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How Bubala Scaled Confidently with Prysm Financial

By Success Stories, Trending

Bubala is a Middle Eastern restaurant that started as a popup and has now expanded into three thriving permanent sites.

Bubala, meaning darling in Yiddish, was founded by Marc Summers (formerly of Berber & Q) with a vision to bring delicious meat-free Middle Eastern food to London. 

Since Marc partnered with Prysm Financial’s specialist restaurant accountants to manage all aspects of their finance function, Bubala has benefited from regular and robust reporting, with the directors being freed up to fine tune performance.

A Middle Eastern Restaurant That Happens To Be Vegetarian

Following a successful popup, the first permanent location opened in Spitalfields in 2019, followed by a second site in Soho in 2022, and a third which opened in King’s Cross in Spring 2025.

While the menu is exclusively vegetarian, the restaurant prides itself first on the quality of its Middle Eastern dishes. It has always been keen not to be pigeonholed first and foremost as a vegetarian restaurant.

Bold, complex flavours and textures feature throughout the menu, with high-quality vegetarian dishes given the spotlight they deserve. 

Hummus, falafel and labneh feature prominently, but inspiration is also drawn from the founders’ Jewish heritage, with the inclusion of confit potato latkes and a pickle plate.

A SLOW AND MANUAL FINANCE FUNCTION

As the business grew, so did the complexity of managing finances.

Bubala previously relied on a small bookkeeping firm with manual, paper-based processes. Invoices and receipts were forwarded ad-hoc, financial information was delayed and historic, and valuable founder time was diverted from operations to administration.

This lack of timely financial insight made it difficult to make data-informed decisions and plan confidently for growth.

FIXING THE FINANCE FUNCTION

Prysm Financial stepped in as Bubala’s outsourced finance department, overhauling the entire finance function using leading cloud-based tools, including Apron. Tasks such as invoice management, payment runs, bookkeeping, and reconciliations were automated or centralized in a single system.

SCALING WITH CONFIDENCE

With a streamlined, insight-driven finance function and a solid operational foundation, Bubala is poised for continued growth.

The team have opened their third permanent site in King’s Cross – with Prysm Financial continuing to support their expansion.

With Prysm Financial, Bubala now benefits from:

  • Regular, detailed multi-site reporting delivered by an agreed date each month,
  • More accurate profit visibility,
  • KPIs and sector-specific benchmarks to guide strategic decisions,
  • Regular review  meetings to explore opportunities and solve challenges.

Introductory Meeting

With over 30 years of combined experience, our digitally-enhanced finance function provides restaurant and hospitality entrepreneurs with financial clarity and specialist advice to navigate past obstacles, identify opportunities and grow with confidence.

To arrange an introductory meeting,
or for a quote, please complete the below form.





    31/07/2025

    Streamlining Payroll for an Independent Restaurant

    By Success Stories, Trending

    Our client operates a busy independent restaurant in London, with a team of 20 staff including kitchen, bar, and front-of-house roles.

    As trade picked up post-pandemic, the owner faced increasing pressure to manage staff costs, comply with payroll legislation, and keep on top of admin — all while focusing on delivering a high-quality dining experience. With no in-house HR or finance team, payroll had become a stressful, time-consuming task that risked costly errors and staff dissatisfaction.

    Prysm Financial provides specialist payroll and accountancy services for restaurants, bars and hotels in London and throughout the UK.

    OVERHAULING A DISJOINTED PAYROLL PROCESS

    Built for Hospitality Rotas

    The restaurant relied on a weekly rota that changed frequently based on bookings, seasonality, and staff availability. We implemented a payroll system specifically designed for shift-based hospitality businesses, allowing managers to upload approved hours directly from the rota without retyping or spreadsheet guesswork.

    *****************************

    Real-Time Holiday Pay and Transparency

    Staff worked a mix of full-time, part-time, and zero-hour contracts — making holiday pay calculations a challenge. We introduced real-time holiday accrual and automated payslip breakdowns, giving employees visibility and reducing queries to management.

    *****************************

    Compliance with NMW and Pension Duties

    Our solution included automated checks for National Minimum Wage compliance, even when tronc or unpaid breaks were factored in. We also ensured pension auto-enrolment duties were being met — something that had previously been missed for some part-time staff.

    *****************************

    Simple, Timely Payroll Processing

    We took full ownership of monthly payroll processing, from timesheet validation to payslip delivery and HMRC submissions. Payroll reports were sent directly to the owner each month, including total labour costs, NI contributions, and departmental breakdowns.

    THE OUTCOME

    With a streamlined payroll process and a compliant, cloud-based system in place, the owner now spends far less time managing admin — and more time focusing on the restaurant and its customers.

    Staff have greater visibility and confidence in their pay, holiday, and hours worked, while the risk of compliance issues has been eliminated. Most importantly, payday is no longer a source of stress — for the owner or the team.

     

    Introductory Meeting

    To arrange an introductory meeting,
    or for a quote, please complete the below form.





      ✔ Save up to 50% on payroll costs,
      ✔ Digitally enhanced payroll function,
      ✔ Free up time and frustration,
      ✔ Dedicated account manager,
      ✔ Market leading payroll technology,
      ✔ An accurate, efficient and cost-effective service,
      ✔ Seamless transition.

      15/07/2025

      Transforming Payroll for a Multi-Site Hotel

      By Success Stories, Trending

      Our client runs a group of boutique hotels across four sites in London and the South East, employing over 150 staff on a mix of full-time, part-time, and zero-hour contracts.

      With high staff turnover and complex rotas, payroll had become a time-intensive bottleneck for the HR Director, with manual processes dominating each monthly cycle. They approached Prysm Financial for a more reliable, compliant, and scalable payroll solution.

      OVERHAULING A DISJOINTED PAYROLL PROCESS

      We began with a full audit of their existing payroll setup, engaging closely with the operations director, HR manager, and general managers at each site. Our focus was on reducing admin, improving accuracy, and ensuring payroll compliance.

      *****************************

      Hospitality Payroll Built for Flexibility

      We implemented a cloud-based payroll system designed for flexible, variable-hour workforces. The system could handle split shifts, variable pay rates, and last-minute rota changes – all without needing manual re-entry each week.

      *****************************

      Seamless Rota and Timesheet Integration

      Previously, managers submitted spreadsheet based timesheets, often leading to errors or delays. We integrated their staff scheduling software directly with payroll, ensuring approved hours flowed automatically into each pay run. This removed double entry and significantly reduced pay disputes.

      *****************************

      Real-Time Holiday Accrual and Pay Transparency

      Calculating holiday pay for zero-hour staff had been a major challenge, especially with changing legislation. We implemented real-time holiday tracking based on hours worked, ensuring compliance and reducing confusion for both staff and managers. Payslips were made available via a secure portal, increasing transparency and reducing queries to head office.

      *****************************

      Onboarding and Leaver Automation

      We introduced a digital onboarding process that allowed new joiners to submit details and right-to-work documents electronically. Leavers were processed efficiently, with final pay calculations and P45s issued automatically – saving hours of admin each month.

      *****************************

      Consolidated Payroll Reporting

      Each month, we delivered detailed payroll reports, broken down by site, role, and pay type. Wage cost percentages were benchmarked against revenue, helping the leadership team spot anomalies and optimise staffing levels across quieter periods.

      *****************************

      Monthly Consolidated Reporting
      We built bespoke monthly management accounts, including consolidated P&L by site, food and labour cost ratios, and operational KPIs. This gave the directors a clear view of underperforming locations and helped inform pricing and staffing decisions.

      THE OUTCOME

      Within three months, our client transitioned from a disjointed payroll setup to a centralised, compliant system built for hospitality. Errors and late payments dropped dramatically. Staff satisfaction improved thanks to transparent pay and faster resolutions to queries.

      Introductory Meeting

      To arrange an introductory meeting,
      or for a quote, please complete the below form.





        With over 30 years of combined experience, our digitally-enhanced finance function provides restaurant and hospitality entrepreneurs with financial clarity and specialist advice to navigate past obstacles, identify opportunities and growth with confidence.

        ✔ Chartered Certified Accountants
        ✔ Full service – bookkeeping, accounting, payroll and tax,
        ✔ Free up time and frustration,
        ✔ Dedicated finance partners,
        ✔ Grow with confidence,
        ✔ Powered by Xero.

        15/07/2025

        Improving Profitability Through Smarter Finance

        By Success Stories, Trending

        Our client operates a group of casual dining restaurants across six locations in the UK, with an annual turnover of £4.1 million.

        As the group expanded, the owners faced increasing pressure to manage cash flow across sites, monitor food and labour costs, and ensure timely, accurate reporting. With limited internal finance capacity, they approached us for support in upgrading their finance function and gaining better visibility over the business.

        STREAMLINING A CLUNKY FINANCE PROCESS

        We started by conducting a full review of the restaurant group’s finance processes, working closely with the operations manager and site-level teams. Our aim was to streamline their back-office systems and empower the directors with timely insights to drive profitability.

        Our tailored solution included:

        Migration to Cloud Accounting
        We transitioned the group to a cloud-based accounting platform, providing centralised access for head office and site managers. This enabled real-time financial visibility across all locations and reduced reliance on manual spreadsheet reporting.

        *****************************

        Integration with EPOS and Stock Systems
        Sales data from each restaurant’s EPOS system was integrated directly into the accounting software, enabling daily sales tracking and accurate VAT reporting. We also introduced a stock management system to track wastage and cost of sales, giving the directors greater control over gross margins.

        *****************************

        Labour Cost Monitoring
        Labour is one of the largest costs in the hospitality sector. We implemented a solution that links staff rota and payroll systems to the accounts platform, allowing site-level wage costs to be monitored weekly against sales targets.

        *****************************

        Automated Purchase Invoice Processing
        We introduced a digital solution for supplier invoice capture and coding, including approval workflows for the head chef and general manager at each site. This helped control spending and ensured invoices were matched to agreed pricing and delivery.

        *****************************

        Cash and Till Reconciliation
        Cash variances across sites were creating reconciliation issues and lost time. We set up daily till reconciliation procedures and linked bank feeds to the accounting system, enabling more accurate cash control and reducing errors.

        *****************************

        Monthly Consolidated Reporting
        We built bespoke monthly management accounts, including consolidated P&L by site, food and labour cost ratios, and operational KPIs. This gave the directors a clear view of underperforming locations and helped inform pricing and staffing decisions.

        THE OUTCOME

        Our work created a robust, cloud-based finance infrastructure tailored for the fast-paced restaurant sector.

        With automated processes, integrated systems, and accurate reporting, the directors now have full visibility over site performance and tighter control over key cost areas. Most importantly, they can spend less time chasing numbers – and more time focused on growing their brand.

        Introductory Meeting

        To arrange an introductory meeting,
        or for a quote, please complete the below form.





          With over 30 years of combined experience, our digitally-enhanced finance function provides restaurant and hospitality entrepreneurs with financial clarity and specialist advice to navigate past obstacles, identify opportunities and growth with confidence.

          ✔ Chartered Certified Accountants
          ✔ Full service – bookkeeping, accounting, payroll and tax,
          ✔ Free up time and frustration,
          ✔ Dedicated finance partners,
          ✔ Grow with confidence,
          ✔ Powered by Xero.

          09/07/2025

          Finance automation

          By Success Stories, Trending

          Our client operates a multi-site retail business with an annual turnover of £3.2 million. As the business expanded – both in-store and online – the directors found that their finance function was struggling to keep pace.

          Manual processes, lack of real-time visibility, and inconsistent reporting were making it increasingly difficult to manage cash flow, control margins, and make informed decisions. When the internal bookkeeper left, the directors approached us to review and overhaul their finance systems.

          STREAMLINING A CLUNKY FINANCE PROCESS

          We began with a detailed review of the client’s finance processes, working closely with the operations and finance teams to understand their challenges.

          From this, we developed and implemented a tailored solution that addressed key retail-specific pain points:

          Transition to a Cloud Accounting System
          We moved the business from a desktop-based accounting package to a cloud-based solution, enabling multi-location access, integration with e-commerce platforms, and real-time data visibility for the management team.

          *****************************

          Automated Supplier Invoice Processing
          High volumes of purchase invoices from multiple suppliers were previously entered manually, leading to errors and delays. We introduced automated invoice capture and approval workflows, significantly improving processing speed and accuracy.

          *****************************

          Integrated POS and Inventory Management
          Disconnected systems were creating stock discrepancies and delayed reporting. We helped integrate the POS system with the accounting software to enable real-time inventory tracking and margin analysis, essential for managing retail performance.

          *****************************

          Automated Bank Feeds and Reconciliations
          We set up daily automated bank feeds to streamline cash management, giving directors a clearer picture of daily cash flow and reducing manual reconciliation time.

          *****************************

          Mobile App for Expenses and Receipts
          Staff could now submit receipts and business expenses via a mobile app, which linked directly to the accounting system, removing the burden of chasing paperwork.

          *****************************

          Custom Retail-Focused Management Reporting
          We built tailored dashboards and monthly management accounts focusing on KPIs such as gross margin by product category, store profitability, and stock turnover—giving directors actionable insight into performance.

          THE OUTCOME

          By streamlining and modernising the accounts function, we helped create a more agile and informed finance environment.

          The directors now benefit from accurate, timely reporting and improved financial controls, enabling them to better manage cash flow, respond to stock trends, and make strategic decisions with confidence.

          Introductory Meeting

          To arrange an introductory meeting,
          or for a quote, please complete the below form.





            With over 30 years of combined experience, our digitally-enhanced finance function provides restaurant and hospitality entrepreneurs with financial clarity and specialist advice to navigate past obstacles, identify opportunities and growth with confidence.

            ✔ Chartered Certified Accountants
            ✔ Full service – bookkeeping, accounting, payroll and tax,
            ✔ Free up time and frustration,
            ✔ Dedicated finance partners,
            ✔ Grow with confidence,
            ✔ Powered by Xero.

            09/07/2025

            How Prysm Financial primed Apoy for Growth

            By Success Stories

            Apoy is a London-based Filipino BBQ and street food concept, launched in 2023 and founded by Budgie Montoya (ex Dean Street Townhouse and Restaurant Story.)

            Since appointing Prysm Financial to seamlessly manage the restaurant’s finance function, Montoya has better financial visibility and can now refine the model to maximise profitability and set it up for further growth, including potential new sites.

            Bringing Filipino Cuisine To London

            The Filipino-born Montoya began his career in hospitality after moving to London in 2012 and building up an impressive range of cooking positions at several restaurants, including commis chef at Dean Street Townhouse and demi chef de partie at Restaurant Story.

            Montoya further built up his reputation in the industry by setting up a supper club and pop-ups (including a year-long residency on Heddon Street in Mayfair), both under the Sarap name, to demonstrate his love of Filipino cuisine. He has also been featured on BBC Two’s Great British Menu, championing Filipino food to a wider audience.

            After several years of testing his Filipino recipes and concepts, Montoya launched Apoy, his first permanent restaurant, at Market Halls in Oxford Circus.

            The food offering at Apoy is authentic Filipino fare with a modern twist. Barbecue skewers feature prominently, topped with unique sauces, crafted from 7 Up, banana ketchup and soy sauce glaze. 

            Other dishes include fried chicken skins and soy braised chicken, the unofficial national dish of the Philippines. Vegan options, such as soy-glazed aubergine and coconut kale, are also available.

            Implementing Strong Financial Controls

            Prysm Financial’s outsourced finance department implemented leading technology solutions to greatly reduce unnecessary financial admin as well as straightening and streamlining Apoy’s financial processes to deliver clear, robust and accurate reporting.

            Restaurant specific reporting means Apoy continues to maintain strong margins by rigorously tracking and improving ingredient, consumables and staff costs. 

            Growing with Prysm Financial

            Apoy are now primed for expansion, with their model suited to scaling to additional sites, whether through taking on external investment or out of their cash flow and with debt finance. 

            Prysm Financial continues to support Apoy by providing robust and regular reports, benchmarking them against other operators, and having frequent meetings delivered with an FD level of support.

            ”Bhimal, Tahir and the wider team are an incredible resource for restaurants. It's not just a basic accounting service - they bring valuable advice, and genuinely care about the success and growth of Apoy.

            - Budgie Montoya, Founder of Apoy

            Specialist Restaurant Accountants

            With over 30 years of combined experience, our digitally-enhanced finance function provides restaurant and hospitality entrepreneurs with financial clarity and specialist advice to navigate past obstacles, identify opportunities and growth with confidence.

            Introductory Meeting

            To arrange an introductory meeting,
            or for a quote, please complete the below form.





              07/01/2025