Opening or upgrading a café is exciting, but it also requires structure. Every decision you make about equipment affects speed, consistency, and profitability. This checklist outlines what every coffee business needs to run efficiently and deliver excellent coffee every day.

1. Espresso bar essentials

Your espresso bar is the core of your café. It drives revenue, defines workflow, and sets the tone for your customer experience. Choose machines that are reliable, energy-efficient, and easy to maintain.

Espresso Machines

• La Marzocco Linea PB – trusted globally for reliability and thermal stability
• Victoria Arduino Eagle One – compact and efficient, designed for modern cafés
• Profitec Pro 800 – ideal for smaller setups or mobile coffee bars

Grinders

Your grinder has a direct impact on flavor and speed. Even the best espresso machine cannot compensate for poor grinding.

• Victoria Arduino Mythos – precise, fast, and temperature-stable for high-volume service
• Compak E8 OD – reliable performance for medium to high-volume cafés with consistent dosing
• Compak I6 Pro – built for heavy-duty use with smooth grind control and durability
• Perfex All Purpose Grinder – versatile choice for small cafés or backup operations

Accessories

• Tampers and distributors – for even extractions and better consistency
• Brewista scales – accurate weight control for recipe precision
• Knock boxes and milk pitchers – to keep workflow smooth and organized

2. Brewing and batch setup

Every café benefits from offering consistent filter coffee or cold brew. These options expand your menu and reduce espresso pressure during peak hours.

Brewers and systems

• Marco SP9 – delivers consistent pour-over results at scale
• Brewista Smart Brew System – flexible and efficient for small or mid-size cafés
• Marco Jet 6 – ideal for batch brewing in large-volume environments

Grinders for filter coffee

• Perfex All Purpose Grinder – excellent for grind versatility and consistent particle size
• Compak E8 OD – adjustable grind settings for balanced filter extractions

Supporting tools

• Gooseneck kettles for precise pouring
• Filter papers suited to your chosen brewer
• Timers and scales for recipe control and repeatability

3. Water filtration and supply

Water quality directly influences taste and equipment life. Poor water leads to inconsistent flavor, scale buildup, and costly maintenance.

  • Filtration systems

    • BWT Bestmax Premium – balances minerals while protecting machines from scale
    • BWT Bestaqua RO System – recommended for areas with very hard water

    Always check local water hardness before setup. Replace cartridges at recommended intervals to maintain flavor stability and machine longevity.

  • Water boilers

    • Marco Mix UC3 or Marco T10 – ensure stable hot water for tea and brewing

4. Cleaning and maintenance

Clean equipment is essential for consistent flavor and long-term performance. Make cleaning part of every barista’s daily and weekly routine.

  • Daily tasks

    • Backflush espresso machines after each service
    • Purge and wipe steam wands after every use
    • Empty knock boxes and rinse milk pitchers regularly

  • Weekly tasks

    • Deep clean grinders and hoppers
    • Check and replace worn group gaskets
    • Sanitize drain trays and clean water lines

Brewing Gadgets offers cleaning supplies, spare parts, and professional servicing for all major brands to keep your bar running smoothly.

5. Workflow and layout tools

A well-designed bar layout reduces wasted motion and fatigue. Every item should be within arm’s reach of the barista to maintain efficiency.

Key items:

• Barista stations arranged for easy movement from grinder to machine to counter
• Marco Taps for compact and efficient water access
• Organized storage for cups, milk, and cleaning materials

Design your bar to allow two baristas to work comfortably side by side during peak hours. Efficiency directly translates to profit.

6. Staff training tools

Even the most advanced equipment depends on skilled hands. Proper training transforms tools into results and consistency into loyalty.

Essentials for staff training:

• Digital scales and timers for recipe precision
• Thermometers to monitor milk texture temperature
• Brewista kettles and BWT filters for sensory calibration and water quality awareness

Encourage regular calibration sessions and team tastings to maintain high service standards and alignment across shifts.

7. Service and spare parts

Plan for maintenance before your café opens. A single worn gasket or cracked portafilter can interrupt your workflow.

Keep in stock:

• Extra portafilters and filter baskets
• Group head gaskets
• Cleaning brushes and backflush detergents
• Replacement grinder burrs

Brewing Gadgets provides spare parts and technical support for La Marzocco, Victoria Arduino, Profitec, Compak, Perfex, and Marco equipment, ensuring your café stays operational.

FAQ

What is the most important investment for a new café?

A reliable espresso machine and grinder. They determine your speed, flavor quality, and customer satisfaction.

How often should café equipment be serviced?

Schedule preventive maintenance every six months and perform daily cleaning to keep your machines in top condition.

Do I really need water filtration?

Yes. Filtered water ensures consistent coffee flavor and prevents damage to internal machine components.

How many grinders does a café need?

At least two-one for espresso and another for decaf or single-origin offerings. Larger cafés often use an additional grinder for filter coffee.

How can I reduce equipment downtime?

Keep essential spare parts available and train staff to notice warning signs like leaks, temperature fluctuations, or pressure inconsistencies early.