CRM for coffee shops: guest base, loyalty and location reports instead of a sales pipeline.
A coffee shop does not need a lead-to-deal pipeline for every guest — it needs to know who comes, who stopped coming and what works. We build a system on top of your POS: guest base and loyalty, automated messages, reviews and daily reports by location, plus a separate pipeline for corporate orders.
Honestly, the main point: a classic CRM with sales reps and deals is almost never needed in a coffee shop. A guest does not submit an inquiry, they just walk in and pay with Kaspi QR. So the foundation of coffee shop automation is POS data: who buys, how often, at what average ticket, at which location. This data already sits in iiko, Poster or r_keeper; it needs to be connected to loyalty and turned into actions.
The actions are simple and regular: a welcome bonus after sign-up, a message to a guest who has not come for three weeks, a birthday greeting, a seasonal menu announcement, a request to rate the visit. A low rating goes to the location manager, a high one comes with a request to leave a review on 2GIS.
A sales pipeline is needed where there is B2B: coffee breaks, office coffee, wholesale beans for restaurants, franchising. We run it in amoCRM or Bitrix24. For a chain we add reports: revenue, receipts and the share of regulars for each location, every morning in Telegram.
What we automate in a coffee shop.
Guests, visits, average ticket and favorite drinks from the POS and loyalty in one base, with no manual entry or Excel.
Cashback or every Nth cup free, tiers, subscription; a card in Wallet, a Telegram bot or an app, credited against the receipt.
New, regular, lapsing and lost guests; automated messages to each segment via WhatsApp, Telegram or push.
A QR code on the cup or receipt leads to a visit rating: a low rating goes to the location manager, a high one gets a request to review on 2GIS and Google.
A pipeline for coffee breaks, office coffee and wholesale beans: inquiry, quote, Kaspi Pay prepayment, repeat orders.
Revenue, number of receipts, average ticket, share of loyalty guests and top items for each location — every morning in Telegram to the owner.
Opening and closing checklists, display case photos, fridge temperature and cleaning checks through a Telegram bot with a report to the manager.
Stock of milk, beans and cups from the POS inventory, a reminder to order from the supplier before an item runs out.
What the coffee shop system includes.
- POS connection: receipts, guests, items
- Loyalty program and guest card
- Guest segments and automated message rules
- Post-visit review collection flow
- Corporate order pipeline in amoCRM or Bitrix24
- Daily location report in Telegram
- Telegram bot for shifts and checklists
- Stock control and purchasing reminders
- Training for managers and baristas
When POS features are enough, and when you need your own system.
iiko, Poster and r_keeper have built-in loyalty or ready-made modules. For a single location with a simple every-sixth-cup mechanic this is often enough — we will help set it up and link it to a Wallet card; that is a ₸350,000–600,000 project.
A custom system on top of the POS is needed when the built-in tools fall short: a chain with several POS systems or legal entities, a coffee subscription, segments and automated messages, review collection, location reports, corporate orders. That is ₸600,000–1,000,000 on amoCRM or Bitrix24 with integrations; a fully custom system on Next.js and PostgreSQL starts from ₸1,500,000.
Before building anything, we look at your POS: what it already does and what data it exposes via API.
Which numbers a chain owner should see every morning.
- Revenue and number of receipts for each location for yesterday and versus last week.
- Average ticket and share of receipts with food — shows whether combos and breakfasts work.
- Share of loyalty guests — how much of sales comes from regulars.
- 30-day return rate of new guests — the key retention metric.
- Reviews and ratings for the day with managers' replies.
- Items on the stop list and stock that will run out in the coming days.
These numbers are collected automatically from the POS and loyalty and arrive as one Telegram message, with no exports or pivot tables.
What affects the price of coffee shop automation.
Setting up loyalty and messages based on POS features — ₸350,000–600,000, 2–3 weeks. A system with segments, reviews, location reports and a corporate order pipeline in amoCRM or Bitrix24 — ₸600,000–1,000,000, 3–6 weeks. A custom system on Next.js and PostgreSQL — from ₸1,500,000.
The price goes up with: several POS systems in a chain, a POS without an open API, a subscription with recurring charges, WhatsApp Business API with message templates, inventory and shift checklists. Base prices are on the CRM and automation page.
The short version.
How much does a CRM for a coffee shop cost?
Loyalty and messages based on the POS cost ₸350,000–600,000, a system with location reports, reviews and a B2B pipeline ₸600,000–1,000,000, a custom system from ₸1,500,000.
Why do this if the POS already has loyalty?
If the built-in loyalty is enough, we will say so and help set it up. A custom layer is needed for segments, messages, reviews, subscriptions and chain-wide reports that the POS does not provide.
Can we message guests on WhatsApp?
Yes, through the official WhatsApp Business API and only to those who consented when joining the loyalty program. Messages are sent from approved templates, with no mass spam.
How do we collect reviews on 2GIS?
After the visit the guest rates it via a QR code; a high rating gets a link to the 2GIS or Google listing, a low one sends a message to the manager for follow-up.
How long does implementation take?
Loyalty and messages take 2–3 weeks, a system with reports and a B2B pipeline 3–6 weeks, including manager training. Stage details are on the how we work page.
Same service for other industries
Want to see guests and numbers by location? Tell us which POS you use — we will propose a setup.
Tell us how many locations you have, which POS you use, whether you run loyalty now and whether you sell to corporate clients. We will reply with a setup and estimate within 1–2 business days.