Hospitality Bookkeeping for Small UK Restaurants & Cafés

Bookkeeping Built Specifically for Small Hospitality Businesses

Hospitality bookkeeping is different from generic small business accounting. Restaurants, cafés and takeaways deal with daily sales reconciliation, multiple VAT rates, tips and tronc, supplier invoices arriving constantly, and tight margins that don’t leave room for error.

HospoBase provides fixed-fee bookkeeping and payroll for small UK hospitality businesses under £200k turnover. It’s structured, practical and designed for operators who want clean, compliant books without paying for strategy, meetings or advisory they don’t need.

This isn’t corporate accounting. It’s straightforward monthly bookkeeping built around how hospitality actually works.

Who HospoBase Is Built For

We built HospoBase for the kind of businesses we wish more accountants understood — small, single-site hospitality operators juggling everything themselves.

To keep things simple and make sure you get the right support, we only work with businesses that fit a certain profile.

If you tick the boxes below, you’re exactly who we built this for.

✅ UK-based hospitality business
Restaurant, café, bar, deli or takeaway operating in Mainland UK.

✅ Annual turnover under £200,000
If your turnover grows significantly beyond this level, we’ll review whether HospoBase is still the right fit.

✅ Owner-operated and independent
Not investor-backed, not part of a chain, and not operating under a franchise structure.

✅ Single-site only
We work with single-site businesses. Multi-site operations introduce additional reporting and structural complexity that sits outside the HospoBase model.

✅ Trading for at least 6 months
You should already be live and trading. We’re not designed for pre-launch or brand-new start-ups.

✅ Using (or willing to switch to) Xero and Apron
HospoBase runs on a standardised digital setup to keep bookkeeping efficient and structured.

✅ One invoice = one payment
No batching or split payments. This keeps reconciliation simple and prevents unnecessary back-and-forth over supplier statements.

✅ Books up to date before joining
Your bookkeeping must be fully reconciled up to the end of the previous month. If it isn’t, we can point you in the right direction to get it cleaned up first.

As a Xero-based service, we’re ideal for independent food businesses using Xero and looking to simplify their accounting with Apron.

What’s Included in HospoBase Bookkeeping

HospoBase provides structured monthly bookkeeping and payroll for small UK hospitality businesses. Everything included is designed to keep your books compliant, up to date and aligned with how hospitality actually operates.

✅ Monthly Bookkeeping

Recording and categorising all income and expenses
Reconciling bank accounts and payment providers
Sales reconciliation from your EPOS system
Supplier invoice processing via Apron
Maintaining a clean, structured chart of accounts

✅ Payroll Processing

Monthly payroll for hospitality staff
RTI submissions to HMRC
Payslips issued to employees
Pension compliance (auto enrolment administration)
Employer payment summaries

✅ VAT Submissions

Preparation and submission of VAT returns (if registered)
Monitoring VAT thresholds
Ensuring correct VAT treatment across hospitality sales

✅ Year-End Accounts & Compliance

Preparation and submission of annual accounts
Corporation tax filing (for limited companies)
Ongoing compliance support for bookkeeping-related matters

✅ Digital Setup & Standardisation

Xero bookkeeping system
Apron invoice management
Structured monthly workflow
Clear document upload expectations

We’re not just any small business accountant — we’re bookkeepers for cafés, delis, takeaways and food-led pubs under £200k in turnover.

What’s Not Included

HospoBase is a structured, fixed-fee bookkeeping and payroll service. To keep fees predictable and processes efficient, certain services sit outside the HospoBase model.

❌ Ongoing Advisory or Business Strategy

HospoBase does not include growth strategy, cost analysis, budgeting, management accounts or regular advisory calls. If you’re looking for hands-on financial guidance or strategic support, this sits outside the scope of this service.

❌ Complex Structures or Multi-Site Operations

We do not support multi-site businesses, franchise operations, group structures or investor-backed companies under HospoBase.

❌ Catch-Up Bookkeeping

Your books must be fully reconciled before joining. If they aren’t up to date, we can point you in the right direction to get them cleaned up first.

❌ Non-Standard Systems

HospoBase operates exclusively using Xero and Apron. We do not work on other bookkeeping systems under this model.

❌ Ad-Hoc Tax Planning or Specialist Advice

Capital allowances, restructuring, detailed tax planning and specialist advisory services are not included.

How Much Does Hospitality Bookkeeping Cost?

We keep pricing simple — one clear monthly fee, no hidden extras.

Pricing

£295 + VAT per month

HospoBase operates on a fixed monthly fee of £295 + VAT per month.

This includes bookkeeping, payroll and core compliance for small UK hospitality businesses that meet our criteria.

Many traditional accountancy firms charge variable fees based on turnover, transactions or time spent. HospoBase is structured differently. By working with a clearly defined type of hospitality business, using a standardised digital setup, and keeping scope tightly controlled, we’re able to offer a predictable monthly cost.

There are no hourly charges, no surprise invoices and no upselling into advisory services.

If you need growth planning, management accounts or strategic advice, a full advisory firm would be more appropriate. HospoBase is designed purely for structured, compliant bookkeeping and payroll.

Check if you qualify

Frequently Asked Questions About Hospitality Bookkeeping

How much does hospitality bookkeeping cost in the UK?

The cost of hospitality bookkeeping in the UK varies depending on turnover, transaction volume and whether payroll is included. Many traditional accountancy firms charge variable monthly fees based on time spent or number of transactions. HospoBase operates on a fixed monthly fee of £295 + VAT, which includes bookkeeping, payroll and core compliance for small hospitality businesses under £200k turnover. Because we work with a clearly defined type of restaurant, café or takeaway, and operate using a standardised digital setup (Xero and Apron), we’re able to keep pricing predictable. There are no hourly charges or surprise invoices. If your business requires management accounts, strategic advice or multi-site reporting, you would likely need a more complex (and higher-cost) service.

Is payroll included in HospoBase?

Yes. Payroll is included within the fixed monthly fee. This covers monthly payroll processing, RTI submissions to HMRC, payslips, and pension auto-enrolment administration. Hospitality payroll can be more complex than standard payroll due to variable hours, tips and tronc arrangements, and fluctuating staff levels. By including payroll within the same structured service as bookkeeping, we ensure everything aligns — from wages to PAYE liabilities to VAT records. If your payroll needs are unusually complex or involve multi-site operations, HospoBase may not be the right fit.

Do small cafés and restaurants need an accountant?

Many small hospitality businesses under £200k turnover still require professional bookkeeping and compliance support, even if they don’t need strategic advisory services. HMRC filing requirements, VAT submissions, payroll compliance and year-end accounts still apply regardless of size. The difference is that smaller businesses often don’t need detailed management reporting or ongoing financial strategy. HospoBase is designed specifically for this stage of business — providing clean, compliant bookkeeping and payroll without the cost of advisory services that may not yet be necessary.

Can I do my own hospitality bookkeeping in Xero?

Technically, yes. Many small hospitality operators start by managing their own bookkeeping. However, hospitality bookkeeping involves daily sales reconciliation, supplier invoice processing, VAT accuracy and payroll alignment. Small errors can compound over time, particularly in high-transaction environments like restaurants and cafés. If you have the time, attention to detail and confidence in compliance requirements, DIY bookkeeping may be suitable in early stages. If not, a structured bookkeeping service can reduce stress and ensure accuracy. HospoBase is designed for operators who want to hand this over without moving into full advisory services.

What happens if my books aren’t up to date?

HospoBase requires that your bookkeeping is fully reconciled up to the end of the previous month before onboarding. If your records are behind, you will need to bring them up to date before joining. This ensures a clean starting point and prevents inherited errors. If needed, we can point you in the right direction for catch-up bookkeeping support before transitioning onto the monthly service.

Do you work with hospitality businesses nationwide?

Yes. HospoBase works with UK-based hospitality businesses operating in Mainland UK. Because the service is fully digital and operates using Xero and Apron, location is not a limitation. However, we do not work with businesses outside of the UK.

What records do I need to keep for HMRC?

Hospitality businesses typically deal with: Daily sales from EPOS systems Multiple VAT rates High transaction volumes Supplier invoices arriving frequently Staff payroll with variable hours Tips and tronc considerations These operational factors make hospitality bookkeeping structurally different from many other small businesses. HospoBase is built specifically around these patterns, rather than applying a generic SME accounting model.

What makes hospitality bookkeeping different from normal bookkeeping?

UK hospitality businesses must keep accurate records of sales, purchases, payroll and VAT. This includes supplier invoices, EPOS reports, payroll summaries and bank statements. Using a structured system such as Xero and Apron ensures that digital records are maintained consistently and in line with Making Tax Digital requirements. HospoBase operates within this structured framework to ensure compliance and accurate reporting.