Maintenance software for coffee shop chains
Fabric keeps every espresso machine, grinder, water filter, fridge and dishwasher across your shops on one record, so a fault at 7am reaches the right engineer fast and servicing, filters and pressure system examinations never slip.
No espresso, no morning trade
In a coffee shop, the espresso machine is the till. If it goes down at 7am, or the grinder starts pulling shots that taste wrong, the morning rush walks next door.
Across a chain, small problems add up. Every shop has an espresso machine, two or three grinders, a water filter, fridges, a dishwasher and often an oven for bake-off. They are serviced by different companies on different contracts, and the barista opening up on a Saturday rarely knows who to call.
The planned work is easy to lose track of too. Machine services, filter changes, refrigeration checks and the pressure system examination for each espresso machine boiler all fall due at different times in different shops. When they slip, the first sign is usually a breakdown.
Built by people who fix coffee machines
Fabric comes from a team that services and supplies espresso machines for cafés and caterers in London. It is designed around the kit that keeps a coffee shop trading.
Every machine, every shop
Espresso machines, grinders and filters recorded at each shop, with serial numbers, service history and the engineer who covers them.
Faults raised from the bar
A barista logs the fault against the machine with a photo, so the right engineer is called without hunting for numbers.
Filters and services on time
Machine services, filter changes and fridge checks are raised before they are due, for every shop.
PSSR kept on track
Written schemes and examination reports stored against each machine, with the next due date tracked.
One view for the area manager
See open faults, overdue services and response times across every shop on one screen.
Repair or replace, with evidence
Invoices matched to jobs show which machines cost the most to keep running.
The kit behind every cup
- Espresso machines: preventative services, gaskets and group heads, and the boiler's pressure system examination
- Grinders: burr checks and replacement, calibrated to how much coffee you grind
- Water filters and softeners: changed by litres or months, to protect the machine and the taste
- Refrigeration: milk fridges, display chillers and under-counter units
- Warewashing, ice and blenders: dishwashers, ice machines and blenders, cleaned and serviced
- Building services: fire alarm, emergency lighting, electrics and water hygiene
What changes with Fabric
| Task | Today | With Fabric |
|---|---|---|
| Machine down at opening | Calls and group chats | Fault logged with a photo, sent to the engineer on contract |
| Filter changes | Stickers on the machine | Raised automatically for every shop |
| PSSR examinations | Paperwork in each shop | Scheme and reports stored, next date tracked |
| Area manager view | Visiting each shop | Live status for every shop |
| Repair or replace? | Gut feel | Full repair history and cost for each machine |
Helpful reading for coffee shop operators
- Espresso machines and pressure systems
- Commercial kitchen compliance checklist
- EICR and PAT testing for businesses
- PPM schedule template for multi-site operators
Fabric is in early access ahead of launch in 2027. If you run a group of coffee shops, we would like to hear how you look after your machines today.
Common questions
How often should a commercial espresso machine be serviced?
It depends on the machine, your water and how many drinks you make, so follow the manufacturer's guidance and your engineer's advice. Busy shops often service every six months, with water filters changed by litres used or months in service.
Does an espresso machine need a pressure system examination?
Usually, yes. An espresso machine boiler is a pressure system, so the Pressure Systems Safety Regulations 2000 normally require a written scheme of examination and periodic examinations by a competent person. Fabric stores the scheme and tracks when the next examination is due.
Can baristas report faults themselves?
Yes. Anyone on shift can raise a fault against the machine or grinder from their phone, with a photo, so the job goes straight to the engineer who covers that shop.
Can Fabric track water filters?
Yes. Water filters can be set up as assets or planned tasks, so changes are raised on time and recorded against the machine they protect.
How much does Fabric cost for a coffee shop chain?
Fabric starts at £39 per site per month for the core platform, with optional bolt-ons. Everything together is £79 per site per month, excluding VAT. See the pricing page for details.
Related
Espresso machines and the Pressure Systems Safety Regulations
Why commercial espresso machines with steam boilers fall under PSSR 2000, what a written scheme of examination covers, who examines them and how often.
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Early access is open for multi-site operators, caterers and FM providers.