Cross-Platform Cafe Management System
Budget: $250 – $750 USD
Cafe Management System
Version 1.0
1. Introduction
1.1 Purpose
The Cafe Management System is a comprehensive cross-platform application developed using .NET MAUI to automate and manage all operational activities of a cafe, including point of sale, menu management, inventory tracking, customer loyalty, promotions, staff management, purchasing, reporting, and branch management.
The system aims to provide a centralized solution that improves efficiency, reduces manual work, minimizes inventory losses, and enhances customer experience.
1.2 Scope
The system will support:
Cafe sales operations
Order management
Table management
Kitchen operations
Inventory management
Recipe management
Customer management
Loyalty programs
Promotional campaigns
Supplier and purchasing management
Expense management
Reporting and analytics
Multi-branch operations
Supported Platforms:
Windows
Android Tablets
Android Phones
iOS
macOS
1.3 Intended Users
System Administrators
Branch Managers
Cashiers
Kitchen Staff
Store Supervisors
Business Owners
2. Technology Stack
Component Technology
Frontend .NET MAUI
Backend API ASP.NET Core Web API
Database SQL Server / MySQL
ORM Entity Framework Core
Authentication JWT Authentication
Real-Time Updates SignalR
Reporting QuestPDF
File Storage Azure Blob Storage / Local Storage
Notifications Firebase Cloud Messaging
Deployment Cloud / On-Premise
3. User Roles
3.1 Administrator
Responsibilities:
Manage users
Manage roles
Configure system settings
Manage branches
View all reports
Manage promotions
3.2 Branch Manager
Responsibilities:
Monitor branch performance
Manage inventory
Manage staff
Approve purchases
View branch reports
3.3 Cashier
Responsibilities:
Create orders
Process payments
Register customers
Redeem loyalty points
3.4 Kitchen Staff
Responsibilities:
View kitchen orders
Update order status
Track preparation time
3.5 Storekeeper
Responsibilities:
Manage stock
Receive inventory
Record wastage
4. Functional Requirements
Module 1: Authentication & User Management
Features
Login
Users can login using:
Username
Email
Password
User Management
Admin can:
Create users
Edit users
Disable users
Delete users
Reset passwords
Role Management
Admin can assign permissions.
Audit Logs
Track:
Login activity
Data modifications
User actions
Module 2: Dashboard
Purpose
Provide real-time business overview.
Dashboard Widgets
Today's Sales
Orders Count
Active Promotions
Inventory Alerts
Top Selling Products
Pending Orders
Revenue Summary
Customer Visits
Module 3: Menu Management
Category Management
Examples:
Coffee
Tea
Beverages
Desserts
Snacks
Meals
Functions
Add Category
Edit Category
Delete Category
Menu Item Management
Fields:
Item Code
Item Name
Category
Description
Selling Price
Cost Price
Image
Availability Status
Functions
Add Menu Item
Update Menu Item
Disable Menu Item
Archive Menu Item
Add-On Management
Examples:
Extra Cheese
Extra Milk
Whipped Cream
Ice Cream Scoop
Module 4: Point of Sale (POS)
Order Creation
Cashier can:
Select products
Add quantities
Add notes
Apply promotions
Order Types
Dine-In
Assign table
Transfer table
Takeaway
Generate takeaway order
Delivery
Customer address
Delivery tracking
Order Operations
Hold Order
Resume Order
Cancel Order
Split Bill
Merge Bills
Billing
System calculates:
Item Total
Discount
Tax
Service Charge
Grand Total
Receipt Printing
Receipt includes:
Cafe Name
Order Number
Items Purchased
Taxes
Discounts
Payment Method
Module 5: Table Management
Features
Table Setup
Fields:
Table Number
Capacity
Status
Table Status
Available
Occupied
Reserved
Cleaning
Reservation Management
Fields:
Customer Name
Contact Number
Reservation Date
Reservation Time
Guest Count
Module 6: Kitchen Management System (KDS)
Kitchen Order Queue
Displays:
Order Number
Items
Notes
Preparation Time
Order Workflow
New Order
↓
Accepted
↓
Preparing
↓
Ready
↓
Served
Kitchen Features
Order Prioritization
Preparation Timer
Delay Alerts
Module 7: Inventory Management
Inventory Item Management
Fields:
Item Code
Item Name
Unit
Quantity
Reorder Level
Examples:
Coffee Beans
Milk
Sugar
Flour
Stock Transactions
Stock In
Inventory purchase
Stock Out
Usage or wastage
Stock Transfer
Branch-to-branch transfer
Stock Adjustment
Manual corrections
Low Stock Alerts
Automatic notification when stock reaches minimum threshold.
Module 8: Recipe & Ingredient Management
Purpose
Automatically deduct ingredients when products are sold.
Recipe Creation
Example:
Cappuccino
Ingredient Quantity
Coffee Beans 20g
Milk 200ml
Sugar 10g
Recipe Functions
Create Recipe
Update Recipe
Clone Recipe
Disable Recipe
Automatic Inventory Deduction
When item is sold:
Sale Completed
↓
Recipe Retrieved
↓
Ingredient Quantities Deducted
↓
Inventory Updated
Module 9: Supplier Management
Supplier Information
Fields:
Supplier Name
Contact Person
Phone Number
Email
Address
Purchase Orders
Status:
Draft
Submitted
Approved
Ordered
Received
Closed
Goods Receiving
Record:
Quantity Received
Damaged Items
Invoice Number
Module 10: Customer Management
Customer Registration
Fields:
Customer ID
Name
Phone
Email
Birthday
Customer Profile
Displays:
Purchase History
Total Spending
Loyalty Points
Membership Tier
Module 11: Loyalty Program Management
Membership Levels
Bronze
Default level
Silver
500 points
Gold
2000 points
Platinum
5000 points
Point Collection
Example:
100 LKR Spent = 1 Loyalty Point
Point Redemption
Rewards:
Discounts
Free Coffee
Free Dessert
Gift Voucher
Loyalty Benefits
Silver
5% discount
Gold
10% discount
Platinum
15% discount
Exclusive offers
Birthday Rewards
Automatic coupon generation.
Module 12: Promotion & Combo Management
Promotional Combos
Fixed Combo
Example:
Coffee + Sandwich
Flexible Combo
Example:
Choose:
1 Beverage
1 Snack
Promotion Types
Percentage Discount
10% Off
Fixed Discount
500 LKR Off
Buy X Get Y
Buy 2 Get 1 Free
Happy Hour
Specific time-based discounts.
Spend-Based Discounts
Spend 5000 LKR
Get 500 LKR Off
Promotion Rules
Promotions may apply based on:
Date
Time
Branch
Customer Tier
Product Category
Module 13: Expense Management
Expense Categories
Rent
Salaries
Electricity
Internet
Maintenance
Marketing
Expense Functions
Add Expense
Edit Expense
Delete Expense
Upload Receipts
Module 14: Multi-Branch Management
Branch Setup
Fields:
Branch Name
Address
Contact Number
Manager
Branch Operations
Separate Inventory
Separate Sales
Separate Employees
Separate Reports
Head Office View
Consolidated reports across all branches.
Module 15: Reporting & Analytics
Sales Reports
Daily Sales
Weekly Sales
Monthly Sales
Annual Sales
Product Reports
Best Sellers
Worst Sellers
Category Performance
Inventory Reports
Stock Valuation
Stock Movement
Low Stock Report
Wastage Report
Financial Reports
Revenue
Expenses
Gross Profit
Net Profit
Customer Reports
Customer Growth
Loyalty Usage
Top Customers
Promotion Reports
Promotion Usage
Combo Performance
Revenue Impact
Module 16: Notification System
Inventory Alerts
Low Stock
Out of Stock
Order Alerts
New Order
Delayed Order
Ready for Pickup
Customer Alerts
Birthday Rewards
Loyalty Expiry
Promotion Notifications
Module 17: Settings & Configuration
Tax Configuration
VAT
GST
Service Charge
Receipt Configuration
Logo
Footer Message
Contact Details
Business Settings
Currency
Time Zone
Language
Loyalty Settings
Point Earning Rules
Redemption Rules
Promotion Settings
Discount Priority Rules
Combo Rules
5. Non-Functional Requirements
Performance
Login ≤ 3 seconds
Order Processing ≤ 2 seconds
Receipt Generation ≤ 2 seconds
Report Generation ≤ 10 seconds
Availability
99.9% uptime
Security
JWT Authentication
Password Hashing
Role-Based Access Control
Audit Logging
Session Timeout
Scalability
Support:
100+ Concurrent Users
100,000+ Orders
Multiple Branches
Reliability
Automatic Backup
Disaster Recovery
Offline Order Synchronization
6. Database Entities
User
UserID
Name
Email
PasswordHash
RoleID
Role
RoleID
RoleName
Branch
BranchID
BranchName
Customer
CustomerID
Name
Phone
MenuCategory
CategoryID
CategoryName
MenuItem
ItemID
CategoryID
Price
Recipe
RecipeID
ItemID
InventoryItem
InventoryID
ItemName
Supplier
SupplierID
SupplierName
PurchaseOrder
PurchaseOrderID
SupplierID
Order
OrderID
CustomerID
OrderItem
OrderItemID
OrderID
Promotion
PromotionID
PromotionType
LoyaltyTransaction
TransactionID
CustomerID
Expense
ExpenseID
Amount
7. System Architecture
.NET MAUI Application
│
▼
ASP.NET Core Web API
│
▼
Business Logic Layer
│
▼
Entity Framework Core
│
▼
SQL Server / MySQL Database
8. Future Enhancements (Phase 2+)
QR Code Table Ordering
Customer Mobile App
Online Ordering Website
WhatsApp Integration
Delivery Partner Integration
Self-Service Kiosks
AI Demand Forecasting
AI Inventory Prediction
Business Intelligence Dashboard
Customer Feedback Analytics
Digital Menu Boards
Voice-Based Order Taking
Version 1.0
1. Introduction
1.1 Purpose
The Cafe Management System is a comprehensive cross-platform application developed using .NET MAUI to automate and manage all operational activities of a cafe, including point of sale, menu management, inventory tracking, customer loyalty, promotions, staff management, purchasing, reporting, and branch management.
The system aims to provide a centralized solution that improves efficiency, reduces manual work, minimizes inventory losses, and enhances customer experience.
1.2 Scope
The system will support:
Cafe sales operations
Order management
Table management
Kitchen operations
Inventory management
Recipe management
Customer management
Loyalty programs
Promotional campaigns
Supplier and purchasing management
Expense management
Reporting and analytics
Multi-branch operations
Supported Platforms:
Windows
Android Tablets
Android Phones
iOS
macOS
1.3 Intended Users
System Administrators
Branch Managers
Cashiers
Kitchen Staff
Store Supervisors
Business Owners
2. Technology Stack
Component Technology
Frontend .NET MAUI
Backend API ASP.NET Core Web API
Database SQL Server / MySQL
ORM Entity Framework Core
Authentication JWT Authentication
Real-Time Updates SignalR
Reporting QuestPDF
File Storage Azure Blob Storage / Local Storage
Notifications Firebase Cloud Messaging
Deployment Cloud / On-Premise
3. User Roles
3.1 Administrator
Responsibilities:
Manage users
Manage roles
Configure system settings
Manage branches
View all reports
Manage promotions
3.2 Branch Manager
Responsibilities:
Monitor branch performance
Manage inventory
Manage staff
Approve purchases
View branch reports
3.3 Cashier
Responsibilities:
Create orders
Process payments
Register customers
Redeem loyalty points
3.4 Kitchen Staff
Responsibilities:
View kitchen orders
Update order status
Track preparation time
3.5 Storekeeper
Responsibilities:
Manage stock
Receive inventory
Record wastage
4. Functional Requirements
Module 1: Authentication & User Management
Features
Login
Users can login using:
Username
Password
User Management
Admin can:
Create users
Edit users
Disable users
Delete users
Reset passwords
Role Management
Admin can assign permissions.
Audit Logs
Track:
Login activity
Data modifications
User actions
Module 2: Dashboard
Purpose
Provide real-time business overview.
Dashboard Widgets
Today's Sales
Orders Count
Active Promotions
Inventory Alerts
Top Selling Products
Pending Orders
Revenue Summary
Customer Visits
Module 3: Menu Management
Category Management
Examples:
Coffee
Tea
Beverages
Desserts
Snacks
Meals
Functions
Add Category
Edit Category
Delete Category
Menu Item Management
Fields:
Item Code
Item Name
Category
Description
Selling Price
Cost Price
Image
Availability Status
Functions
Add Menu Item
Update Menu Item
Disable Menu Item
Archive Menu Item
Add-On Management
Examples:
Extra Cheese
Extra Milk
Whipped Cream
Ice Cream Scoop
Module 4: Point of Sale (POS)
Order Creation
Cashier can:
Select products
Add quantities
Add notes
Apply promotions
Order Types
Dine-In
Assign table
Transfer table
Takeaway
Generate takeaway order
Delivery
Customer address
Delivery tracking
Order Operations
Hold Order
Resume Order
Cancel Order
Split Bill
Merge Bills
Billing
System calculates:
Item Total
Discount
Tax
Service Charge
Grand Total
Receipt Printing
Receipt includes:
Cafe Name
Order Number
Items Purchased
Taxes
Discounts
Payment Method
Module 5: Table Management
Features
Table Setup
Fields:
Table Number
Capacity
Status
Table Status
Available
Occupied
Reserved
Cleaning
Reservation Management
Fields:
Customer Name
Contact Number
Reservation Date
Reservation Time
Guest Count
Module 6: Kitchen Management System (KDS)
Kitchen Order Queue
Displays:
Order Number
Items
Notes
Preparation Time
Order Workflow
New Order
↓
Accepted
↓
Preparing
↓
Ready
↓
Served
Kitchen Features
Order Prioritization
Preparation Timer
Delay Alerts
Module 7: Inventory Management
Inventory Item Management
Fields:
Item Code
Item Name
Unit
Quantity
Reorder Level
Examples:
Coffee Beans
Milk
Sugar
Flour
Stock Transactions
Stock In
Inventory purchase
Stock Out
Usage or wastage
Stock Transfer
Branch-to-branch transfer
Stock Adjustment
Manual corrections
Low Stock Alerts
Automatic notification when stock reaches minimum threshold.
Module 8: Recipe & Ingredient Management
Purpose
Automatically deduct ingredients when products are sold.
Recipe Creation
Example:
Cappuccino
Ingredient Quantity
Coffee Beans 20g
Milk 200ml
Sugar 10g
Recipe Functions
Create Recipe
Update Recipe
Clone Recipe
Disable Recipe
Automatic Inventory Deduction
When item is sold:
Sale Completed
↓
Recipe Retrieved
↓
Ingredient Quantities Deducted
↓
Inventory Updated
Module 9: Supplier Management
Supplier Information
Fields:
Supplier Name
Contact Person
Phone Number
Address
Purchase Orders
Status:
Draft
Submitted
Approved
Ordered
Received
Closed
Goods Receiving
Record:
Quantity Received
Damaged Items
Invoice Number
Module 10: Customer Management
Customer Registration
Fields:
Customer ID
Name
Phone
Birthday
Customer Profile
Displays:
Purchase History
Total Spending
Loyalty Points
Membership Tier
Module 11: Loyalty Program Management
Membership Levels
Bronze
Default level
Silver
500 points
Gold
2000 points
Platinum
5000 points
Point Collection
Example:
100 LKR Spent = 1 Loyalty Point
Point Redemption
Rewards:
Discounts
Free Coffee
Free Dessert
Gift Voucher
Loyalty Benefits
Silver
5% discount
Gold
10% discount
Platinum
15% discount
Exclusive offers
Birthday Rewards
Automatic coupon generation.
Module 12: Promotion & Combo Management
Promotional Combos
Fixed Combo
Example:
Coffee + Sandwich
Flexible Combo
Example:
Choose:
1 Beverage
1 Snack
Promotion Types
Percentage Discount
10% Off
Fixed Discount
500 LKR Off
Buy X Get Y
Buy 2 Get 1 Free
Happy Hour
Specific time-based discounts.
Spend-Based Discounts
Spend 5000 LKR
Get 500 LKR Off
Promotion Rules
Promotions may apply based on:
Date
Time
Branch
Customer Tier
Product Category
Module 13: Expense Management
Expense Categories
Rent
Salaries
Electricity
Internet
Maintenance
Marketing
Expense Functions
Add Expense
Edit Expense
Delete Expense
Upload Receipts
Module 14: Multi-Branch Management
Branch Setup
Fields:
Branch Name
Address
Contact Number
Manager
Branch Operations
Separate Inventory
Separate Sales
Separate Employees
Separate Reports
Head Office View
Consolidated reports across all branches.
Module 15: Reporting & Analytics
Sales Reports
Daily Sales
Weekly Sales
Monthly Sales
Annual Sales
Product Reports
Best Sellers
Worst Sellers
Category Performance
Inventory Reports
Stock Valuation
Stock Movement
Low Stock Report
Wastage Report
Financial Reports
Revenue
Expenses
Gross Profit
Net Profit
Customer Reports
Customer Growth
Loyalty Usage
Top Customers
Promotion Reports
Promotion Usage
Combo Performance
Revenue Impact
Module 16: Notification System
Inventory Alerts
Low Stock
Out of Stock
Order Alerts
New Order
Delayed Order
Ready for Pickup
Customer Alerts
Birthday Rewards
Loyalty Expiry
Promotion Notifications
Module 17: Settings & Configuration
Tax Configuration
VAT
GST
Service Charge
Receipt Configuration
Logo
Footer Message
Contact Details
Business Settings
Currency
Time Zone
Language
Loyalty Settings
Point Earning Rules
Redemption Rules
Promotion Settings
Discount Priority Rules
Combo Rules
5. Non-Functional Requirements
Performance
Login ≤ 3 seconds
Order Processing ≤ 2 seconds
Receipt Generation ≤ 2 seconds
Report Generation ≤ 10 seconds
Availability
99.9% uptime
Security
JWT Authentication
Password Hashing
Role-Based Access Control
Audit Logging
Session Timeout
Scalability
Support:
100+ Concurrent Users
100,000+ Orders
Multiple Branches
Reliability
Automatic Backup
Disaster Recovery
Offline Order Synchronization
6. Database Entities
User
UserID
Name
PasswordHash
RoleID
Role
RoleID
RoleName
Branch
BranchID
BranchName
Customer
CustomerID
Name
Phone
MenuCategory
CategoryID
CategoryName
MenuItem
ItemID
CategoryID
Price
Recipe
RecipeID
ItemID
InventoryItem
InventoryID
ItemName
Supplier
SupplierID
SupplierName
PurchaseOrder
PurchaseOrderID
SupplierID
Order
OrderID
CustomerID
OrderItem
OrderItemID
OrderID
Promotion
PromotionID
PromotionType
LoyaltyTransaction
TransactionID
CustomerID
Expense
ExpenseID
Amount
7. System Architecture
.NET MAUI Application
│
▼
ASP.NET Core Web API
│
▼
Business Logic Layer
│
▼
Entity Framework Core
│
▼
SQL Server / MySQL Database
8. Future Enhancements (Phase 2+)
QR Code Table Ordering
Customer Mobile App
Online Ordering Website
WhatsApp Integration
Delivery Partner Integration
Self-Service Kiosks
AI Demand Forecasting
AI Inventory Prediction
Business Intelligence Dashboard
Customer Feedback Analytics
Digital Menu Boards
Voice-Based Order Taking