Stop Losing Customers to Slow Follow-Ups Automate Your Lead Management with AI Built Just for Your Shop
Imagine saving 15+ hours per week on chasing leads, turning more walk-ins into loyal regulars, and boosting your revenue by 20-30% without adding staff.
Join 250+ food service spots with streamlined operations and happier teams
The "Lead Leakage" Problem
Leads from pop-up coffee tastings vanish because baristas jot notes on napkins instead of a CRM system
Manual entry of customer emails from the loyalty app eats into peak rush hours, delaying espresso pulls and order fulfillment
Forgotten follow-ups after catering inquiries mean missed group orders for office breakfasts during busy mornings
No way to track which social media mentions turn into actual foot traffic or repeat buys
Scattered customer data across paper logs, spreadsheets, and your POS leads to duplicate outreach and annoyed regulars who receive multiple latte coupon texts
Seasonal promo sign-ups for pumpkin spice specials get buried under daily sales reports, losing you holiday revenue opportunities
Our Custom AI Lead Management Solution
We've helped over 50 coffee shops ditch the chaos of disconnected tools for seamless, owned systems that fit their unique rhythms
Why Choose Us
Let's be honest, running a coffee shop means juggling a million things—from steaming lattes to remembering that one customer's oat milk preference. But when leads slip through the cracks, it's like pouring out perfectly good espresso. At AIQ Labs, we build a custom AI system tailored to your workflow. It pulls data from your POS, website forms, and even social DMs, then intelligently scores and nurtures leads. No more generic templates; this is engineered for your shop's pace, integrating directly with tools like Square or Toast. You're probably thinking, 'How does it know my peak times?' It learns from your data, automating follow-ups during slow periods so your team stays focused on what they do best: crafting great drinks.
What Makes Us Different:
Unlock Time Savings and Revenue Growth
Reclaim 15-20 Hours Weekly on Manual Tracking
Reclaim 15-20 Hours Weekly on Manual Tracking: Here's the thing: baristas spend too much time scribbling customer details instead of serving lines. Our system auto-captures and organizes leads from every source—like pop-up event sign-ups or in-app loyalty forms—freeing up your team to handle the morning rush without distraction. That's like adding an extra shift without the payroll hit—pure efficiency gains that let you focus on expanding your menu with new pastry pairings or opening a second location, with clients reporting up to 30% faster table turnover during lunch peaks.
Boost Conversion Rates by 25% with Smart Scoring
Boost Conversion Rates by 25% with Smart Scoring: Picture this: a customer samples your cold brew at a farmers market and leaves their email. Without follow-up, they're gone like steam from a fresh pour. Our AI scores leads based on behavior—like repeat visits or event interest—prioritizing who gets your next promo, such as a buy-one-get-one on muffins. Shops see ROI in 2-3 months, with one client turning 40% more inquiries into catering gigs for team-building brunches, directly padding their bottom line by an average of $2,500 per event.
Cut Costs by Owning Your System, Not Renting It
Cut Costs by Owning Your System, Not Renting It: Subscription chaos? We've been there—paying for apps that don't talk to each other, like separate POS for orders and email tools for promos. Our custom build integrates everything into one owned platform, slashing those monthly fees by up to 60% while syncing inventory for items like seasonal syrups. For a mid-sized chain, that meant $5K saved yearly, reinvested into better beans or staff training on latte art. It's not just savings; it's building an asset that grows with your shop, reducing waste from overstocked perishables by 15%.
What Clients Say
"Before AIQ, we'd lose track of half our event leads from weekend pop-ups—notes on receipts just piled up amid the pastry rush. Now, the system auto-sends a follow-up text within hours about our next brunch specials, and we've booked three more corporate breakfasts this quarter alone, adding $4,200 in revenue. It's saved us about 10 hours a week, and our baristas actually have time to chat with customers over their cortados now."
Maria Gonzalez
Owner, Brew Haven Coffee Shop in Portland
"I was skeptical about AI in a hands-on spot like ours, but this lead automation nailed it. It pulled emails from our Square app and scored them by who bought our seasonal lattes or paired them with scones. Last month, we converted 15 walk-in inquiries into loyalty sign-ups we would've missed during the afternoon pour-over peak, boosting repeat visits by 18%. Honestly, it's like having an extra staffer who never calls in sick and handles the drip coffee line flawlessly."
Jamal Carter
General Manager, Urban Grind Roasters Chain in Seattle
"Dealing with scattered data from pop-ups and social mentions of our matcha bowls was killing our follow-ups. AIQ built something that fits our two-location setup perfectly—now leads flow straight to our shared dashboard, auto-tagging high-interest ones for follow-up on group smoothie orders. We've seen a 22% uptick in repeat business from nurtured contacts over the last six months, and the time saved lets us tweak our menu—like adding vegan options—without the admin headache eating into prep time."
Sarah Lee
Co-Founder, Daily Drip Cafe with Locations in Austin
Simple 3-Step Process
Discovery and Mapping
We dive into your shop's daily flow— from POS data to event sign-ups—and map out exactly how leads move through your world. No cookie-cutter stuff; it's all about your unique bottlenecks, like rush-hour overload.
Custom AI Build and Integration
Our engineers craft the AI from scratch, connecting it to your tools like your coffee shop's CRM or inventory system. We test it against real scenarios, ensuring it handles everything from a single email to a full catering lead pipeline without a hitch.
Launch, Train, and Optimize
We roll it out with hands-on training for your team, then monitor and tweak based on your first week's data. Over time, it learns your patterns—like peak promo times—delivering even sharper efficiency as your business evolves.
Why We're Different
What's Included
Common Questions
How does this automation handle the high-volume leads from busy mornings without overwhelming my team?
Great question—coffee shops like yours deal with rushes that can generate dozens of leads in an hour. Our custom AI filters and prioritizes them in real-time, scoring based on quick indicators like email sign-ups for loyalty perks. It batches low-priority ones for later review, sending auto-responses to keep customers engaged without your baristas lifting a finger. For one client, this cut manual sorting by 80%, letting them serve 20% more customers during peak. We tailor the thresholds to your shop's pace, ensuring it's a helper, not a hassle. Setup includes training so your team feels confident from launch.
Will this integrate with my existing POS system, like Square, without disrupting operations?
Absolutely, integration is our specialty. We've built seamless connections for Square, Toast, and others used in coffee shops, pulling lead data—like customer emails from transactions—without downtime. It's not a plug-and-play; we map it to your exact workflow, say, linking a card swipe to a follow-up for wholesale inquiries. Shops report zero disruptions post-launch, with data flowing instantly. You're probably thinking about costs—our owned system avoids extra fees, and we handle all testing to ensure it syncs during your busiest shifts, like weekend brunches.
What kind of ROI can a small coffee shop expect from this lead management system?
Let's be honest, every shop's different, but we've seen clear wins. A typical independent spot saves 12-18 hours weekly on manual entry, equating to $1,500+ in labor costs monthly at barista rates. Conversion boosts add up— one client turned 30% more event leads into $2K catering orders quarterly. ROI hits in 3-6 months, with full payback in under a year through efficiency and revenue. We track metrics like lead-to-sale ratio from your data, optimizing as we go. It's like upgrading your espresso machine: upfront investment, but the output (happier customers, steadier income) pays off fast.
Is the system secure for handling customer data in a food service environment?
Security is non-negotiable, especially with regulars sharing preferences or allergy info. We build with end-to-end encryption and comply with standards like GDPR and CCPA, tailored for food service privacy needs. Data stays in your owned system, not scattered across vendors. For coffee shops, this means safe storage of contact details from loyalty apps, with access controls so only authorized staff see it. We've audited setups for clients handling high-volume personal data, preventing breaches that could hurt your rep. Regular updates keep it robust against threats, giving you peace of mind amid daily ops.
How customizable is this for a coffee shop with multiple locations or seasonal events?
Fully customizable—that's our edge. If you've got two spots or pop-up events, we design the AI to unify leads across them, like syncing a downtown inquiry with your suburban shop's inventory. For seasons, it adapts: ramping up nurturing for summer iced drinks or holiday gifts based on your historical data. No templates; we interview your team to match workflows, such as event-specific scoring for farmers markets. One chain saw 25% better lead handling post-launch, with centralized dashboards easing multi-site management. It's built to evolve, so as your business shifts—like adding a food truck—it scales without starting over.
What support do you provide after the system is built and running?
We're in it for the long haul, not a one-and-done. Post-launch, you get dedicated support for the first 90 days, including weekly check-ins to refine based on your lead flow—like tweaking auto-texts for better open rates. Our team monitors performance remotely, alerting you to issues before they snag operations. For ongoing tweaks, we offer modular updates, say, adding voice lead capture for phone inquiries. Clients rave about the responsiveness; one shop adjusted their event pipeline in days during a busy festival season. It's partnership-style support, ensuring your investment keeps delivering as your coffee shop grows.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.