Case study · HoReCa
W-CAFE — food service management system
The floor, the kitchen and the owner's office in one system. Digital café management: orders from a waiter's smartphone or POS terminal, sales, food cost, expenses and payroll in one system.
Keep scrolling — an order travels from the table to the owner's report
The shift, live
Every event of the shift lands in the system at once — from a new order to a stock write-off
- Industry
- Food service
- Status
- In production
- Product
- POS + waiter app + admin panel
- Platforms
- Smartphone · POS terminal · Web
- Role
- End-to-end design & development
Challenge
The café needed a single system: take orders from a waiter's smartphone or a shared POS terminal, hand them to the kitchen instantly and run full management accounting — from dish cost to staff payroll.
Solution
We built W-CAFE: waiters take orders on a smartphone or a shared touch POS terminal, the order lands in the system and goes to work at once, while the admin panel tracks sales, recipe-card dish costs, revenue, expenses and staff payroll.
About the project
W-CAFE brings together order taking, the waiters' work and full management accounting. A waiter takes an order on a smartphone at the table or on a shared touch POS terminal — and it goes to the kitchen instantly. Every sale turns into numbers right away: the admin panel tracks revenue, recipe-card dish costs, inventory, expenses and staff payroll.
One order is one record in the system: no notepads, no evening cash recounts and no “roughly” in the reports
An order's journey
From “two cappuccinos, please” to a line in the report
The waiter takes it
The order is keyed in on a smartphone right at the table or on the shared POS terminal at the counter — the menu, tables and guest count are already in the system.
The kitchen sees it at once
Nobody carries paper slips: the order shows on the kitchen screen the moment it's sent, with the table, items and time — statuses change as cooking goes.
The guest is served
The dishes are out, the bill is settled in cash or by QR — the sale is recorded with the waiter, the table and the service time.
The numbers are in the report
The sale reflects in the admin panel instantly: revenue, recipe-card cost, stock levels and the waiter's shift — no manual entry.
The kitchen screen right now
- 1× Plov
- 1× Caesar
served · 12:42
- 2× Cappuccino
- 1× Croissant
- 1× Syrniki
in progress · 3 min
- 1× Americano
just now
Order taking
Two ways to take an order — one stream of data
01 · The waiter's smartphone
The order is taken right at the table
The waiter never walks to the till: they pick the table, key in items from the menu and send the order to the kitchen in one tap. Before the guest finishes saying “and a compote”, the order is in progress.
- The menu with prices and the stop list is always at hand
- Tables and guests — the order is tied to a seat on the floor
- One-tap send to the kitchen, no running around
Table 07
#142
3 guests
Latte
190 som
Lagman
640 som
Compote
120 som
02 · The POS terminal
A shared touch point at the counter
For takeaway and counter work there's a shared touch terminal: large menu tiles by category, the bill builds on the right, payment in cash or by QR. The same data stream as the waiters'.
- Large tiles — the cashier rings an order up in seconds
- Menu categories and prices are managed from the admin panel
- Cash and QR — the payment method on every bill
Food cost
The system knows what every cup costs
Every dish has a recipe card: ingredients, weights and purchase prices. From it the system computes cost and margin, and each sale writes ingredients off the stock. The owner sees not “probably profitable” but an exact figure for every menu item.
Recipe card · Cappuccino
Menu price: 180 som
Cost: 57 som
Margin 68%
The system computes cost from the recipe card automatically: if milk gets pricier, every drink's margin recalculates itself
Admin panel
The owner sees the whole café in real time
Revenue, expenses, food cost, inventory and payroll in one place. The dashboard answers the main question — “how is the day going” — from any device, while detail sections unfold every figure down to a bill, a recipe card or an employee's shift.
01 · Dashboard
How the day is going, at a glance
Revenue, bill count, average bill and margin update with every sale. The hourly chart shows the load peaks, and the top dishes show what the café earns on.
- Live daily numbers: revenue · bills · average bill · margin
- Revenue by hour — the lunch and evening peaks stand out
- Top dishes of the day with margin per item
WW-CAFE
- Sales
- Menu
- Recipes
- Inventory
- Expenses
- Payroll
- Reports
Today, 20 August
Revenue
84 500som
+12%
Bills
142
+8%
Average bill
595som
+4%
Margin
63%
+1.5%
Top dishes today
02Recipe cards: cost, price and margin of every menu item
03Payroll: shifts, accruals and the pay fund per employee
What's inside
Six modules that cover how a venue runs
Order taking
The waiter's smartphone at the table and the touch POS at the counter — both write to one system.
Kitchen and statuses
The order hits the kitchen the moment it's sent: new → cooking → ready, with the table and time.
Dish costing
Weights and purchase prices yield the exact cost and margin of every menu item.
Levels and write-offs
A sale writes ingredients off by the recipe card: levels stay honest, shortages show at once.
Pay and shifts
Staff shifts and accruals are computed in the system — the pay fund is visible to the last cent.
Reports and revenue
Revenue, expenses and margin in real time from any device — no “we'll tally at month end”.
A shift in numbers
One café day, reconciled by the system
The shift's revenue by hour in the admin panel: the owner sees the lunch and evening peaks and plans purchasing and shifts on real data
142
bills closed over the demo-day shift
595 som
average bill — computed per sale on its own
63%
daily margin from all dishes' recipe cards
2
order-taking channels — smartphone and POS
Who it's for
A system for people tired of counting by hand
Coffee shops and cafés
A fast order flow at the counter and on the floor: the POS and waiters' phones let no bill slip away.
Canteens and fast food
High volume and thin margins: recipe cards and write-offs show where the money leaks.
Venue chains
One menu, prices and reports per location — the manager compares venues on the same numbers.
Owners and managers
The full picture in real time: revenue, expenses, payroll and margin — no waiting for month end.
Result
The owner sees the full picture of the café in real time — from each dish's margin to staff payroll — and runs the venue by the numbers.
Next project
W-CIS — clinic information system