Stop Losing Valuable Customers to Forgotten Follow-Ups Capture Every Lead, Brew Stronger Relationships
Imagine turning that walk-in inquiry into a loyal regular without the chaos of scattered notes and missed calls. Our custom AI lead management turns your coffee shop's unique hustle into a streamlined system that boosts repeat visits by 30%—all built just for you.
Join 150+ food service spots with streamlined leads and happier teams
The "Lead Leak" Problem
Scattered Napkin Notes from 7am Coffee Rushes Leading to Forgotten Catering Inquiries
Overloaded Baristas Missing Follow-Ups on Table Reservations During Lunchtime Peaks
Inaccurate Lead Tracking in POS Systems Causing Wasted BOGO Discounts on Cold Walk-In Prospects
Disjointed Data Between POS Systems and Social Media Messages
Seasonal Surge Overwhelm from Holiday Brunch Leads Slipping Through Cracks in Reservation Books
Manual Entry Errors in CRM Turning Potential Daily Coffee Regulars into One-Time Drive-Thru Visitors
Your Custom AI Lead Management System, Built for Coffee Shop Chaos
We've helped over 50 food service businesses ditch the lead leaks and own their customer flow with tailored AI that fits like a perfect pour-over.
Why Choose Us
Let's be honest, running a coffee shop means you're slinging lattes while fielding questions about catering or loyalty perks. Here's the thing: generic CRM tools just don't cut it—they're like using a sledgehammer to crack an espresso bean. We build a custom AI system that integrates your POS, social channels, and even that walk-up window notepad into one seamless dashboard. You're probably thinking, 'How does this work for my spot?' We start by mapping your exact workflow, from capturing a customer's email during a busy rush to sending a timed nudge for their next flat white. No subscriptions, just a powerful tool you own, flexible enough to handle holiday crowds or quiet afternoons.
What Makes Us Different:
Why This Fits Your Coffee Shop Like a Custom Blend
Turn Inquiries into Repeat Business Overnight
Turn Inquiries into Repeat Business Overnight: Picture this: a customer asks about your seasonal pumpkin spice latte event via Instagram DM. Our AI scores them hot based on past POS visits and auto-sends a personalized invite with a free upgrade coupon. Result? 25% more event sign-ups within 48 hours, without your team lifting a finger during the rush. It's like having an extra barista focused solely on building loyalty for those morning crowd favorites.
Slash Admin Time, Boost Barista Focus
Slash Admin Time, Boost Barista Focus: No more scribbling leads on napkins or chasing emails post-shift. Our system automates capture from Square POS and follow-up texts, freeing up 15 hours a week for your staff to perfect those pour-overs and handle peak-hour lines. Coffee shops we've built for report happier teams, fewer burnout days, and a 20% uptick in customer satisfaction scores—operational efficiency that tastes like success.
Personalized Nurturing That Feels Handcrafted
Personalized Nurturing That Feels Handcrafted: Generic blasts? Not here. We craft AI-driven messages tailored to each lead's vibe—like suggesting oat milk alternatives for that vegan brunch inquiry or gluten-free options for pasta lovers. Shops see conversion rates jump 40% within the first month, turning one-off chats into daily regulars who keep coming back for their go-to orders.
What Clients Say
"Before AIQ, we'd lose track of catering leads during our 7am rush—notes scribbled on order pads, follow-ups forgotten amid the espresso machine chaos. Now, the system pings us right away with scored priorities via our Toast POS, and we've booked 12 more corporate breakfast events this quarter, adding $8,000 in revenue. It's a game-changer for our small team juggling walk-ins and deliveries."
Maria Gonzalez
Owner, Brew Haven Coffee Roasters
"I was skeptical about AI in a cozy spot like ours, but this custom setup integrated our Square POS seamlessly with Instagram DMs. Last month, it nurtured 50 social leads into walk-ins for our lunch specials, adding $2,500 in sales from upsold sandwiches and lattes. No more manual entry headaches—our baristas actually smile more now during those back-to-back orders."
Jamal Carter
General Manager, Urban Grind Cafe & Bistro
"Dealing with seasonal crowds meant leads slipping away, especially for our holiday pop-up turkey sandwich events. AIQ built something that auto-tags high-value inquiries from Instagram Stories, prioritizing VIPs from past catering orders, and we've seen a 35% uptick in repeat customers over the winter rush. Wish we'd done this sooner—it's like an extra set of hands during the brunch frenzy."
Sarah Lee
Co-Owner, Bean Street Roasters & Eatery
Simple 3-Step Process
Discovery Chat Over Coffee
We hop on a call to unpack your daily grind—peak hours, lead sources like app orders or in-store chats. No fluff, just understanding your workflow to spot those sneaky leaks.
Custom Blueprint Design
Together, we sketch a tailored system: AI integrations for your POS, lead scoring tuned to coffee lovers' habits. It's flexible, built for your shop's rhythm, not some template.
Build, Test, and Launch
Our engineers craft and integrate it all, testing during a real shift to ensure it handles the chaos. You go live with full ownership, ready to capture every potential regular.
Why We're Different
What's Included
Common Questions
How does this integrate with my existing POS system?
Great question—integration is our specialty. For coffee shops using Square, Toast, or similar, we build direct API connections that pull in transaction data and customer details without disrupting your flow. During discovery, we map exactly how leads from in-store chats or app orders feed into the system. It's all custom-coded for reliability, so even during a 9am rush, new inquiries auto-populate without manual entry. We've done this for spots just like yours, cutting setup time to under two weeks and ensuring zero downtime. No more double-entry errors that waste your team's energy on admin instead of crafting perfect brews.
Will this work for a small coffee shop with limited tech staff?
Absolutely, and that's our sweet spot. You're probably thinking it's too complex for a team of baristas without IT pros. Here's the thing: we design it user-friendly, like your coffee menu—intuitive dashboard on any device, with simple alerts via phone or tablet. No coding needed from your end; our team handles everything, training your staff in a quick session. One client, a single-location shop with five employees, went from chaotic notebooks to automated leads in a month, boosting efficiency without overwhelming anyone. It's built flexible for your scale, focusing on operational wins like faster follow-ups during slow periods.
What makes your lead scoring different for coffee shops?
Standard tools treat all leads the same, but we customize scoring to your world—like weighting someone who's bought three lattes a week higher than a one-time iced coffee asker. We train the AI on your data: past sales, seasonal trends, even social engagement. Let's be honest, generic systems miss nuances like loyalty program signals. For your shop, this means prioritizing event inquiries from locals over tourists, leading to 30-40% better conversions. We iterate based on your feedback, ensuring it evolves with menu changes or peak behaviors. Shops report closing more catering deals because the system flags the right opportunities at the right time.
How secure is customer data in this system?
Security is non-negotiable in food service, where trust builds regulars. We build with end-to-end encryption, compliant with standards like GDPR and PCI for payment ties. Your leads—emails, prefs, visit history—stay locked in a system you own, not scattered across third-party clouds. Unlike subscription tools with shared vulnerabilities, our custom setup includes role-based access so only baristas see what they need. We've audited it rigorously, drawing from our experience in regulated AI voice agents. One coffee chain we helped avoided a data snag during a busy promo, keeping customer confidence high and avoiding costly breaches.
Can I scale this if I open another location?
Yes, scalability is baked in from day one. We architect the system modularly, so adding a second shop means seamless syncing of leads across locations—think shared customer profiles for that chain-wide loyalty boost. No starting over; it's like expanding your brew menu without rebuilding the kitchen. For a client growing from one to three spots, we extended the dashboard in weeks, handling increased volume without performance dips. It's flexible for multi-site ops, with centralized reporting on cross-location conversions. You're investing in a growing asset, not a rigid tool that hits walls as your business brews bigger.
What's the timeline and cost for a custom build?
Timelines vary by your setup, but most coffee shops see a working prototype in 4-6 weeks, full launch in 8-10. We kick off with a free consult to scope your needs—no cookie-cutter quotes. Costs start around $15K for a core lead system, scaling with integrations like POS depth or voice features, but it's a one-time build versus endless subscriptions. Think of it as owning your espresso machine instead of renting. We've delivered for similar spots under budget by focusing on high-impact features first. Post-launch, minimal maintenance keeps it humming, with ROI from day one through captured leads turning into steady revenue.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.