Your Free Coffee Shop Startup Checklist
The 10-Phase Planning Tool Used to Open Two Successful Cafés
So You Want to Open a Coffee Shop?
You’ve thought it through. Now it’s time to plan it properly.
Opening a coffee shop takes more planning than most people expect — and less mystery than the industry would have you believe.
This free checklist walks you through every critical phase, from defining your vision and understanding your finances to securing a location, building out your space, hiring your team, and preparing for opening day.
It’s the same planning framework I used to open two cafés in Toronto — refined over six years of running them.
✔ Clarify your vision — define your shop style, brand identity, target customer, and the roaster partnership that makes it all possible
✔ Understand your finances — estimate startup costs, set your personal runway, and create a basic profit forecast before you commit to anything
✔ Find and evaluate the right location — from foot traffic and zoning to lease negotiation and rent-free build-out periods
✔ Handle legal and administrative setup — business registration, licenses, insurance, and incorporation considerations
✔ Design and build out your space — layout, contractors, permits, and the workflow details that affect your daily operations
✔ Purchase and set up your equipment — from espresso machines to POS systems, with a tracker to manage suppliers and warranties
✔ Build your menu — cost each item, set your margins, and choose suppliers for coffee, food, and paper goods
Hire and train your team — job descriptions, onboarding, wages, and the mindset to hire for attitude, not just skill
Market before you open — social media strategy, email list building, soft launch planning, and community partnerships
Open with confidence — systems checks, soft opening, customer feedback, and your first 90 days
