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.
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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.
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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.
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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.
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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.
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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.
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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,
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