costscafe
How to Calculate Cafe Startup Costs
Published February 20, 2026 · Author: Khang Pham
Opening a cafe is a dream for many, but "how much money do I need?" is the hardest question to answer. This article breaks down every cost category to help you arrive at a concrete number — no budget surprises.
Initial Investment Costs
Security deposit (3-6 months)30 - 150M VNDDepends on location, typically 3-6 months rent
Construction & decoration80 - 300M VND2-5M VND/m². The nicer, the costlier
Espresso machine30 - 150M VND1-group: 30-50M, 2-group: 80-150M
Coffee grinder8 - 40M VNDGood grinders ensure consistent flavor
Fridges, display cases15 - 50M VND2-3 units depending on menu
Tables, chairs & furniture20 - 80M VNDAbout 1-3M VND per table set
Barista tools & kitchen equipment10 - 30M VNDPitchers, tampers, scales, blenders...
POS, cameras, WiFi5 - 15M VNDManagement system + security
Licenses & legal5 - 15M VNDBusiness registration, food safety, fire safety
Monthly Operating Costs
Rent10 - 50M VNDTarget: under 15% of revenue
Ingredients (coffee, milk, syrups...)15 - 40M VNDFood cost around 25-30% of revenue
Staff wages (2-5 people)16 - 40M VNDBarista 6-8M, server 5-6M/month
Utilities3 - 8M VNDAC + espresso machine = high electricity
Marketing & promotions2 - 8M VNDFacebook ads, Grab deals, sampling
Waste & spoilage2 - 5M VNDExpired milk, test drinks, spills
Hidden Costs Often Overlooked
Social insurance for staff
Employer pays 21.5% on base salary. 5 employees = extra 5-8M VND/month.
Equipment maintenance
Espresso machines need servicing every 6 months (2-5M VND). Grinder burrs need periodic replacement.
Delivery app commissions
GrabFood/ShopeeFood take 20-30% per order. Sell 100 drinks via apps = lose 20-30 drinks worth in commissions.
New hire training costs
F&B has very high turnover. Each new hire = 2-4 weeks training, quality drops temporarily.
Total Investment by Size
200 - 400M VND
Small cafe (20-30m²)
10-15 seats, mainly take-away, 2-3 staff
400 - 800M VND
Medium cafe (40-60m²)
20-30 seats, dine-in + delivery, 4-6 staff
800M - 1.5B VND
Large cafe (80-120m²)
40-60 seats, full-service, 8-12 staff
1 - 3B VND
Specialty / Premium
High-end machines, special interior, unique concept
These figures are estimates for HCMC and Hanoi (2026). Other provinces may be 20-40% lower. Most importantly: always reserve at least 3 months of operating costs as working capital. Use Validator.vn to run detailed scenarios for your specific cafe plan.
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