The leading accountants in Leeds for restaurants, cafes, and takeaways

Every restaurant or café owner has been there – you’ve got a fully booked night ahead, the kitchen’s prepped, the staff are ready – and then the dreaded phone call (or worse, no call at all). A table cancels last–minute, or simply doesn’t show up. One or two cancellations might not seem like a big deal, but over time, they chip away at your profits. Worse, they leave you with empty tables that you can’t easily refill. So, what can you do to protect your profits without putting customers off? Here are some practical steps that many of the businesses we work with have found useful. 1. Set Clear Booking Policies It sounds obvious, but a lot of cafés and restaurants don’t have a proper cancellation policy – or if they do, it’s hidden in tiny print. Make sure you’ve got a clear, fair policy that sets expectations from the start. For example: Free cancellations up to 24 or 48 hours before A charge for no–shows or late cancellations (usually a set amount per person) Be upfront about it on your website, booking confirmation emails, and menus if you can. When people know there’s a charge, they’re much more likely to let you know if their plans change. 2. Consider Deposits for Peak Times For busy evenings or large group bookings, it’s fair to ask for a deposit – say £10 or £20 per head – when the reservation is made. This can be deducted from the final bill, or kept if they don’t show. We've found that some businesses find this feels awkward at first, but most customers understand it’s a way to protect your business. Especially after the last few years, diners are a lot more used to paying deposits than they used to be. 3. Use Online Booking Systems If you’re still relying on a diary and phone calls, it might be time to upgrade. Online booking systems like OpenTable, ResDiary, or simple booking widgets on your website can: Collect deposits automatically Send reminders to customers Make it easy for customers to cancel or amend bookings properly This takes the burden off your front–of–house team and reduces the number of no–shows. 4. Confirm and Remind A simple reminder text or email 24 hours before the booking can make all the difference. People forget – plans change – but a nudge gives them the chance to cancel properly rather than just not turn up. If you’re using an online system, these reminders can usually be automated, saving you even more time. 5. Keep a Waiting List For particularly busy services – Friday nights, Sunday lunches – keeping a simple waiting list can help. If you get a cancellation, you’ve got a list of people you can call straight away to fill the gap. It’s not foolproof, but even if you fill one cancelled table a night, that’s a big difference over the course of a month. 6. Review Your No–Show Rate Keep an eye on how often no–shows are happening. If it’s regular – or you notice certain times, days, or booking sizes are worse – it might be time to tighten your policies. You could also consider rewarding regular customers who always turn up with loyalty perks or priority bookings. Positive reinforcement works just as well as penalties sometimes. Final Thought No–shows and last–minute cancellations are frustrating – but you don’t have to just accept them as part of the job. A few simple systems can protect your profits, keep your service running smoothly, and make sure your tables are full more often than not. We work with cafés, restaurants, and takeaways every day – helping you not just with the numbers, but with practical advice to make your business more profitable. If you’d like a chat about improving your margins and getting more out of your busy periods, book a call with one of our team today . Restaurants, cafes, and takeaways can benefit greatly from working with a specialist accountant. If you hadn’t noticed already, we are specialist accountants in Leeds for food service businesses, so unlike most accountants, we have years of experience working with businesses just like you. If you're interested in finding out more about how we can help your restaurant become more profitable, book a call with one of our accounting experts .

Running a café, restaurant, or takeaway is hard work. You’re juggling long hours, staff, suppliers, and customers – and probably don’t have much spare time to think about company structures. But if you’re growing, or planning to, how you set up your business can make a real difference. If you’ve been wondering whether you should incorporate your restaurant – or if it’s even worth the hassle, here’s what you need to know. Why Incorporate? If you’re currently operating as a sole trader, you are the business. There’s no legal separation between your personal assets and your business liabilities. If something goes wrong – a customer claim, a supplier dispute – your personal savings, your home, even your car could be at risk. Setting up a limited company creates a legal divide. The business becomes its own entity, responsible for its own debts and obligations. Your personal risk is generally limited to the amount you invest in the business, giving you a bit more peace of mind. Other benefits of incorporating include: Tax efficiency : Limited companies often pay corporation tax, which can work out cheaper than income tax once profits grow. Credibility : Suppliers, landlords, and lenders tend to take limited companies more seriously. Opportunities to grow : Bringing in partners or investors is much simpler with a company structure. Pension contributions : A limited company can pay into a director’s pension and treat it as a business expense, a tax-efficient way to save for the future. When’s the Right Time? There’s no one-size-fits-all answer, but here are a few signs it might be time to think about it: You’re earning a decent profit : Once your business is pulling in more than you need to live on, you can benefit from taking a salary and dividends, often a more tax-efficient way to pay yourself. You’re hiring staff : If you’re growing your team, it can make sense to have that extra legal protection. You’re investing in new equipment or premises : Having a limited company can make it easier to secure finance or leases. You’re worried about risk : The more customers you serve, the more potential for something to go wrong – and that’s when the protection of a limited company can be worth its weight. How to Incorporate The good news? It’s not as complicated as you might think. Here’s what’s involved: Choose a name : It must be unique and follow Companies House rules (no offensive words, no claims of royal patronage unless you’ve got permission). Register with Companies House : You can do this online for £12 – or we can handle it for you as part of our service. Set up a business bank account : A limited company must have its own bank account – it’s the company’s money, not yours. Understand your new responsibilities : As a director, you’ll need to file annual accounts, a confirmation statement, and a corporation tax return. But don’t worry – that’s where we come in. Update your records : HMRC, your suppliers, your landlord – they all need to know you’re now a limited company. Common Myths (Busted) “It’s too expensive.” The registration fee is a one-off £12. Accountancy fees might be a little higher for a limited company – but the tax savings often more than cover the difference. “It’s only for big businesses.” Not true. Plenty of small cafés, pop-ups, and food trucks operate as limited companies, it’s about protection and planning for the future. “It’s too complicated.” It can feel daunting, but with the right support, it’s much simpler than you might think. We guide plenty of food businesses through it every year. Final Thought If your restaurant or café is growing, or if you simply want the reassurance of protecting your personal assets, it could be the right time to think about incorporation. If you’d like a no-pressure chat about whether it’s right for you, we’re here to help. Book a call with one of our accounting experts and let’s see how we can help you grow with confidence. Restaurants, cafes, and takeaways can benefit greatly from working with a specialist accountant. If you hadn’t noticed already, we are specialist accountants in Leeds for food service businesses, so unlike most accountants, we have years of experience working with businesses just like you. If you're interested in finding out more about how we can help your restaurant become more profitable, book a call with one of our accounting experts .