Cafe bookkeeping has its own rhythm: daily takings, card fees, supplier invoices, staff costs, stock, tips and waste. Good records help owners understand margins instead of only watching the bank balance.
Record daily takings properly
Cafe sales often include card payments, cash, delivery platforms and vouchers. The bookkeeping should capture gross sales, not just bank deposits.
- Till reports
- Card payment summaries
- Delivery platform statements
Track supplier costs and stock
Food, drink and packaging costs change quickly. Regular bookkeeping helps identify margin pressure.
- Supplier invoices
- Stock purchases
- Waste and price changes
Handle VAT carefully
VAT can be more complex for food businesses because different items may have different treatment. Get advice where needed.
- Review VAT codes
- Keep till product setup accurate
- Check takeaway and delivery treatment
Keep payroll and tips records tidy
Staff costs are a major part of cafe finances. Payroll, pensions, holiday pay and tips need clear records.
- Payroll reports
- Pension costs
- Tips or tronc records where relevant
Use reports to manage the business
Monthly reports should help owners understand sales mix, wage costs, gross profit and cash flow.
- Compare sales by month
- Review cost of goods
- Watch wage percentage
Key takeaway
Cafe bookkeeping should show more than sales. It should show whether each month was actually profitable.
