendance consistent across your outlets:

• On day one, explain that attendance uses a selfie and their location, and when to clock in and out. For example, clock in as soon as they arrive at the outlet, before starting work, and clock out when the shift ends, before leaving.
• Write your own rules on lateness and shift swaps, and share them in the same words at every outlet.
• Agree on what to do if someone's phone acts up or their clock-in fails, such as messaging you right away.

Train staff before the rush

The right access won't help much if your staff aren't comfortable with the app yet.

Staff training is included in Standard Monthly and Standard Annual, not in the Free plan. If you're about to open a new outlet, or several new people are starting at once, ask the Kazeer team about it.

A simple way to train: have a new hire shadow an experienced coworker for one shift before taking on the job alone. They see how that outlet works, then try it themselves with someone ready to help.

Before a new cashier works a rush alone, make sure they can:

• Take Dine-in orders by table, and Takeaway orders.
• Accept cash, QRIS, and card, and check that the payment is recorded on the same order.
• Print a receipt from the POS app, if your outlet uses a receipt printer.
• Read order statuses in the app, such as Unpaid, Waiting, Cooking, and Done.
• Clock in and out with a selfie from their phone.

For kitchen staff, practice reading the orders that come into the kitchen and their statuses.

If anyone gets stuck mid-shift, contact Kazeer's customer support, which comes with every plan: WhatsApp 24/7, answered by the team daily from 09:00 to 21:00 WIB.

The way to get there is to check the same numbers every morning, before the rush, in the same order. Over time you'll learn what a normal day looks like at your outlet, so an odd number stands out quickly.

Sales and transactions

Sales is the total you sold in a day. The transaction count is how many payments the POS took, which is roughly the number of paid orders.

Read the two together. Rp4,250,000 on its own doesn't say much. Was it a lot of customers spending a little, or a few customers spending a lot? The transaction count answers that.

What to do:

• If sales dropped but transactions held steady, customers came in as usual and spent less. Look at your side items and how your cashiers suggest them.
• If transactions dropped, fewer customers came in. Check things outside the menu first: opening hours, weather, or events near the outlet.
• If a number looks off, say far below normal, first make sure every order from yesterday was recorded and none is still unpaid. Check cancelled orders too, since they stay visible in the records.
• If the internet at the outlet dropped, make sure the POS device is back online. Data saved on the device only reaches the cloud once there's a connection.

Average per transaction

You can work this one out yourself: sales divided by transactions. In the example, Rp4,250,000 ÷ 186 = Rp22,849 (rounded).

Say a Kopi Susu Aren sells for Rp22,000 (a sample price). Then the average transaction is not much more than the price of one drink.

The average goes up when customers add something: a pastry, a snack, a larger size, or a drink and food bundle. A few things to try:

• Have your cashiers suggest one side that goes with the order, like a pastry with a coffee.
• Create a bundle with a clear price, such as coffee and a pastry. Bundle prices are set in Kazeer's promo feature.
• Put side items near the counter or on the first page of the menu.

Try one change at a time and watch the average for a week or two, comparing each day with the same day the week before. That way you'll know which change made the difference.

Compare with the same day last week

The easy comparison is yesterday against the day before. The trouble is that each day of the week has its own pattern. Monday and Saturday sales can look very different without anything being wrong. So compare Tuesday with last Tuesday.

Last Tuesday's numbers below are sample data too:

Sales went up, which is good news. But transactions grew faster than sales, so the average per transaction fell. That means more customers came in, and on average each one spent less.

Why? Maybe a drink promo brought in new customers who didn't order food. Maybe a food item sold out early. The list of items sold will help you find out.

Two things to keep in mind:

• If last Tuesday was a holiday, a payday, a day of heavy rain, or the day of a big event near the outlet, compare with two weeks ago instead.
• One different day can be a fluke. When the same pattern shows up two or three weeks in a row, something has changed and needs your attention.

Top sellers and low stock

In our example, yesterday's top seller was Kopi Susu Aren, with 128 cups sold this week. The list of items sold gives you three things to check.

First, make sure you have enough to make it. The two items running low happen to be the main ingredients in Kopi Susu Aren: 6 liters of UHT milk and 1.2 kg of palm sugar. Work out how many cups that covers. The amounts per cup below are only an example, so use your own recipe:

If you usually sell more than 40 cups of Kopi Susu Aren a day, buy more today, before the rush. Don't forget other drinks that use the same milk. To set a minimum stock level from your daily usage, see the guide to ingredient stock.

Second, look at the gross profit each item brings in, not just how many sold. Work it out as the selling price minus the ingredient cost per serving, times the number of servings sold. Your top seller isn't always the biggest earner, because an item with costly ingredients can sell well and still leave little per serving.

Third, look at the bottom of the list. An item that barely sells for weeks takes up room on the menu, and its ingredients can expire before you use them. Think about changing the recipe, putting it in a bundle, or taking it off the menu.

COGS, gross profit, and tax

COGS (cost of goods sold) is what the ingredients cost for the items you sold, plus packaging where there is any. Gross profit is sales minus COGS.

The percentage is more useful than the rupiah amount, because you can compare it from day to day even when sales differ. If it rises while your menu prices stay the same, check these three things:

• Sales shifted toward items with a higher COGS percentage. Compare the list of items sold with the same day last week.
• A promo or discount ran. Customers paid less, while the ingredients cost the same.
• Your supplier raised ingredient prices. Check your latest purchase receipts against the COGS you use for each menu item, and update any that changed.

Some ingredient costs don't show up in the list of items sold: ingredients that are wasted or go bad, and portions bigger than the recipe. You can find this gap by comparing what your stock counts say you used with what your recipes say you should have used. If you've never worked out COGS for each menu item, start with how to calculate menu COGS, which also covers waste and spills.

Gross profit also isn't money you can take home. Rent, staff wages, electricity, gas, and other costs haven't come out yet. Rp2,550,000 in gross profit for the day doesn't mean Rp2,550,000 in net profit.

Then there's tax. If your business charges customers tax, the tax in your report is money you'll pay out later, not income. Keep it apart from your daily cash, for example in a separate bank account, so it doesn't get spent on ingredients. In Kazeer, you can set up both VAT (PPN) and regional tax (pajak daerah). Check with a tax consultant or your local tax office which taxes and rates apply to your business.

Daily reports in Kazeer

In Kazeer, today's sales report updates itself, so there's no manual recap. COGS and tax are recorded from every sale, per outlet, and the report shows sales, COGS, gross profit, net profit after the operating costs you record, and tax. COGS per menu item can be calculated from its recipe, and ingredient stock goes down automatically with each sale. If you have more than one outlet, they're all in one account, with one report for all of them. You can see an example in Kazeer's reports.

With Kazeer AI, you can ask in the chat for yesterday's sales and number of transactions. From those two numbers, you can work out the average per transaction right away.

You can also ask in everyday words, on the web or in WhatsApp, such as "What sells best?" or "Which items should I check?" An answer looks like this (sample data): "This week your best seller is Kopi Susu Aren, with 128 cups sold." (Kazeer AI mostly replies in Indonesian; this answer is translated.)

Your morning check, in order

Save this list and run through it in the same order every morning:

1. Yesterday's sales and transactions. Anything odd? Make sure every order was recorded.
2. Average per transaction: sales divided by transactions.
3. Those three numbers against the same day last week.
4. Top sellers, and the items that barely sold.
5. Low stock: work out how many servings it covers, then decide whether to buy today.
6. COGS as a percentage of sales, and gross profit.
7. Tax: set it aside from your daily cash.

Then pick one or two actions for today. You don't need to change everything at once, because small changes are easier to judge. Write the action down, and check the result next week on the same day.

For questions like these, you can ask Kazeer AI in everyday words, on the web or in WhatsApp. Below are four questions to start with, how to use the answers, and which Kazeer plans include the Kazeer AI chatbot.

What Kazeer AI is

Kazeer AI is an assistant that helps you understand your business records. You ask in everyday words, the way you'd ask a coworker, on the web or in WhatsApp. Use whichever is handier at the moment: the web when you're at a computer, WhatsApp when you're in the kitchen or on the road.

You can also ask about yesterday's sales and ask for business advice. Neither is sent automatically, so ask in the chat when you need them. Both are covered below. You can see a sample conversation in the Kazeer AI section.

The decisions are still yours, because you know better than anyone what's going on at your outlet today.

Four questions to start with

Together they cover what you probably check every day: what's selling, sales so far, stock, and what needs doing today.

"What sells best?"

In Indonesian: "Apa yang paling laku?"

Sample answer: "This week your best seller is Kopi Susu Aren, with 128 cups sold."

There are two things to do with this answer. First, make sure you have enough ingredients for that item to last the next few days. A best seller that runs out during the rush means lost sales.

Second, remember that your best seller isn't always your most profitable item. An item whose cost of goods sold (COGS) is high for its price can sell a lot and still earn you little per serving. Before you put it on promo, compare its price with its COGS per serving. To work that out, see how to calculate menu COGS.

"How much have I sold today?"

In Indonesian: "Berapa penjualan hari ini?"

Sample answer: "As of 10:30, today's sales are Rp1,104,000 from 48 transactions."

Look at the time. A number you ask for in the morning isn't a full day yet, so don't compare it with yesterday's total. Compare it with the same time on another day, such as the same day last week.

You can also work out the average per transaction from those two numbers: Rp1,104,000 ÷ 48 = Rp23,000. If that's well below your usual morning average, maybe more of this morning's customers bought a drink without food.

"Which items should I check?"

In Indonesian: "Barang apa yang perlu dicek?"

Sample answer: "You're down to 6 liters of UHT milk and 1.2 kg of palm sugar. Check them before the 11:00 rush."

Ingredient stock in Kazeer goes down automatically with each sale, but staff don't always record spills, spoiled stock, or waste. So go look at the shelf or the fridge yourself, then work out how many servings what's left will make.

Say one cup of Kopi Susu Aren uses 150 ml of milk. The 6 liters left (6,000 ml) make 40 cups (6,000 ÷ 150). Count the other drinks that use the same milk too. If you usually go through more than 6 liters of milk a day, buy more today. To set a minimum stock level, see the guide to ingredient stock.

"What are my priorities today?"

In Indonesian: "Apa prioritas saya hari ini?"

In Kazeer's example, this one gets a short numbered list, like this:

1. Restock UHT milk and palm sugar before 11:00.
2. Promote Croissant Butter, since its sales fell yesterday.
3. Schedule extra staff. Your busy hours are 11:00 to 13:00.

Treat the list as a starting point. Some things may not be in your business records, like a catering order that just came in by phone, or heavy rain since early morning. Adjust the order to fit, then work through it one item at a time.

Yesterday's sales and business advice

Both are most useful first thing in the morning, while there's still time to buy ingredients or sort out staff.

Yesterday's sales

Ask, for example, "How were sales yesterday?" (in Indonesian, "Gimana penjualan kemarin?"). A sample answer:

• Sales: Rp4,250,000
• Transactions: 186
• Top seller: Kopi Susu Aren

From sales and transactions, you can work out the average per transaction: Rp4,250,000 ÷ 186 = Rp22,849 (rounded). For more on reading these numbers, including how to compare them with the same day last week, see how to read your daily sales report.

Business advice

A sample piece of advice: "Your busy hours are 11:00 to 13:00. Get your stock ready and promote your signature items."

So before 11:00, before the line starts to build, have these ready: ingredients for your signature items, staff on the POS and in the kitchen, and the promo your cashiers will offer.

Advice is most useful when you try it and then judge the result. Say you try a promo from 15:00 to 17:00. Decide up front how many days it will run, then compare drink sales in those hours with the same hours the week before. If the promo is a discount, set the promo price in Kazeer's promo feature, and make sure each cup still earns enough. That tells you whether the promo is worth keeping.

Tips for answers you can use

Say which period you mean

What sells best today and what sells best this week can be different. So include the period, for example "What sells best this week?" ("Apa yang paling laku minggu ini?"). When you read the answer, check the period it mentions too. The sample answers above say "this week" and "as of 10:30."

Ask one thing at a time

A question like "How much have I sold today, and which items should I check?" works better as two questions. An answer about one thing is easier to read on a phone screen.

Open the report before a big decision

Before you place a large ingredient order, change a menu price, drop an item from the menu, or add staff shifts, open the report too. One number from the chat is easier to judge next to the others. Higher sales, for example, only mean more profit if gross profit goes up too.

Kazeer's reports show sales, COGS, gross profit, net profit after the operating costs you record, and tax. If you have more than one outlet, there's one report for all of them.

Plans that include the Kazeer AI chatbot

All three Kazeer plans list the Kazeer AI chatbot. Here's a summary from the plan list on Kazeer's site:

The Free plan has no subscription fee, but there's a Rp500 platform fee per transaction, paid by the customer, and an initial deposit of Rp50,000. The platform fee is deducted from that deposit balance, so the balance doesn't go negative. Neither Standard plan has a platform fee, and both include staff training. Standard Annual also lists a free tablet stand. All three plans include access to every feature for owner, cashier, kitchen staff, and table order, online payment with dynamic QRIS, and customer support (WhatsApp 24/7, answered by the team daily from 09:00 to 21:00 WIB).

The guide to choosing a plan compares all three, and the details are in the pricing section.

A short morning routine

Try this order for one week, before you open:

1. Ask about yesterday's sales: sales, transactions, and top seller.
2. Work out the average per transaction, then compare it with the same day last week.
3. Ask which items need checking, then go look at the shelves and the fridge yourself.
4. Ask for today's priorities, then adjust the list for what only you know.
5. Ask for business advice, then get ingredients and staff ready before the rush.

After the rush, ask how much you've sold today. Write down the number and the time, so next week you can compare at the same time.

At the end of the week, think back: which questions most often got you to act right away? Put those at the top of your routine.

This article helps you choose with a few questions and some simple math. Every transaction count and customer bill below is only an example. Swap in the numbers from your own sales records.

The three plans side by side

Plan prices are per outlet. The more outlets you have, the bigger the discount, so for several outlets, ask the Kazeer team for the price.

The Free plan also has a Rp50,000 initial deposit. It's a balance the platform fee is deducted from, so the balance doesn't go negative.

What every plan includes:

• Every feature for owner, cashier, kitchen staff, and table order.
• Online payments with dynamic QRIS.
• Customer support: WhatsApp 24/7, answered by the team daily from 09:00 to 21:00 WIB.

So that access comes with any plan, and the choice is mostly about cost. You can also see each plan in detail in the pricing section.

Who pays the platform fee

On the Free plan, you pay no subscription. There is a Rp500 platform fee per transaction, paid by the customer. Neither Standard plan has a platform fee. You pay the subscription yourself, monthly or yearly.

So the first question: would you rather your customers pay Rp500 on every transaction, or pay a fixed subscription yourself?

Rp500 feels different depending on how much a customer spends. For someone who only buys a Rp5,000 glass of es teh (sweet iced tea), Rp500 is a tenth of the price of the drink. For a family with a Rp150,000 bill, it's less than 1%.

The easiest way to judge it is to look at the average value of one transaction at your outlet: a day's sales divided by that day's transactions.

The guide to daily sales reports shows how to read this average. Then think about your regulars: would they mind paying an extra Rp500 every time they buy? You know them best.

Count your transactions

The second question: how many transactions does your outlet have in a month? With that number, you can see how much your customers pay in platform fees in a month, then compare it with the cost of Standard Monthly.

The basic math: Rp250,000 ÷ Rp500 = 500. A month of Standard Monthly costs the same as the platform fee on 500 transactions. Because plan prices are per outlet, if you have more than one outlet, do this math for each outlet using the per-outlet price the Kazeer team gives you.

The table below assumes your outlet is open 25 days a month.

How to read the first row: 10 transactions × 25 days = 250 transactions. On the Free plan, your customers pay 250 × Rp500 = Rp125,000 in platform fees that month. On Standard Monthly, you pay Rp250,000, or Rp250,000 ÷ 250 = Rp1,000 per transaction.

Below 500 transactions a month, Standard Monthly means you pay more than Rp500 per transaction. Above 500, your cost per transaction is less than the platform fee your customers pay on the Free plan, and it keeps shrinking as your transactions go up.

The 500 mark isn't a line that forces you to switch plans. On the Free plan, the platform fee is still paid by your customers, not by you. The math shows what it would cost you to spare your customers that Rp500.

Monthly or annual: check your cash flow

If you'd rather have no platform fee, the next question is whether to pay every month or once a year.

Over 12 months, Standard Annual costs Rp1,000,000 less. Another way to see it: Rp2,000,000 ÷ Rp250,000 = 8, so a year of Standard Annual costs the same as 8 months of Standard Monthly. If your cashier works on a tablet, the free tablet stand comes in handy too.

Before you choose Standard Annual, answer these two questions:

1. Can you set aside Rp2,000,000 at once without cutting into the money for ingredients, wages, and rent that month? Compared with Standard Monthly, Standard Annual needs Rp1,750,000 more in the first month (Rp2,000,000 minus Rp250,000).
2. Do you plan to use Kazeer for the full year? The Rp1,000,000 saving assumes 12 months of use.

If you stop before the year is up, the rest of the period isn't refunded, but your access runs to the end of the period, and the tablet stand stays yours. The rules for changing plans are at the end of this article.

Do you need the Kazeer AI chatbot?

The Kazeer AI chatbot is an assistant that helps you make sense of your business records. You ask in everyday language, on the web or in WhatsApp, such as "What sells best?", "How much have I sold today?", or "Which items should I check?" You'll find more sample questions in the article on asking Kazeer AI.

In the plan feature lists, the Kazeer AI chatbot appears on all three plans: the Free plan, Standard Monthly, and Standard Annual. So if the chatbot matters to you, any plan will do. Your choice still comes down mostly to cost: who pays the platform fee, and whether you pay monthly or yearly.

Inventory is also listed on all three plans, so neither feature is what sets them apart.

Match a plan to your situation

If you're still torn between the Free plan and a Standard plan, go back to your transaction count and your regulars. If you're torn between Monthly and Annual, go back to your cash flow.

Changing plans and stopping

You can change plans later. The rules:

• An upgrade, say from the Free plan to a Standard plan or from Standard Monthly to Standard Annual, applies right away. The unused value of the current period is taken off the new plan's price.
• A downgrade, say from Standard Annual to Standard Monthly or to the Free plan, applies at the end of the period.
• What's left of your Free plan deposit stays yours when you change plans.
• Stopping means not renewing. The period you've paid for isn't refunded, but your access runs to its end.

One thing to ask the Kazeer team directly before you pay: how the platform fee shows up on the customer's bill and receipt.

Also tell them which devices and printer you already have. Kazeer runs on phones, tablets, and computers, and the Kazeer team can help you work out what devices you need. You can bring all of these questions to a demo or a chat with the Kazeer team.