Quick answer: Give every supply a fixed rhythm: milk several times a week, coffee weekly, cups, lids, sleeves and food packaging counted weekly and ordered weekly or biweekly, and syrups, cleaning chemicals and merch every two to four weeks. Count on the same day each week, order up to par levels, and put steady items on recurring delivery.
Key takeaways
- Same count day, same order day, every week. Consistency makes numbers useful.
- Each item gets a rhythm based on shelf life, lead time and usage.
- Order up to par, not "what looks low."
- Recurring deliveries remove the most common stockouts.
The rhythm by category
| Category | Count | Order | Why |
|---|---|---|---|
| Milk and dairy | Daily glance, formal count 2–3×/week | 2–3×/week | Short shelf life; fridge space limits par; hold at 41°F or below |
| Plant milks (shelf-stable) | Weekly | Weekly or biweekly | Longer shelf life until opened |
| Coffee beans | Weekly | Weekly | Freshness; roaster schedules |
| Cups, lids, sleeves, straws | Weekly | Weekly or biweekly | Bulky; steady use; lead times vary |
| Pastry and food packaging | Weekly | Weekly or biweekly | Tied to food sales |
| Syrups and sauces | Weekly | Every 2–4 weeks | Opened shelf life is limited (Monin lists 30–60 days with a pump) |
| Cleaning chemicals | Biweekly | Every 2–4 weeks | Long shelf life; never run out |
| Merch | Monthly | Seasonal | Driven by sell-through |
| Custom printed items | Monthly | Well ahead of need | Longest lead times |
A sample weekly calendar
| Day | Task |
|---|---|
| Monday | Full count: cups, lids, sleeves, straws, packaging, syrups, coffee |
| Monday afternoon | Place packaging and dry goods orders; place coffee order |
| Tuesday | Milk order #1 |
| Wednesday | Receive packaging; check invoices against orders |
| Thursday | Milk order #2; check weekend projections |
| Friday | Top up anything short for the weekend |
| Saturday | Milk delivery or top-up if your supplier delivers |
| First Monday of month | Count cleaning supplies, merch and custom printed stock |
Adjust days to your suppliers' cutoffs and delivery schedules.
Order up to par
For each item, set a par level:
Par = average daily use × (lead time + days between counts) + safety stock
On count day, order the difference between par and what's on the shelf. Our complete supplies guide walks through the formula, and our opening inventory guide shows a worked example.
Copy-and-paste ordering template
| Item | Par | On hand | Order qty | Supplier | Order day | Delivery day |
|---|---|---|---|---|---|---|
| 12 oz hot cups | Mon | Wed | ||||
| 90 mm lids | Mon | Wed | ||||
| Sleeves | Mon | Wed | ||||
| 16 oz cold cups | Mon | Wed | ||||
| Whole milk | Tue/Thu | Wed/Fri | ||||
| Oat milk | Mon | Wed | ||||
| Vanilla syrup | Biweekly | — | ||||
| Espresso detergent | Monthly | — |
Make it automatic
Items you use at a steady rate are perfect for recurring delivery. Cups, lids, sleeves and napkins rarely change week to week. Put them on a schedule and spend your counting time on the items that move with the season.
Put your packaging on autopilot
Affogato Reserve delivers branded cups, lids, sleeves, napkins and pastry packaging bi-weekly, monthly, quarterly or annually, so the Monday count is about adjusting, not panicking. See products.
Frequently asked questions
How often should a coffee shop reorder supplies?
Milk is usually ordered several times a week. Coffee is often weekly. Cups, lids, sleeves and food packaging are commonly counted weekly and ordered weekly or biweekly. Syrups, cleaning chemicals and merch can run every two to four weeks.
What's the best day to count inventory?
Pick a quieter day and time, often early in the week, and count the same day every week so numbers are comparable. Count before your order cutoff with each supplier.
How do I avoid running out of supplies?
Set a par level for each item based on average use, lead time and days between counts, and reorder up to par every cycle. Recurring deliveries for steady items remove the risk of forgetting.
Sources
- Institute of Child Nutrition, “Food Safety Fact Sheet: Holding Cold Foods.”
- Monin, “What is the shelf life of opened products?.”
Sources checked October 2026. Statistics are reported as published by each source.