Free hospitality accounting resources
Every free calculator, workbook, checklist and guide we have built for UK restaurants, cafes, pubs and rooms. Menu GP, the tronc, the rolling VAT threshold, the loaded rota and the seasonal cash mismatch. One worked venue runs through all of it, every convention is stated, and none of it sits behind an email form. Each section leads with the one worth opening first.
Format
30 resources, all free, no signup
Calculators
Work the number out on the page, then take the Excel version away.
Start hereTronc and Tips CalculatorThe same tips, two ways: allocated by the employer or by an independent tronc. On the demo tips the tronc keeps £22,485 a year out of National Insurance.£14,664 the business does not pay, £7,821 the team keepsThe 2024 rules stated: 100 per cent, month-after deadline, written policyIncome tax due either way; independence is the conditionCalculator plus Excel
Menu Price and GP CalculatorA 70 per cent GP on a £3.20 plate is a £12.80 menu price, and the VAT-forgotten version quietly earns 64. The chain runs both directions.Calculator plus Excel
Plate Costing CalculatorBatch cost, portions counted at service and the garnish nobody counts: the demo dish plates at £3.43 and earns 68.3 per cent at £12.95.Calculator plus Excel
Staff Cost per Hour CalculatorFrom 1 April 2026 a £12.71 hour costs £16.36 once holiday, employer NIC and pension land, 29 per cent above the headline. All four floors loaded.Calculator plus Excel
Labour Percentage CalculatorWages over ex-VAT sales, the honest convention: the demo week runs 32.1 per cent and would flatter itself to 26.7 against till takings.Calculator plus Excel
Break-Even Covers CalculatorThe cover where the week starts paying: 510 of the demo's 620, 42.5 a service, with the whole week's profit in the last 110 covers.Calculator plus Excel
No-Show Cost CalculatorTwelve empty chairs a week cost £13,645 a year in contribution, and a kept £10 deposit recovers £8.33 after VAT. Deterrence does the real work.Calculator plus Excel
Wastage Cost CalculatorBinned food priced both ways: £130 a week is £6,760 a year in cash and £25,350 at menu prices, and the tool says which is the real loss.Calculator plus Excel
Occupancy and RevPAR CalculatorRate and occupancy argue; RevPAR referees: £95 at 72 per cent beats £85 at 80, £68.40 against £68.00, before the extra laundry.Calculator plus Excel
VAT on Food and Drink CheckerEat-in against takeaway, hot against cold, the always-standard list: the verdict with the reason in words, and £3,900 a year on one mis-rated item.Calculator plus Excel
Workbooks and trackers
Excel files that keep working after you close the tab.
Start hereHospitality Bookkeeping TemplateFour weeks of takings to a monthly P and L with the three splits that matter: food against drink, card against cash, sales against tips.The wet and dry split, because the margins hide each otherVAT stripped on the way to the P and L lineTips pass through to the tronc records, never into revenueExcel workbook
Weekly GP TrackerGP earned from stock counts, food and drink separately: opening plus purchases less closing, against ex-VAT sales. One food point is £7,523 a year.Excel workbook
Rota and Labour Cost PlannerNext week priced at loaded rates before it is worked, against forecast sales and the labour target. The only rota you can change is the unpublished one.Excel workbook
Menu Engineering WorkbookEvery dish plotted into stars, plough horses, puzzles and dogs. The demo bestseller turns out to be a plough horse that 30p fixes.Excel workbook
13 Week Cash Flow for HospitalityTakings scaled by a seasonality index, the VAT and rent quarters on their real dates, a buffer flag, and actuals against forecast every Monday.Excel workbook
Daily Takings and Cash-Up SheetTill to bank one day at a time: expected cash computed, tips split out for the tronc, and a missing tenner surfacing the same night.Excel workbook
Stock Count and Valuation WorkbookWet and dry counts at cost, then the bridge that turns two counts and the purchases between them into an earned GP.Excel workbook
Supplier Price TrackerTwelve watched ingredients, each rise weighted by usage: the demo quarter's quiet rises cost £2,458 a year and a quarter of a GP point.Excel workbook
Tronc Records WorkbookThe records the Tips Act expects: the month allocated by a stated basis, received equals allocated to the penny, and the twelve-month trail.Excel workbook
Checklists
Printable, timed, and ordered so nothing depends on something later.
Start hereWeekly Close ChecklistThe five numbers on the desk by Monday: takings, both GPs from counts, labour, cash and wastage.Fifty minutes a week; no number older than four daysEach of the five numbers comes from a free tool on this hubEnds with one written decision, or it was a scrapbookChecklist, printable
Opening a Venue ChecklistRegistrations, licences and insurance in the order that works, counted backwards from opening night: the 28-day food registration first.Checklist, printable
New Staff Onboarding ChecklistRight to work, the correct wage floor, pension duties and the tips policy, all before the first shift, per hire, at hospitality pace.Checklist, printable
VAT Registration Checklist for HospitalityThe rolling £90,000 test, the 30-day clock it starts, and the till programmed by item and channel before day one.Checklist, printable
Year-End Checklist for HospitalityThe counts on the date, the tronc reconciled, vouchers and deposits as the liabilities they are, and the reliefs that expire with the year.Checklist, printable
Guides and e-books
The longer reads, with worked examples on current rates.
Start hereThe Hospitality Owner's UK Tax HandbookVAT at the counter, payroll on the rota, tips in the tronc and corporation tax at the year end, through one worked venue.Eight chapters, one restaurant with roomsMenu prices include VAT; margins never doEvery figure checkable on the free toolsE-book, free
Tips, Tronc and the 2024 RulesWhat the Act requires, what it left alone, the £22,485 the demo tronc protects, and the five ways troncs go wrong.E-book, free
Menu Pricing for ProfitThe arithmetic that sets a price, the VAT hiding inside it, the matrix, and the quarterly reprice as a ritual.E-book, free
Surviving SeasonalityThe index that replaces the average, the mismatch where quiet months pay busy months' taxes, and a reserve with a stated size: £24,729 on the demo.E-book, free
Look it up
For when you need one word or one answer rather than a tool.
Hospitality Glossary43 terms from ADR to the tronc, searchable, defined plainly with the worked figures and the tool that deals with each.Reference page
Ask an Accountant: Hospitality27 questions venue owners actually ask, answered the way they would be on a call: short answer first, then why, then the tool.Reference page
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