Café management software with POS, stock and a free QR menu

At half past eight a café in Vake or on Rustaveli Avenue has a queue to the door. Flat whites, a cappuccino with oat milk, two croissants to take away, a tourist asking what lobiani is. The person at the counter has a few seconds for each order, and the system they use has to keep up without making them think.

The money in a café, though, is made or lost somewhere quieter. It is in the litre of milk that expired on Thursday, the six pastries thrown away at closing, the roaster who raised the price of beans and the menu that still shows last spring's prices. Each of these is small. Together they decide whether a cup is profitable.

Where cafés lose money

• Perishables that expire on the shelf. Milk, cream and baked goods spoil quickly, and ordering by feel means either running out at ten o'clock or pouring stock down the drain.
• End-of-day waste nobody records. Unsold pastries and spilt drinks never appear anywhere, so the real cost of a cup stays hidden.
• Menus that drift from the till. Printed menus and table cards go out of date the first time a price changes.
• Supplier prices that move quietly. A few tetri on a litre of milk, every week, is a margin that disappears without anyone deciding it should.

A counter that keeps up

The Wox POS is built for quick order entry. Drinks and pastries sit in categories the barista can reach in one tap, and modifiers like an extra shot, a different milk or a size are chosen from the item's own options, with their prices already attached. A guest who pays partly in cash and partly by card is handled on the same screen.

Café Wi-Fi is often shared with guests and is not always reliable. When the connection drops, the POS keeps taking orders and payments in offline mode, holds the work on the device and syncs when the connection returns. Anything still waiting to sync is marked as pending, so the end-of-day numbers are never quietly short.

A free QR menu that is never out of date

Every Wox plan, including Free, comes with a QR menu. It reads from the same menu as the POS, so when you change the price of a latte in Wox, the menu on the guest's phone changes with it. Guests can read it in Georgian, English or Russian, which matters in a city where the morning queue can include three languages.

The menu also follows availability. When a pastry sells out and is marked unavailable, guests stop seeing it, and nobody has to apologise for an item that is not there. The digital menu page shows how it looks and how to print the QR code for tables and the counter.

What is really in a cup

A flat white is not one item. It is about 18 grams of beans, 150 millilitres of milk, a cup and, if it goes out the door, a lid. When those ingredients are set up as a recipe, every sale deducts them from stock. You buy beans by the kilo and milk by the litre, and Wox converts between the unit you buy in and the unit the recipe uses, so the numbers stay honest.

The same recipe gives you the cost of the cup. When the roaster's price changes, the cost of every drink that uses those beans changes with it. Recipe costing explains how to build recipes, and menu changes that improve profit covers what to do once you can see the numbers.

Par levels for daily perishables

A par level is the amount of an item you want on hand between deliveries. Set one for milk, cream, beans, croissants from your bakery supplier and cups, and Wox compares it with what is in stock. When an item falls below its level, you get a low-stock alert in the app and as a push notification, early enough to call the supplier before the morning rush rather than during it.

Par levels can be a fixed number you set or follow recent usage, which helps when Saturdays look nothing like Tuesdays. The par levels guide walks through choosing them, and the mobile app lets a manager check stock from a phone on the way in.

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Inventory Count

Walk-In Cooler · Downtown

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Storages

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History

ItemOn HandParStatus

TTomatoes, Diced

4 cs24 csLOW

OOlive Oil, EVOO

8 gal6 galOK

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12 lb30 lbLOW

MMozzarella

6 lb8 lbOK

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50 lb25 lbOK

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1 bn5 bnLOW

⚠3 items below par level — reorder suggested

Waste becomes a number

Waste is the cost cafés most often leave unmeasured, because nobody writes down the croissants that did not sell. In Wox, staff log waste with a quantity and a reason: unsold at closing, spilt, expired, damaged in delivery. The stock goes down by that amount, and the reason stays on the record.

If you record expiry dates on stock, Wox also warns you before they pass, and writes off what has expired as waste so stock does not count milk that is no longer usable. After a few weeks the waste report shows which items and reasons cost the most. Often the answer is a par level set too high for a weekday, or a pastry order sized for the weekend. The waste tracking guide and how to reduce food waste go further.

Each of these is small. Together they decide whether a cup is profitable.

Supplier prices you can see

In Georgia, most deliveries already come with an rs.ge waybill. Wox connects to rs.ge, imports twelve months of waybill history and syncs every night after that. It proposes suppliers and matches waybill lines to your items, and nothing changes stock until you have reviewed it. From then on, each item has a price history, so the dairy that raised its price in October shows up as a line, not a feeling. The price variance guide explains how to read it.

Questions at the end of the week

On paid plans, Wox Analyst answers questions about your café in Georgian or English, from live data: how many croissants were thrown away this week, which drinks sold best before ten, whether milk cost more this month than last. It can suggest a change, such as lowering a par level or logging waste, and nothing is applied until you confirm. Morning insights can flag a cash shortage at close or a jump in food cost.

Closing up

At closing, the cash drawer is counted against its own record of the opening float, cash sales, drops and paid-outs. If you prefer, the count can be blind, so the person counting does not see the expected amount first. Any difference is recorded with a reason, and the day's summary is ready for the owner without anyone adding up receipts.

Getting started

A sensible first week is to set up the menu and the QR menu, add recipes for your ten best sellers and set par levels for milk and beans. Connect rs.ge when you are ready to see supplier prices. The Free plan includes the QR menu, and paid plans start at 99 GEL per month; see pricing for details or book a demo. If you bake on site, the bakeries page covers recipes and batches in more depth.