Running a restaurant, pub, hotel or B&B is all about creating memorable guest experiences. Behind the scenes, though, you’re juggling cost control, payroll, VAT, supplier invoices and ever-shifting margins.
That’s where outsourced bookkeeping comes in, so you can stay focused on food, service and hospitality, while a dedicated finance team keeps the numbers in check.
The financial challenges of hospitality
- Complex cost tracking Every dish or room night has ingredient costs, utilities, maintenance and overheads that need tight control to protect slim margins.
- VAT and digital record-keeping Different VAT rates on food, drink and accommodation, plus Making Tax Digital requirements, mean one slip-up can trigger fines or bottle-necks.
- Payroll peaks and troughs Seasonal staffing, overtime for events and tip-pool reconciliations make payroll a moving target.
- Supplier management Multiple vendors for food, linen, maintenance and marketing demand purchase order matching, timely payments and accurate accruals.
- Unpredictable cashflow Off-peak periods, large bookings or sudden refurb jobs can turn a steady week into a cashflow roller-coaster.
How outsourced bookkeeping transforms your back-office
Think of us as your hospitality-focused finance partner, handling every number so you can run the show.
- Cost and margin control
- Job-level cost codes for menus, events or room types
- Real-time spend vs. budget dashboards
- Alerts when margins dip below targets
- VAT and compliance
- Correct rate application on meals, takeaways, accommodation and add-ons
- MTD-ready digital records and quarterly filings
- Support with partial exemption calculations where mixed supplies apply
- Payroll and tips
- Automated timesheet imports and wage calculations
- Holiday pay, NIC and pension contributions handled on time
- Tip-pool tracking and reporting to keep team morale high
- Supplier and stock management
- Purchase order matching and three-way invoice checks
- Accruals for utilities, maintenance and seasonal supplies
- Certification and warranty tracking for equipment
- Cashflow forecasting
- Week-ahead and month-ahead projections tailored to service cycles
- Scenario planning for high- and low-occupancy periods
- Event-level profitability analysis
- Reporting you’ll actually use
- Outlet-level P&L and group roll-ups for multi-site operations
- Key performance indicators: cover per head, occupancy rate, RevPAR, cost of sales percentage
- Customized dashboards accessible on desktop or mobile
Systems and integrations that fit your workflow
- Xero, QuickBooks or Sage setup and training
- POS and booking system integrations for automated sales data
- Expense apps and receipt capture tools for on-the-fly costs
- Cloud-based access so managers and owners stay in sync
Who we help in hospitality
- Independent restaurants and cafés
- Pubs and gastro-pubs with tied or freehold models
- Boutique and large-chain hotels
- Bed & Breakfasts and self-catering venues
- Event spaces, catering companies and holiday parks
Why hospitality businesses choose outsourced bookkeeping
- More time on the floor and in the kitchen
- Confidence that VAT, payroll and cashflow are always up to date
- Faster month-end close so you can make informed decisions sooner
- Reduced risk of errors, fines and audit headaches
- Scalability that grows with additional sites or seasonal peaks
Your next course of action
If you’re ready to swap spreadsheets for service, let’s talk. Outsourced bookkeeping could be the simplest way to protect margins, support growth and free up your team to deliver outstanding guest experiences.
Drop us a message or book a call today, we’re available anytime.