How to save time with an automated accounting system for the hospitality industry
1. Automate your purchase records
E-invoicing saves you the most time, as invoices appear directly in your accounting system. Some suppliers do not work with e-invoices, but the major hospitality suppliers such as Sligro and Heineken do. By submitting invoices in the uniform UBL format, all of the details are processed into your accounting system in no time. The system learns for each creditor to which items the invoices should be allocated.
You can create a separate mailbox for companies that send invoices by email. From there, the invoices are automatically transferred to your accounting system and processed straight away. And then there are paper invoices and (handwritten) receipts: instead of them ending up in your wallet or checkout, you can scan them directly using your phone by taking a photo of them. Using this system, all your purchase invoices and receipts will appear in your accounting system without too much effort on your part.
2. Manage your costs and make payments in no time
Automating your purchases is useful, but you don’t want each invoice to be paid straight away. You decide who within your business is authorised to approve the invoices. Based on the invoice amount or supplier, you decide when to pay your invoices. For example, you can authorise your chef to approve all Sligro invoices and only authorise yourself or a manager to approve the large expense items. We also prepare the actual payment for you through your accounting system. By linking your administration to your bank, all you need to do is check the invoice and, after it has been processed by your accounting system, make the payment at the click of a button. You will still need to authorise the payment in your banking software before the actual payment is made.
3. A smart approach to your payroll
Many business owners in the hospitality industry have a staff schedule in Excel at the bar and pass on the hours worked each month to their accountant or administration office for the purposes of the payroll records. This is then entered into the accounting system each month. Here, too, it pays (from +/- five staff members) to further automate this process. On this page, we explain how you can plan your staff quickly and easily and process this directly into the payroll records. An automatic link between your payroll records and your financial records provides you with an overview of your costs.
4. Save time and gain information with a checkout link
Linking your checkout(s) to your financial records improves the overall efficiency of your accounting system. This already saves you a lot of time. It means you do not have to pass on your final cash balance to your accountant or bookkeeper, which also reduces the risk of errors. Your turnover in the accounting system is updated on a daily basis and immediately provides you with more accurate information, allowing you to make better informed decisions. It gives you direct information about the gross margin without having to make complex analyses. Find out more about how to link your checkout to your accounting system, what it means for you and how to create a link.
5. Save money and receive money earlier with digital invoices
You can also make a lot of time savings and other savings while creating sales invoices if you opt to automate the processes where possible. Instead of creating invoices through Word or Excel, you create your invoices in a programme that we provide. The advantages for you are:
- You no longer have to spend time formatting your invoices.
- All item codes are in the system, so you don’t have to look them up.
- No errors in calculations and rounding, as this is automated.
- Addresses are already in the system and a link with the Chamber of Commerce (KvK) ensures addresses are updated. In the event of a change of physical address or email address, invoices will no longer be sent to the wrong address. This also means you do not need to look up and manually copy invoice addresses onto your invoices.
- Invoices no longer needs to be delivered and processed separately in your accounting system.
- No more reminders from your bookkeeper that a sales invoice is missing from the accounts.
- Invoices always have a good layout and meet the invoicing requirements set by the Dutch Tax and Customs Administration.
- Easy payment process for your client, meaning they are inclined to pay faster.
- You will receive your money faster when you send e-invoices to authorities.
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