Pastry shop software for craft patisseries
Pastry shop software that knows pickup dates, recipes in grams and the cost of every cake. Built by the pastry chefs behind PyziPyzi (Kalisz, Poland, since 2018).
- Orders with a pickup date, deposit and cake description
- Recipes with sub-recipes, cost, margin and allergens
- Import ingredients, products, recipes and customers from Excel
- KSeF FA(3) invoices and purchase invoices downloaded from KSeF
- Works on your phone, tablet and computer, nothing to install
20 days free, no credit card. Built by the pastry chefs behind PyziPyzi (8 years in business).
How to choose pastry shop software
When you look for pastry shop software, it is easy to end up with a program that fits the trade in name only. A restaurant POS knows tables and bills, invoicing software knows invoices, and a spreadsheet knows only what you type into it. A pastry shop needs something else: orders for a specific day and time, recipes in grams, the cost of every product and tidy paperwork for the sanitary inspection. Below is a list of questions worth asking any program before you move your business into it.
Eight questions to ask before you buy
- Does an order have a pickup date, a deposit and a description? A cake for Saturday at 3 pm, with an inscription and a deposit paid, is everyday business. The program has to keep it all in one place and show it in the calendar.
- Does it work out the cost from the recipe? The cost of a cake is not just the ingredients, but also oven electricity, packaging and a share of fixed costs. A good cost calculator works it out from current prices and suggests a price from the margin you want.
- Does it handle sub-recipes? Cream, sponge and fruit filling go into many products. The program should let you make them a separate recipe and reuse it, instead of retyping the ingredients in every cake.
- Does it work out allergens? If it knows the recipe, it should build the allergen list for the label and the counter from it, without you keeping track by hand.
- Is it ready for KSeF? In Poland, structured e-invoices through KSeF (the National e-Invoicing System) are mandatory in 2026. A program that issues an invoice should send it to KSeF right away and download purchase invoices from wholesalers from there by itself.
- Can you use it at the workbench? A pastry chef rarely sits at a computer. If the program isn't comfortable on a phone, the team will go back to the notebook within a week.
- Can you move your data into it? Ingredients, products, recipes and customers usually already live in Excel. Importing from a file saves days of retyping.
- How much does it cost, and can you test it with no commitment? A subscription with no setup fee and a trial on your own data tell you more than any sales presentation.
BakePilot answers "yes" to every one of these questions. The individual modules are described on the features page.
What kind of pastry shop software to choose
There are four kinds of software for pastry shops. Each solves a different part of the problem, so it helps to know what to expect from it.
A spreadsheet
Free and familiar, which is why most pastry shops start with it. The trouble is that a spreadsheet does nothing by itself: it won't remind you about a pickup, recalculate the cost after butter goes up or send an invoice. It works as long as one person looks after it. A step-by-step comparison is on the BakePilot instead of Excel page.
Restaurant software or a POS till
Good for counter sales and bills, but built around tables and a restaurant menu. It usually doesn't know a cake recipe in grams, orders with a pickup date a week away or HACCP forms for a pastry shop. The pastry shop has to adapt to it, when it should be the other way round.
Invoicing and accounting software
It solves the paperwork, not the production. The invoice comes at the end, while all the work that leads up to it - the order, the recipe and the cost - still lives in the notebook. On top of that, you type the customer's details twice.
Pastry shop management software
Software built around how a pastry shop works: the order knows the recipe, the recipe knows the cost of its ingredients, and the invoice is created from the finished order. That is what BakePilot is. If you want to know how these modules fit together, read about bakery management software. If working from your phone matters most, see the bakery app.
Switching software without retyping your data
The biggest worry when changing software is typing everything in again. With BakePilot you can move most of your data from files you already have:
- ingredients with prices - from a CSV file or Excel (XLSX),
- products - from a CSV file,
- recipes - from Excel (from the Profesjonalny plan),
- customers - from a CSV file,
- daily reports from previous months - from Excel, so your statistics have a history.
After that, ingredient prices don't have to live in your memory. On the Mistrzowski plan the software downloads purchase invoices from KSeF by itself, and the invoice price scanner moves prices from an invoice to your ingredients. When the wholesaler raises the price of butter, the cost of your cake changes without you lifting a finger.
Pastry shop software for the whole team
A pastry shop is not one person. The sales assistant takes orders, the pastry chef looks at the production list, and the accountant needs invoices. That is why every employee has their own account and role in BakePilot, and you decide what they see. The baker doesn't need to see the takings, and the sales assistant can't change a recipe. The staff screens are available in Polish, English and Ukrainian, which helps teams with staff from abroad.
The Mistrzowski plan adds time tracking: clocking in and out on a phone or on a shared tablet with a PIN code, a shift schedule, leave and a settlement of hours for payroll. No separate HR program for simple payroll.
How much pastry shop software costs
BakePilot is a subscription, with no setup fee and nothing to install. Net prices per month, plus 23% VAT:
- Podstawowy (Starter) - 98 PLN: orders, products, customers, calendar, Kanban and notes for 2 users. A good start for a cake studio or a home baker.
- Profesjonalny (Professional) - 189 PLN: adds recipes with the cost calculator, sub-recipes, inventory, purchase planner, price lists and wholesale customers, delivery notes (WZ), reports and analytics for 5 users.
- Mistrzowski (Master) - 319 PLN: the full business - invoices and KSeF, HACCP, production from a recipe in weighing mode, stocktaking, time tracking and no limit on users.
With yearly billing you pay less than for twelve separate months. The full plan comparison is in the pricing section.
Software for pastry shops, patisseries and cake studios
BakePilot is used by one-person cake studios, family pastry shops with a display case and businesses that, besides retail, deliver to shops and cafes. A patisserie with a counter uses it for celebration orders and costs, and a business with wholesale for customer price lists, delivery notes and deliveries. If you bake bread as well as cakes, have a look at bakery software.
Rolling out the software step by step
You start with 20 days free, no credit card. On day one you create an account and import your ingredients. In the first week you add your best-selling products with recipes and take your first orders in the software. In the second week you create accounts for your staff and check the first reports. Every step is described in the documentation, and the "From ingredient to product" guide walks you through your first product. The software was built by the owners of the PyziPyzi pastry shop in Kalisz, Poland, so support talks to you in a pastry chef's language, not a programmer's.
Which pastry shop software should I choose?
One that knows how a pastry shop works: orders with a pickup date and time, recipes in grams with sub-recipes, product cost from current ingredient prices, allergens, invoices and HACCP. Restaurant software or invoicing software alone covers only part of this. BakePilot covers all of it and works on your phone.
How much does pastry shop management software cost?
BakePilot costs from 98 PLN net per month (Podstawowy plan, 2 users). Profesjonalny at 189 PLN adds recipes with the cost calculator, inventory and analytics for 5 users, and Mistrzowski at 319 PLN adds KSeF invoices, HACCP, time tracking and unlimited users. Prices are net, plus 23% VAT. There is no setup fee, and yearly billing works out cheaper.
Can I move my data from Excel into the software?
Yes. You can import ingredients from a CSV or Excel file, products and customers from a CSV file, and recipes and daily reports from Excel. You don't have to retype your database by hand.
Does the pastry shop software work on a phone?
Yes. BakePilot works in the browser on any phone, tablet and computer, with nothing to install. There is also an Android app on Google Play. The data is in the cloud, so the whole team sees the same orders.
Does the software issue KSeF invoices?
Yes, on the Mistrzowski plan. You issue an FA(3) invoice from a finished order and send it to KSeF, Poland's National e-Invoicing System, with one button. The software also downloads purchase invoices from suppliers from KSeF. Invoices in Polish zloty go to KSeF.
Is the software suitable for a patisserie or a cake studio?
Yes. BakePilot is used by one-person cake studios, family pastry shops and patisseries with a counter, and businesses with wholesale and deliveries. You start with the plan that fits the size of your business and change it as you grow.
Try the software in your own pastry shop
20 days free, no credit card. If BakePilot isn't for you, there are no fees.