☕

BREWCALC

Enter your PIN.

Forgot your PIN? Ask your barista to reset it — they can issue a new one in a few seconds from Settings.

COFFEE SCOREBOARD

LOADING…
Total Drinks
—
Total Cost
—
Cost / Cup
—
Baristas
Each barista runs their own group. Deleting a barista removes everything in their group.
💾 Full Database Backup

Export

Download every group, user, and all group data. The file contains password hashes — store it like a password.

Import

Restore from a backup file. This replaces ALL data on the server and signs you out.

Coffee Bags
Track who bought beans to split fairly.
Stats
Trends, yields, leaderboards. Baristas only.
📈 Trends & Insights
⚗ Bag Comparison

Pick 2–4 bags to compare side by side.

Bag Settlements

A settlement is recorded each time a coffee bag is closed — either manually or automatically when a new bag is opened.

Past Settlements
Settings
Manage your account. Baristas also manage users and credits.

Your Account

Signed in as —

You sign in with a PIN. Ask your barista if you need it reset.

Group

Nominate a Successor

Promote a user in your group to become the new barista. You will become a regular user in the same group.

Users

Credit / Debit

Credit reduces what a person owes. Use a negative amount to debit.

Activity Log

Recent mutations in this group — bags, credits, and suggestion picks.

Data Management
Export your data as JSON or import from a previous backup.

Export Data

Download all people, coffee bags, drink logs, and settlements as a JSON file.

Year-end CSV

Download every bag settlement closed in the selected year as one CSV (opens cleanly in Excel / Google Sheets).

Import Data

Import from a BrewCalc JSON export. This replaces all current data.

User Guide
Everything you need to know about BrewCalc.

What is BrewCalc?

BrewCalc is a shared coffee cost tracker for teams who buy coffee beans together and share a machine at work. Everyone logs the coffees they drink; your barista logs the bags they buy; BrewCalc splits the cost fairly based on actual consumption.

Your coffee routine

1 — Log every coffee

On your Dashboard, press and hold the big +1 COFFEE button on your card for one second every time you brew a cup — the bar fills up and the drink is logged. Quick taps don’t count, so accidental brushes won’t inflate your tab. Brewing for guests? Use the − / + stepper above the button to set how many cups (up to 10) before holding — one hold logs them all. Made a mistake? Hit the small −1 undo link in the card footer to remove your last drink this month.

2 — Rate the active bag

The Active bag card on the Dashboard shows what's currently brewing. Tap a star (1–5) to rate it and leave a short tasting note if you want. Your ratings help the barista pick better bags next time.

3 — Propose & vote the next bag

Go to Coffee Bags → Next Bag Ideas. Type a brand to suggest it (the autocomplete hints existing brands). Tap the vote button on any suggestion to upvote your favourite — the barista picks from the top.

4 — Check your balance

Your Dashboard card always shows: cups this month, cost share, credits you've received, and net balance. A red OWES badge means you owe the pot; a green CREDIT badge means you've paid more than you drank.

Access

  • You sign in with a 6-digit PIN your barista gave you.
  • Forgot your PIN? Ask your barista — they can reset it in a few seconds.
  • The lock icon (🔒) in the top bar signs you out.
  • Sessions idle out after 30 minutes of inactivity.

How the cost split works

Settlement is per bag, not per calendar month. When a bag is closed (manually or when a new one is opened), BrewCalc computes:

1. cpd = bag_cost ÷ drinks_attributed_to_bag
2. share[p] = drinks[p] × cpd
3. balance[p] = share[p] − paid[p] − credits[p]

Positive balance — that person owes the pot.

Negative balance (credit) — that person overpaid.

Your flow

Add colleagues

Dashboard → + Add Colleague. A PIN is auto-generated and shown in Settings → Users. Share it privately; it's shown once.

Log coffee bags

Coffee Bags → + Log New Bag. Pick a buyer, cost, brand (autocomplete from shared catalog), and the machine used. Logging a new bag automatically closes the previous one and produces a settlement.

Settle up

Dashboard shows a Settlement Preview with who-pays-whom transfers. Click Mark paid after a transfer happens — it books offsetting credits and zeros both sides.

Pick the next bag

Coffee Bags → Next Bag Ideas. Colleagues suggest and vote; you pick from the top. "Use" pre-fills the bag form with that brand.

Review stats & activity

The Stats page shows trends, yields (cups per bag, per brand, per machine), leaderboards, and the bag comparison tool. Settings → Activity Log lists every bag / credit / settle event for audit.

Access & security

  • Baristas and colleagues sign in with a 6-digit PIN. The admin signs in with a username + password via the hidden 🗝 icon on the login screen.
  • Colleague PINs are generated when you add a user and shown once in Settings → Users. You can reset any user's PIN from the same place.
  • Rate limiting: 5 failed login attempts per IP triggers a 5-minute lockout.
  • Sessions idle out after 30 minutes. Click the 🔒 icon in the top bar to sign out.
  • Data and credit mutations are recorded in the Activity Log (Settings) for your audit trail.

About BrewCalc

BrewCalc is part of lab.johlem.net. Built with vanilla PHP, JavaScript, and SQLite — no frameworks, no tracking, no third-party services.

For technical details, see the methodology page.