An outsourced finance team for pubs, restaurants and café groups: a profit and loss for every site, staff cost against takings each week, stock and wastage, tronc, and VAT on food. From £750 + VAT a month.
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Each site gets its own tracking category in Xero, so sales, staff and stock are posted to the site that earned or spent them. Each week you see the sites side by side.
| One week | Site A | Site B | Site C |
|---|---|---|---|
| Sales before VAT | £18,000 | £12,500 | £22,000 |
| Staff cost | £5,400 (30%) | £4,750 (38%) | £6,160 (28%) |
| Food and drink cost | £5,220 (29%) | £3,750 (30%) | £7,040 (32%) |
| Left after staff and stock | £7,380 | £4,000 | £8,800 |
An illustrative example. The business is invented and so is every figure. Percentages are of sales before VAT.
Site B spends 38% of its sales on staff. The till shows Monday and Tuesday lunchtimes are the quietest shifts of the week.
34.2% of £12,500 sales, and £474 a week more left at Site B.
An illustrative example. The business is invented and so is every figure.
Employers must pass on all tips to workers, by the end of the month after the customer paid them, keep a written tipping policy and keep a record of tips for three years (statutory code of practice, 2024). Tips paid through a tronc do not attract National Insurance where the employer does not decide who gets what (HMRC E24). We keep the tip records and run the tronc through payroll.
Food eaten on the premises and hot takeaway food are standard-rated. Most cold takeaway food is zero-rated, apart from items such as crisps, sweets and bottled water (HMRC VAT Notice 709/1). We check the till is set up to split the two before each VAT return.
Your team counts stock at the week or month end and logs wastage. We turn the counts into gross margin for food and for drink at each site, so a slipping margin shows up in the week it happens.
Payroll runs weekly or monthly from the rota and the clock-in records, with holiday pay for irregular-hours staff, and each run is sent to you to approve.
A group of sites needs the weekly figures and the cash control, so most start at the Financial Controller level. It includes all the Finance Manager work.
Suppliers are paid on time with each payment run sent to you to approve, and you get an alert when the bank balance drops below a level you set.
For a plan for the year and a quarterly board meeting with Peter Allen, see the part-time finance director.
The cash coming in and going out, and a monthly report on how the business is doing.
Includes all the Finance Manager work.
Management accounts set out as a clear report you can send to investors, lenders or your board.
Customers invoiced promptly and late payers chased, so cash arrives sooner.
Suppliers paid on time, with each payment run sent to you to approve.
An alert when the bank balance drops below a level you set, in time to act.
Yes. Each site has its own tracking category in Xero, so you get a profit and loss for every site and one for the group.
Tell us which EPOS, rota and stock systems you use. Most connect to Xero, and we post daily takings from the till by site.
We run the tronc payments through payroll and keep the tip records the law requires. Who decides the split is set out in your tipping policy, and the National Insurance treatment depends on it.
A Finance Manager starts from £750 + VAT a month and a Financial Controller from £1,500 + VAT a month. The fee depends on the number of sites, staff and transactions, and is confirmed in writing before work starts.
Yes. See accountants for hospitality and food for a single cafe, pub or restaurant.
Tell us about the business and what you need. A named person replies within one working day.
