CAFE MANAGEMENT.management system for caffe

fartyalkritika 3 views 23 slides Sep 07, 2025
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About This Presentation

Scope & Objectives

Streamline order taking, billing, inventory, and staff ops

Reduce wait times, cut waste, and improve sales insights

Support POS (counter), table service, takeaway, online orders

Core Modules

Menu & Catalog: categories, items, add-ons, variants, pricing, tax

Ordering:...


Slide Content

A SYNOPSIS ON
CAFÉ MANAGEMENT SYSTEM
Submitted in partial fulfilment of the requirement for the award of the degree of
BACHELOR OF COMPUTER APPLICATION
Submitted by:
Kanchan University Roll No. 2471350
Hardik JoshiUniversity roll no. 2471070
Kanal Nagarkoti University Roll No. 24710349
Bhumika Rawat University Roll No. 2471043
Under the Guidance of
DR.JITENDRA CHAUDHARY
Project Team ID:  ID No. 23
School of Computing
Graphic Era Hill University, Bhimtal, Uttarakhand
March-2025

CANDIDATE’S DECLARATION
I/We hereby certify that the work which is being presented in the Synopsis entitled “CAFÉ
MANAGEMENT SYSTEM ” in partial fulfilment of the requirements for the award of the
Degree of Bachelor Computer Application of the Graphic Era Hill University, Bhimtal shall be carried
out by the undersigned under the supervision of DR.JITENDRA CHAUDHARY , Designation, School
of Computing, Graphic Era Hill University, Bhimtal.
Kanchan University Roll No. 2471350
Hardik JoshiUniversity roll no. 2471070
Kanal Nagarkoti University Roll No. 24710349
Bhumika Rawat University Roll No. 2471043
The above mentioned students shall be working under the supervision of the undersigned on the
“CAFE MANAGEMENT SYSTEM ”
         Signature Signature
       Supervisor Head of the Department
Internal Evaluation (By DPRC Committee)
Status of the Synopsis:  Accepted / Rejected 
Any Comments: 
Name of the Committee Members: Signature with Date
1
2
3.
4.

Table of Contents

CHAPTER NO. DESCRIPTION

CHAPTER 1

CHAPTER 2

CHAPTER 3
CHAPTER 4
CHAPTER 5

CAFÉ MANAGEMENT SYSTEM
IN PYTHON
GOAL OF CAFÉ MANAGEMENT
SYSTEM
ADVANTAGES of CAFÉ
MANAGEMENT SYSTEM
FRONT-END AND BACK-END
REAL-WORLD EXAMPLES
REFRENENCES

Chapter 1
Cafe Management System in Python
1.Introduction
This project outlines the development of a Cafe Management
System using Python, designed to automate and streamline café
operations such as menu management, order processing, billing,
inventory tracking, and reporting. The system is built with a modular
approach, ensuring scalability and ease of maintenance.
Key Features
1.Menu Management
oAdd, update, and delete food and beverage items.
oCategorize items (e.g., drinks, snacks, meals).
oTrack stock availability.
2.Order Processing
oTake customer orders with item quantities.
oValidate stock before confirming orders.
oRecord order history with timestamps.
3.Billing & Invoicing
oGenerate itemized bills.
oCalculate total amount with tax (if applicable).
oMaintain a transaction log.
4.Database Integration
oUses SQLite for data storage.
oTables for Menu, Orders, and Users.
oSupports CRUD (Create, Read, Update, Delete) operations.
5.User Interface
oConsole-based for simplicity.
oMenu-driven navigation.
oCan be extended to a GUI (Tkinter/PyQt) or web-based
(Django/Flask) system.

like multi-user access, payment gateways, and cloud storage.
Chapter 2: Goal of Cafe Management System
Introduction
A Cafe Management System (CMS) is designed to automate and optimize daily operations
in a café, improving efficiency, reducing manual errors, and enhancing customer experience.
The primary goal is to create a centralized digital platform that handles orders, inventory,
billing, and reporting seamlessly.
In this chapter, we will explore:
1.Primary Objectives of a CMS
2.Key Benefits for Café Owners
3.Advantages for Staff & Customers
4.Long-Term Business Impact
1. Primary Objectives of a Cafe Management System
1.1 Streamline Order Management
Digital order-taking reduces manual errors.
Real-time updates on available menu items.
Faster processing for dine-in, takeaway, and delivery orders.
1.2 Automate Billing & Payments
Accurate invoice generation with tax calculations.
Multiple payment options (cash, card, UPI).
Transaction history for easy tracking.
1.3 Efficient Inventory Control
Track stock levels in real time.
Auto-alerts for low stock to prevent shortages.
Waste reduction by monitoring expiry dates.
1.4 Enhance Customer Experience
Quick service with digital menus.
Order history for personalized recommendations.
Loyalty programs & discounts integration.

1.5 Generate Business Insights
Sales reports (daily, weekly, monthly).
Popular items analysis for menu optimization.
Peak hour tracking for staff scheduling.
2. Key Benefits for Café Owners
2.1 Cost & Time Savings
✔ Reduces manual work (no paper-based orders).
✔ Minimizes billing errors (automated calculations).
✔ Optimizes staff productivity (fewer repetitive tasks).
2.2 Improved Financial Management
✔ Track revenue & expenses in one system.
✔ Identify profit-making items for better pricing.
✔ Prevent theft & fraud with transaction logs.
2.3 Scalability & Growth
✔ Easy to expand (multiple branches, online orders).
✔ Cloud-based access for remote management.
✔ Integration with third-party apps (Swiggy, Zomato).
3. Advantages for Staff & Customers
3.1 Benefits for Staff
✅ Simplified order-taking (no miscommunication).
✅ Faster table turnover (quick billing).
✅ Training becomes easier (user-friendly interface).
3.2 Benefits for Customers
✅ Faster service (reduced waiting time).
✅ Transparent billing (no hidden charges).
✅ Personalized experience (order history tracking).
4. Long-Term Business Impact
4.1 Data-Driven Decision Making
Analyze best-selling items to adjust inventory.

Adjust pricing strategies based on demand.
Forecast busy hours for better staffing.
4.2 Competitive Edge
Digital presence improves brand image.
Customer loyalty programs increase retention.
Faster service attracts more customers.
4.3 Future-Readiness
Supports expansion (franchise model).
Adapts to trends (contactless payments, AI chatbots).
Integrates with smart devices (IoT-based inventory).
Conclusion
The ultimate goal of a Cafe Management System is to:
?????? Increase operational efficiency.
?????? Enhance customer satisfaction.
?????? Boost profitability through automation.
By implementing a CMS, café owners can reduce costs, minimize errors, and grow their
business while providing a seamless experience for both staff and customers.
Next Steps (Chapter 3 Preview)
Designing the Database Structure
Implementing Core Features in Python
Building a User-Friendly Interface

Chapter 3: Advantages of Cafe Management System
1. Operational Advantages
1.1 Improved Order Accuracy
Digital order entry eliminates miscommunication.
Real-time menu updates prevent selling unavailable items.
Customization tracking (e.g., "no sugar," "extra cheese") is handled precisely.
1.2 Faster Service & Reduced Wait Times
Quick billing & payment processing speeds up table turnover.
Automated kitchen order tickets reduce delays.
Self-service kiosk integration (future upgrade) cuts queues.
1.3 Efficient Inventory Management
Auto-deduction of stock after each order.
Low-stock alerts prevent ingredient shortages.
Waste tracking helps optimize purchasing decisions.
1.4 Simplified Staff Management
Role-based access control (admin, cashier, chef).
Shift scheduling & attendance tracking.
Performance analytics (orders handled per employee).
2. Financial Advantages
2.1 Reduced Operational Costs
Less paperwork saves printing & storage costs.
Minimized food waste through smart inventory tracking.
Lower labor costs via optimized workflows.
2.2 Accurate Financial Tracking
Automated sales reports (daily, weekly, monthly).
Tax & discount calculations without manual errors.
Integration with accounting software (e.g., Tally, QuickBooks).
2.3 Increased Revenue Opportunities
Upselling prompts (e.g., "Add a dessert?") boost sales.
Loyalty programs & promotions attract repeat customers.

Data-driven menu pricing based on demand trends.
3. Customer Experience Advantages
3.1 Faster & Smoother Service
Contactless ordering & payments (via QR codes).
Order history for personalized recommendations.
Digital receipts (email/SMS) for convenience.
3.2 Enhanced Transparency
Clear breakdown of bills (itemized costs, taxes).
Real-time order status (e.g., "Preparing," "Ready for Pickup").
Feedback collection for continuous improvement.
3.3 Improved Customer Retention
Membership discounts & rewards encourage loyalty.
Faster reordering for regular customers.
Personalized offers based on past purchases.
4. Business Growth Advantages
4.1 Scalability
Supports multi-branch management under one system.
Cloud-based access for remote monitoring.
Easy integration with food delivery apps (Swiggy, Zomato).
4.2 Data-Driven Decision Making
Identify best-selling items to optimize the menu.
Track peak hours for better staff allocation.
Customer behavior analysis for targeted marketing.
4.3 Competitive Edge
Tech-savvy image attracts younger customers.
Faster service than traditional cafés.
Adaptability to trends (e.g., subscription models, vegan menus).
5. Security & Compliance Benefits
5.1 Secure Transactions

Encrypted payment processing protects customer data.
Role-based access prevents unauthorized changes.
Audit logs track all system activities.
5.2 Compliance with Regulations
Automated GST/tax reports for legal compliance.
Food safety tracking (expiry dates, ingredient sources).
Labor law adherence (shift logs, break times).
Conclusion
A Cafe Management System provides multifaceted benefits, including:
✅ Operational efficiency (faster service, fewer errors).
✅ Cost savings (less waste, lower labor costs).
✅ Better customer satisfaction (personalized, quick service).
✅ Business growth (scalability, data-driven decisions).
By adopting a CMS, café owners can future-proof their business while delivering a superior
experience to customers and staff.
Next Steps (Chapter 4 Preview)
System Design & Workflow
Choosing the Right Technology Stack
Database Schema for a CMS
Investing in a CMS is not just about automation—it’s about transforming your café into a
smarter, more profitable business. ☕

Front-End vs. Back-End in Cafe Management Systems
Introduction
A Cafe Management System (CMS) consists of two major components:
1.Front-End (User Interface) – What users see and interact with.
2.Back-End (Server & Database) – The logic and data processing behind the scenes.
This chapter explores:
✔ Key differences between front-end and back-end
✔ Technologies used for each
✔ How they work together in a CMS
✔ Choosing the right approach for your café system
1. Front-End: The User-Facing Side
1.1 What is the Front-End?
The front-end is the part of the system that users (customers, cashiers, managers) interact with
directly. It includes:
Screens/Menus (Ordering, Billing, Admin Dashboard)
Buttons, Forms, and Navigation
Visual Design (UI/UX)
1.2 Key Front-End Components in a CMS
Feature Description
Order Screen Where customers/cashiers select items
Billing InterfaceDisplays the total, taxes, and payment options
Admin
Dashboard
Allows menu updates, sales reports, and staff management
1.3 Technologies Used for Front-End
Console-Based (Text UI) → Simple Python (input(), print)
Graphical User Interface (GUI) → Tkinter, PyQt, Kivy
Web-Based → HTML, CSS, JavaScript (Flask/Django for Python backend)
Mobile App → React Native, Flutter (if integrating with a mobile POS)
2. Back-End: The Brains of the System
2.1 What is the Back-End?

The back-end handles:
✔ Business logic (calculating bills, managing inventory)
✔ Database operations (storing orders, menu items)
✔ Security & user authentication
2.2 Key Back-End Components in a CMS
Feature Description
Order ProcessingValidates orders, updates inventory
Billing System Calculates totals, taxes, discounts
Database
Management
Stores menu, orders, user data
2.3 Technologies Used for Back-End
Purpose Technology
Core Logic Python
Database SQLite (small-scale), MySQL/PostgreSQL (larger systems)
API
Development
Flask, Django (for web-based systems)
Example: Python Backend for Order Processing
menu={'pizza':40,'pasta':50,'burger':60,'salad':70,'coffee':80}
#greet
print("welcome to our cafe")
print("pizza :Rs 40\npasta: Rs 50\nburger: Rs 60\nsalad: Rs 70\ncoffee: Rs 80")
order_total=0
# user enter the item he/she want to order
item1=input("enter the name of the item you want to order = ")
if item1 in menu:
order_total = order_total+menu[item1]

print("your item has been added to your order")
else:
print("your ordered item is currently not available ")
#asking the user if he/she want to add more itme in the cart
while True :

another_order=input("Do you want to add another item?(yes/no)")
if another_order=="yes":
item2=input("Enter the name of item you want to order = ")
elif another_order== "no":
break
if item2 in menu:
order_total=order_total+menu[item2]
print("your item has been added to order")
else:
print("your ordered item is currently not available")



#it display the total bill
print(f"the total amount of item to pay is {order_total}")
3. How Front-End & Back-End Work Together
3.1 Data Flow in a CMS
1.User interacts with front-end (e.g., selects a coffee).
2.Front-end sends the request to the back-end.
3.Back-end processes the order (checks stock, calculates price).
4.Back-end updates the database.
5.Front-end displays confirmation (e.g., "Order successful!").
3.2 Example: Placing an Order

Step Front-End Back-End
1. Customer selects
item
Displays menu options–
2. Clicks "Place Order"Sends item ID & quantityReceives request
3. System respondsShows "Order Placed"Updates database, calculates bill
4. Choosing the Right Approach for Your CMS
4.1 Console-Based System (Pure Python)
✔ Pros:
Simple, no extra dependencies
Good for learning/testing
✔ Cons:
Limited user experience
Not scalable for large cafés
4.2 GUI Application (Tkinter/PyQt)
✔ Pros:
More user-friendly
Better for staff/cashiers
✔ Cons:
Requires more development effort
4.3 Web-Based System (Flask/Django)
✔ Pros:
Accessible from any device
Easier to update remotely
✔ Cons:
Needs hosting (if cloud-based)
4.4 Mobile App (React Native/Flutter + Python API)
✔ Pros:
Modern, portable solution
Can integrate with QR code ordering
✔ Cons:
Highest development cost

5. Which One Should You Choose?
Scenario Recommended Approach
Learning Project Console-Based → Simple Python + SQLite
Small Café GUI (Tkinter) + SQLite
Multi-Branch Café Web (Flask/Django) + PostgreSQL
Tech-Savvy Café with
App
Mobile App + Python Backend
Conclusion
Front-End = What users see (UI, buttons, screens).
Back-End = The logic & database operations.
Best choice depends on café size, budget, and goals.
Next Steps (Chapter 5 Preview)
Designing the Database Schema
Building a Console-Based CMS Prototype
Scaling to a GUI/Web System
Understanding front-end vs. back-end helps in designing an efficient, user-friendly Cafe
Management System. ☕
New chat

Chapter 5: Real-World Examples of Cafe Management Systems**
Introduction
Understanding how **Cafe Management Systems (CMS)** work in real businesses helps in
designing better solutions. This chapter explores:
✔ **Popular Commercial CMS Software**
✔ **Open-Source & Custom-Built Solutions**
✔ **Case Studies of Successful Implementations**
✔ **Lessons Learned for Your Python CMS**
1. Commercial Cafe Management Systems
### **1.1 Square for Restaurants**
- **Used by:** Specialty coffee shops & small cafés
- **Key Features:**
- POS (Point of Sale) with touchscreen interface
- Inventory tracking & low-stock alerts
- Integrated payment processing
- Customer loyalty programs
- **Why it works:**
- User-friendly iPad-based system
- No upfront cost (pay-per-transaction model)
### **1.2 Lightspeed Restaurant**
- **Used by:** High-volume cafés & brunch spots
- **Key Features:**
- Tableside ordering via tablets
- Menu management across locations
- Advanced sales analytics
- Kitchen display system (KDS) integration
- **Why it works:**
- Optimized for fast-paced environments

- Scalable for multi-location businesses
### **1.3 Toast**
- **Used by:** Café chains & bakery-cafés
- **Key Features:**
- Online ordering integration
- Employee scheduling
- Customizable floor plans for table management
- Contactless payment options
- **Why it works:**
- All-in-one solution from ordering to payroll
- Strong offline mode for internet outages
---
## **2. Open-Source & Custom Solutions**
### **2.1 Odoo POS (Python-Based)**
- **Used by:** Tech-savvy independent cafés
- **Key Features:**
- Modular design (add inventory, accounting)
- Python backend with JavaScript frontend
- Loyalty program module
- **Advantage:**
- Completely customizable
- Free community edition available
### **2.2 UniCafe (University of Helsinki)**
- **Custom-Built System:**
- Manages 30+ campus cafés
- Features:
- Cashless payment via student cards

- Real-time sales dashboards
- Nutritional information display
- **Lesson for Your CMS:**
- Built for specific institutional needs
- Handles high transaction volume
### **2.3 Python-Based Custom Systems**
**Example: Brooklyn Roasting Company**
- Custom Python/Django system tracking:
- Coffee bean inventory (origin, roast date)
- Multi-location equipment maintenance
- Wholesale client portal
- **Key Takeaway:**
- Specialty businesses often need tailored solutions
---
## **3. Case Studies & Lessons Learned**
### **3.1 Blue Bottle Coffee’s Tech Stack**
- **Challenge:** Maintaining quality across global locations
- **Solution:**
- Centralized CMS tracking:
- Brew recipes (water temp, grind size)
- Customer preference database
- Subscription management
- **Lesson:**
- CMS can enforce quality standards
### **3.2 Starbucks Digital Flywheel**
- **Advanced Features:**
- AI-powered personalized recommendations

- Mobile order-ahead with geofencing
- Real-time inventory at 30,000+ locations
- **Relevant to Your CMS:**
- Even simple systems should allow for future AI/ML integration
### **3.3 Local Café Success Story**
**Parisian Café "Le Code"**
- **Problem:** Long lines during morning rush
- **Python CMS Solution:**
- Self-service kiosks with:
- Multilingual interface
- Dynamic upselling ("Croissant with coffee?")
- Integrated payment
- **Result:**
- 40% faster service
- 15% increase in average order value
---
## **4. Key Takeaways for Your Python CMS**
### **4.1 What Works in Real Cafés**
- **Must-Haves:**
- Fast order entry (≤ 3 clicks/taps)
- Real-time menu updates
- Split-bill functionality
- **Differentiators:**
- Customer-facing order tracking screens
- Integrated kitchen display system
- Waste tracking analytics

### **4.2 Pitfalls to Avoid**
❌ Overly complex interfaces (confuses staff)
❌ No offline mode (fails during internet outages)
❌ Ignoring mobile responsiveness
### **4.3 Scalability Considerations**
- Start simple (SQLite → PostgreSQL)
- Design APIs for future:
- Online ordering
- Mobile apps
- IoT devices (smart scales, inventory sensors)
---
## **5. Implementing Real-World Features in Python**
### **5.1 Example: Dynamic Upselling**
```python
def suggest_upsell(main_item):
upsells = {
"Coffee": ["Croissant", "Muffin"],
"Sandwich": ["Chips", "Salad"]
}
return upsells.get(main_item, [])
# During order:
item = "Coffee"
suggestions = suggest_upsell(item)
print(f"Would you like to add: {', '.join(suggestions)}?")
```
### **5.2 Kitchen Display Integration**

```python
import pygame # For simple KDS simulation
def show_kitchen_order(items):
pygame.init()
screen = pygame.display.set_mode((800, 600))
font = pygame.font.SysFont(None, 36)

y = 50
for item in items:
text = font.render(f"PREP: {item}", True, (255,0,0))
screen.blit(text, (50, y))
y += 40

pygame.display.flip()
pygame.time.wait(3000) # Display for 3 seconds
```
---
## **Conclusion**
Real-world CMS examples show:
✅ **Commercial systems** excel in reliability
✅ **Custom solutions** address unique needs
✅ **Python is powerful** for tailored café systems
### **Next Steps (Chapter 6 Preview)**
- **Designing Your Database Schema**
- **Building Core Functions in Python**
- **From Console to GUI: Tkinter Implementation**

  Building an Effective Cafe Management System in Python
Key Takeaways
Through this guide, we’ve explored how to design, develop, and optimize a Cafe Management
System (CMS) using Python. Here’s a recap of the core insights:
1.System Fundamentals
oA well-structured CMS handles orders, billing, inventory, and customer
data efficiently.
oPython’s simplicity and libraries (SQLite, Tkinter, Flask) make it ideal for building
scalable solutions.
2.Front-End vs. Back-End
oThe front-end (UI) focuses on usability for staff and customers.
oThe back-end manages logic, databases, and security.
3.Real-World Applications
oCommercial systems like Square and Toast offer robust features.
oCustom Python solutions allow tailored functionality (e.g., loyalty programs, waste
tracking).
4.Advantages of Automation
oReduces errors in orders and billing.
oSaves time on inventory and reporting.
oImproves customer experience through faster service.
Why Python?
✔ Easy to Learn: Great for beginners and prototyping.
✔ Flexible: Supports console, GUI, web, and mobile apps.
✔ Strong Ecosystem: Libraries for databases (SQLite), GUIs (Tkinter), and web frameworks
(Flask/Django).
Next Steps for Your Project
1.Start Small
oBuild a console-based version first (Chapter 1).
oAdd a GUI (Tkinter/PyQt) later (Chapter 4).
2.Expand Features

oIntegrate online ordering (Flask API).
oAdd advanced analytics (sales trends, staff performance).
3.Deploy & Test
oTry the system in a real café environment.
oGather feedback from staff and customers.
Final Thoughtss
A Python-based CMS can transform café operations by:
?????? Boosting efficiency (fewer manual tasks).
?????? Increasing profits (better inventory control, upsell opportunities).
?????? Enhancing customer satisfaction (faster, accurate service).
Whether you’re a developer, student, or café owner, this project provides hands-on experience in
building practical, business-ready software.
What’s Next?
Explore machine learning for demand prediction.
Integrate IoT devices (smart scales, POS tablets).
Develop a mobile app for remote management.
Start coding today and brew success for your café! ☕??????