Built for Cafe-Bakeries
Your Tuesday starts at 5 AM with bread. By 7 AM the cafe opens and you're pulling shots, boxing pastries, and answering a text from a customer asking if you can do a birthday cake for Saturday. You're juggling a POS system for cafe sales, a notebook for custom orders, a spreadsheet for recipes, and a mental map of what's in the walk-in. By 2 PM you've made $800 in cafe sales but you're not sure if you actually made money on the $120 custom cake because you never tracked the ingredient cost. By Wednesday you realize you're out of cream cheese — but you didn't know Thursday has two orders that need it. By Friday you're manually invoicing three customers and doing tax math on a napkin. This is the reality of running a cafe-bakery. You're not just a baker — you're a cafe operator, a custom order artist, and a business owner. Your software needs to work like you do: handling walk-in pastry sales, tracking custom orders with email threads, costing a 9-inch fondant cake while your hands are in dough, and telling you exactly what to prep each morning without you having to think about it. BakeOnyx is built for exactly this. One dashboard. One place to see your cafe pastry costs, your custom order pipeline, your inventory, and your profit on every single thing you make. You know your numbers on Tuesday morning instead of Friday night.
Challenges Cafe-Bakeries Face
I'm running two businesses in one space and tracking them in three different systems
Your cafe POS handles walk-in pastry sales. Your email handles custom order inquiries. Your spreadsheet handles recipes and costing. Nothing talks to each other. You quote a customer $85 for a cake on Tuesday, then forget whether you already confirmed it by Thursday. You sell 24 croissants on Wednesday but have no idea if the $3.50 price covers your ingredient cost. You're spending 45 minutes every Sunday night manually entering data from one system into another.
I quote prices wrong because I don't actually know what my cakes cost to make
You've been charging $65 for a 6-inch chocolate cake for two years. You think it costs about $12 in ingredients. You've never actually calculated it. Last week you made one and used three eggs, half a pound of butter, premium cocoa, and a full jar of buttercream. It probably cost $16. You've been undercharging by $4 per cake. Times 40 cakes a year, that's $160 you're leaving on the table. And you won't know until you sit down and do the math — which you don't have time for.
I'm out of ingredients on Saturday morning because I didn't plan ahead
You run out of vanilla extract mid-shift on Saturday. You have three orders waiting. You've got to stop everything, drive to the supplier, or improvise. Meanwhile, your staff is standing around. You lose two hours and $200 in sales. You think you should have ordered Wednesday, but you didn't know you'd need that much vanilla. You had no way to know — your orders were in your email, your inventory was in your head, and your recipes were in a notebook.
My staff doesn't know what to prep each morning without calling me
You arrive at 4 AM to find your team hasn't started the croissant lamination because they didn't know how many you needed. Or they prepped 40 chocolate cakes when you only have 8 orders. You end up doing the thinking yourself every single morning instead of just executing. You can't take a day off because nobody else knows the plan. Your staff is capable — they just don't have access to the order information.
I have no idea which custom orders are actually profitable
You do 15 custom orders a month. Some are $200 wedding cakes that take 8 hours. Some are $45 sheet cakes that take 45 minutes. You're not tracking the time or the actual ingredient costs. You think the wedding cakes are your profit center, but you've never verified it. You might be making $20/hour on wedding cakes and $60/hour on sheet cakes — but you're focusing your energy on the wrong thing because you don't have the data.
Tax season is chaos because I have no financial records
It's January 15th and your accountant is asking for last year's sales, ingredient expenses, and supplier payments. You have cafe receipts in the POS, custom order invoices in your email, and ingredient receipts in a shoebox. You spend a weekend manually piecing together your financials. You're not even sure if you've captured everything. You're probably leaving money on the table in deductions because you don't have clean records.
Ready to Transform Your Bakery?
Join hundreds of baking businesses using BakeOnyx to manage orders, recipes, inventory, and more. Start your free trial today — no credit card required.
How BakeOnyx Helps
Unified Order Pipeline
I'm running two businesses in one space and tracking them in three different systems
You log into one dashboard. You see today's cafe pastry orders, today's custom orders, and today's inventory in one view. A customer texts asking about a weekend cake — you pull up the order pipeline and see you quoted them $85 on Tuesday and they confirmed Wednesday. No more hunting through emails. Your staff clocks in and sees the same dashboard. Everyone knows the plan.
Recipe Costing
I quote prices wrong because I don't actually know what my cakes cost to make
You enter your chocolate cake recipe once: 3 eggs at $0.40 each, half a pound of butter at $6, premium cocoa at $2, buttercream at $8. BakeOnyx calculates the total ingredient cost: $17.20. You know your margin. You price it at $68 and you know you're making $50.80 per cake, not guessing. Next time someone calls asking for a price, you pull up the recipe, adjust for size if needed, and give them a number in 30 seconds. You're never undercharging again.
Inventory Alerts
I'm out of ingredients on Saturday morning because I didn't plan ahead
Wednesday morning you get an alert: 'You have 200g vanilla extract left. Your orders for Thursday and Friday need 350g. Reorder now.' You place the order Wednesday instead of discovering the shortage on Saturday at 7 AM. Your weekend runs smooth. Your staff doesn't have to improvise. You don't lose time or sales.
Daily Bake List
My staff doesn't know what to prep each morning without calling me
Your staff clocks in at 4:30 AM and opens BakeOnyx on the tablet. They see: 'Today's bake list: 24 croissants, 12 chocolate cakes (3 for orders, 9 for cafe), 40 macarons, 2 custom fondant cakes.' The quantities are exact because they're pulled from actual orders. They know exactly what to prep. They don't call you. You arrive to find the ovens already running and the lamination started. You can actually take a day off.
Profit by Product Reports
I have no idea which custom orders are actually profitable
You run a profit report. It shows you that your 8-hour wedding cakes are making $35/hour in profit. Your 45-minute sheet cakes are making $80/hour. You've been spending your best creative energy on the lower-margin work. You shift your marketing. You raise wedding cake prices or streamline the process. You take more sheet cake orders. You're now making decisions based on data instead of intuition.
Financial Reports & Export
Tax season is chaos because I have no financial records
It's January 10th. You click 'Export Annual Report.' BakeOnyx gives you total sales by product, total ingredient costs, total supplier spend, and total labor hours. You send it to your accountant in one email. You have clean records of every transaction. You find $2,400 in deductions you would have missed. Tax season takes two hours instead of two days.
Key Features
Recipe Costing Down to the Gram
You enter a recipe once. BakeOnyx calculates the cost per gram, the cost per portion, and the cost per finished product. A 450g 5-inch cake costs $5.06 in ingredients. A 950g 9-inch cake costs $10.69. Change the price of butter and every linked product updates automatically. You're never guessing on ingredient costs again. You quote prices with confidence.
Order Pipeline from Inquiry to Paid
Track every custom order from the moment a customer texts a question. Inquiry → Quote → Confirmed Order → Production → Delivered → Invoiced → Paid. Each stage is tracked. The customer gets email updates automatically. You never lose an email thread. You never forget to invoice someone. You know exactly how much money is coming in and when.
Inventory Alerts Before You Run Out
BakeOnyx watches your inventory against your orders. Thursday morning you see: 'Cream cheese: 800g on hand. Friday orders need 1,200g. Reorder today.' You order Wednesday instead of panicking Saturday. Your weekend runs smooth. You're never improvising on ingredients again.
Daily Bake List Your Staff Can Actually Follow
Your staff clocks in and sees today's bake list with exact quantities pulled from actual orders. Not a generic template. Not a guess. Real orders. Real quantities. They prep exactly what you need. No waste. No surprises. No phone calls needed.
AI Bake Buddy Answers Your Questions
Ask 'What do I need to prep for Thursday?' and get an answer based on your actual orders, not a generic list. Ask 'How much fondant do I need this week?' and get a number. Ask 'Which orders are due Friday?' and get a list. It's like having an assistant who knows your entire order book.
20 Built-In Reports for the Numbers That Matter
Sales by product. Profit margins by recipe. Customer lifetime value. Supplier spend. Labor hours per order. You see which custom orders are actually profitable. You see which cafe pastries are worth the shelf space. You see where your money is going. You make decisions based on data.
“Monday morning I log in and see this week's orders: 6 cafe pastry orders, 3 custom cakes, 2 bread orders. I pull up the inventory dashboard and see I need to reorder cream cheese by Tuesday. I send my staff the daily bake list and they start prepping without asking me questions. Wednesday a customer calls asking for a price on a 7-inch fondant cake. I pull up the recipe, it shows me the ingredient cost is $12.40, I quote them $65, and they book it. Friday I click 'Generate Invoices' and three customers get paid invoices in their email. By Friday afternoon I run the profit report and see I made $1,240 this week — and I know exactly where that money came from. No spreadsheets. No guessing. No chaos.”
Frequently Asked Questions
Explore More Use Cases
Ready to Transform Your Bakery?
Join hundreds of baking businesses using BakeOnyx to manage orders, recipes, inventory, and more. Start your free trial today — no credit card required.
Free 14-day trial. No credit card required. Plans from $29/month.