Stop Losing Potential Regulars to Forgotten Follow-Ups Custom CRM That Captures Every Lead, From Pop-Up Events to Social Media Mentions
Imagine turning a one-time latte lover into a daily customer without the hassle of spreadsheets or clunky apps. Our tailored CRM systems have helped coffee shops like yours boost repeat visits by 30% in just three months, all while streamlining your barista team's workflow.
Join 150+ businesses with seamless lead management that feels like an extra barista on your team
The "Lead Leak" Problem
Scattered Customer Notes on Flavor Preferences and Allergy Alerts Buried in Sticky Notes and Emails
Missed Follow-Ups on Event Inquiries During Peak Rush Hours
Inaccurate Loyalty Tracking Leading to Generic Promotions
Overwhelmed Baristas Jotting Catering Leads and Custom Blend Requests on Napkins That Get Tossed During Lunch Rushes
Disconnected Systems Forgetting Online Order Feedback
Disconnected POS Systems Forgetting Online Order Feedback on Menu Items and Delivery Times
Our Custom-Built CRM for Coffee Shops
With years of experience integrating AI into high-volume food service ops, we've helped dozens of cafes ditch the chaos of generic tools for systems that hum like a well-oiled espresso machine.
Why Choose Us
Let's be honest, running a coffee shop means dealing with a whirlwind of interactions—from quick counter chats to Instagram DMs about your latest cold brew. Here's the thing: off-the-shelf CRMs treat every business like a faceless chain, forcing you into rigid templates that ignore your unique rhythm. We build yours from the ground up, weaving in AI to capture leads seamlessly, whether it's a walk-in asking about wholesale beans or a group eyeing your private event space. You're probably thinking, 'But I don't have time for custom tech headaches.' That's why our approach is flexible, fitting your exact workflow without disrupting the morning rush. We replace subscription overload with one owned system that grows with your shop, ensuring every potential regular gets the nudge they need.
What Makes Us Different:
Why This Perfect Fit Transforms Your Shop
Turn One-Time Visitors into Loyal Subscribers
Turn One-Time Visitors into Loyal Subscribers: No more guessing who might return. Our custom CRM tracks preferences—like a customer's go-to pour-over or oat milk latte—and sends personalized invites to your pumpkin spice launch within 24 hours, boosting repeat orders by 25% on average within the first quarter. It's like having a barista who remembers every face and favorite, ensuring they come back for that signature brew.
Streamline Operations Without Adding Headcount
Streamline Operations Without Adding Headcount: During that 8 AM frenzy, leads don't slip through. AI auto-tags inquiries for catering events or wholesale bean supplies, freeing your team to focus on pulling espresso shots instead of lists. Shops we've built for report saving 15 hours a week on manual tracking, letting you expand menu offerings without extra hires during peak seasons.
Boost Revenue from Untapped Opportunities
Boost Revenue from Untapped Opportunities: Imagine spotting patterns in your data, like weekend warriors who love your matcha lattes or gluten-free pastries. Our system flags them for targeted upsells, turning casual sips into event bookings within 48 hours. One client saw a 40% uptick in private party leads within two months—all from smart, automated follow-ups baked into your daily POS flow.
What Clients Say
"Before AIQ Labs, we'd scribble customer emails and iced latte preferences on order pads during the morning rush, and half got lost in the shuffle. Now, our CRM auto-sends thank-yous with flavor recs like nitro cold brew upsells, and we've doubled our email list in four months without extra effort. It's a game-changer for our peak-hour crowds and seasonal promo pushes."
Maria Gonzalez
Owner, Brew Haven Cafe in Portland, OR
"I was skeptical about custom software for our small spot, but they nailed it—integrating with our Square POS to track who bought our seasonal mocha and vegan pastry bundles. Follow-ups converted 20% more trials into regulars last fall, with automated texts right after their visit. Honestly, it's like they read our chaotic schedule around brunch hours."
Tyler Jenkins
General Manager, Urban Grind Coffee Roasters in Seattle, WA
"Juggling walk-ins for pour-overs and online catering requests for office coffee setups was killing us during lunch peaks. Their system prioritizes hot leads like group brunch inquiries during peak hours, and we landed three corporate gigs in the first month, each worth $500+. Saved us from hiring a part-timer just for outreach—total win for our tight margins."
Samantha Lee
Founder and Head Barista, Bean Street Roasters in Austin, TX
Simple 3-Step Process
Discovery Chat Over Coffee
We hop on a call to map your shop's flow—from barista handoffs to event follow-ups—uncovering exactly where leads leak, like forgotten wholesale chats.
Tailored Blueprint Design
Using your inputs, we sketch a CRM that fits like a custom apron—AI features for lead scoring based on order history, all without the bloat of generic apps.
Build, Test, and Launch
We code and integrate it seamlessly with your tools, testing during off-peak to ensure it boosts efficiency right away, then train your team for smooth rollout.
Why We're Different
What's Included
Common Questions
How does custom CRM differ from free tools like Google Sheets for my coffee shop?
Free tools work for tiny ops, but in a bustling coffee shop, they're like using a paper cup for a flood—leads from walk-ins, online orders, and events scatter everywhere. Our custom CRM is built specifically for your workflow, with AI that auto-captures a customer's favorite brew from their POS receipt and triggers a personalized follow-up, like a discount on their next oat latte. No more manual sorting during rush hour. We've seen shops cut lead loss by 35%, turning chaotic notes into a steady stream of regulars. It's flexible, integrates with your existing setup, and scales as you add locations—without the subscription fees piling up. Let's chat about your setup; we can demo how it'd fit your daily grind.
Will this CRM handle the high volume of quick interactions in my shop?
Absolutely—coffee shops thrive on speed, and our systems are engineered for that. Unlike generic apps that lag under pressure, we design yours to handle 200+ daily transactions without a hitch, auto-tagging leads from counter chats or Instagram mentions in real-time. Picture a barista swiping a card: the CRM instantly logs preferences and pings your nurture queue. For one client, this meant following up on 50 event inquiries a week during holiday rushes, converting 15% into bookings. It's mobile-friendly for on-the-floor use, with AI filtering noise so you focus on high-value leads like wholesale prospects. We test rigorously to match your peak flows, ensuring it boosts efficiency, not adds stress.
How much time does implementation take for a small coffee shop like mine?
We're all about minimal disruption—most shops are up and running in 4-6 weeks, starting with a quick discovery to understand your menu cycles and customer peaks. We build in phases: first, core lead capture from your POS; then, AI personalization; finally, full integration and training. No big-bang launch that halts operations. A recent partner, a 20-seat cafe, went live without missing a beat, seeing immediate wins like automated emails that grew their list by 150 subscribers in month one. Your team gets hands-on sessions, and we provide ongoing tweaks. It's custom, so timelines flex to your schedule—perfect for avoiding slow seasons.
Can it integrate with my current POS and loyalty app?
Yes, we specialize in deep, two-way integrations that make your tools talk seamlessly—think Square or Toast feeding customer data directly into the CRM, auto-updating loyalty points from every pour-over sale. No more double-entry that eats barista time. For a downtown roastery we worked with, this linked their app to our system, personalizing offers for 300+ members and lifting repeat visits by 28%. It's built on robust APIs, not fragile zaps, so it withstands updates. We map your exact stack during discovery, ensuring everything flows like a perfect espresso pull. If you have niche apps for inventory or events, we'll weave them in too.
What if my shop grows—does the CRM scale with me?
Built to grow with you, just like your signature blend lineup. We design it modular, so adding a second location or new features—like voice agents for phone catering leads—is straightforward, without starting over. One client expanded from one shop to three; our system scaled effortlessly, handling triple the leads while keeping personalization sharp, resulting in 40% more wholesale revenue. It's your asset, owned outright, with cloud scalability for busy mornings across sites. We include roadmap planning in the build, anticipating needs like seasonal promo tracking. You're not locked into rigid plans—it's flexible, efficient, and ready for your next big pour.
How secure is the customer data in your custom CRM?
Security is non-negotiable, especially with sensitive details like allergy notes or payment prefs in a coffee shop. We use enterprise-grade encryption, compliant with standards like GDPR and PCI, storing data in fortified clouds with role-based access—so only your manager sees full profiles. Unlike shared platforms prone to breaches, our custom builds isolate your info, with AI monitoring for anomalies. A boutique cafe we built for reported zero issues over two years, even during high-traffic events. Regular audits and backups ensure uptime, and we train your team on best practices. Peace of mind means you focus on crafting drinks, not worrying about data slips.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.