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GP · STOCK · VAT · LABOUR · FORECASTS · WET & DRY

Know your GP, your VAT and your labour cost before month-end.

The manager’s office in PubSuite tracks wet and dry sales, stock, goods cost, labour and VAT as the week happens — so you find out on Tuesday that Saturday was expensive, not six weeks later when the accountant mentions it.

The manager’s office — in your pocket.

Try it yourself — no sign-up

Open the reporting and have a poke about.

The Kings Arms is a full demo venue with a month of takings, invoices, labour and margins behind it — log in as the owner and change the date range.
thekingsarms.pubsuite.app
login  manager@pub.local
pass   manager123
THE PROBLEM

Most pubs find out how the month went once it’s over.

Invoices go in a carrier bag. Takings go in a book. The rota lives somewhere else entirely. Then it all goes to the accountant, and six weeks later you learn that your GP slipped and your labour cost ran away with you in a month you can no longer do anything about.

The VAT side is worse, because it’s the one that catches people out. You know roughly what you’ve taken. You’re much hazier on what you’ve already paid out in VAT on stock, and on what’s actually going to be owed at the end of the quarter.

None of that is a bookkeeping problem. It’s a timing problem — the numbers exist, they just arrive too late to change anything.

Sales, labour, costs and margins in real time.

Not weeks later, when the month has already gone.

WHAT THE MANAGER’S OFFICE DOES

Log takings. Photograph invoices. Track labour. See the margin.

01

Wet and dry, split properly

Log the day’s takings split into wet and dry, with cost against each, so you can see where the margin actually is instead of one blended number that hides the answer.
02

Photograph the invoice, approve it once

Snap a delivery note or invoice on your phone — every page of it — and PubSuite reads the supplier, the total, the VAT and every product on it. New products become ingredients with their price and pack weight, and one Approve puts the lot into stock.
03

GP & margins

Takings against the recipe cost of everything you sold: what food and drink should have made. Add wastage and what stock takes found missing, and you see what they actually made — and which ingredients the difference went on.
04

VAT spent vs VAT owed

Every invoice adds to the VAT you’ve already paid out; every day’s takings add to what you’ll owe. So the quarter stops being a nasty surprise and starts being a number you can watch.
05

Labour as a share of sales

Because the rota and clock-in are in the same system, PubSuite knows the hours actually worked — and can show labour cost as a percentage of what you took, and sales per hour worked.
06

Bookings vs walk-ins

Covers booked against covers walked in, and spend per head across both — the honest answer to whether the bookings are worth the faff, and which nights carry the week.
07

Next week, forecast

PubSuite forecasts next week’s takings from your own trading, sets a labour and a stock budget from it, and holds the rota you’ve drawn up against that budget — telling you how close its forecasts have been, so you know how far to trust them.
08

Not VAT registered? Switch it off

Under the VAT threshold? One switch takes VAT out of your takings, invoices and reports, and costs every ingredient with the VAT you can’t claim back — so the GP you see is the one you’re really making.
09

More than one pub?

Head office sees every site side by side — sales against budget, labour, GP, checks, training and guest scores — with a league table and a list of what needs chasing, without logging into each pub.
WHY IT WORKS HERE AND NOT ELSEWHERE

The numbers are only useful because everything else is in the same place.

Accounting software can tell you what you spent. A rota app can tell you what the shifts cost. A stock system can tell you what the recipes cost. None of them can tell you labour as a percentage of sales, or GP against your takings, because none of them holds both halves.

PubSuite holds the rota and clock-in, the table bookings, the takings and your stock and recipes. So spend per head, sales per hour worked, labour as a share of revenue and real GP fall out of it for free — no exports, no reconciling two systems on a Sunday.

And it’s all in a browser on your phone, so you can do the invoices standing in the cellar rather than saving them up for a night you never get.

THE KINGS ARMS
Open the reporting and have a poke about.
The Kings Arms is a full demo venue — log in as the owner, open Reporting or GP & margins, change the date range and see how sales, labour and margin move. Details at the top of this page.
COMMON QUESTIONS

GP, VAT and the numbers, answered.

Does PubSuite do my VAT return?

No. It tracks the VAT you’ve paid out on invoices against the VAT you’re building up on takings, so you always know roughly where you stand and your accountant gets clean figures. It isn’t a filing tool and it doesn’t submit anything to HMRC.

Does it replace my accountant or my accounting software?

No, and it isn’t trying to. It’s the running picture between accounts — what the week cost, where the margin went, whether Saturday was worth it. Your accountant still does the year end, just with better records to work from.

How does it work out gross profit?

Two ways. Reporting takes what you log — sales split wet and dry, against goods cost from your invoices — for gross profit before labour, then net profit once labour is in. GP & margins goes further: the recipe cost of everything the till says you sold, plus wastage and stock-take losses, against your takings after VAT.

Does it plug into my till or EPOS?

No — you log the day’s takings yourself, which takes a minute at cash-up. That’s deliberate: it means PubSuite works with whatever till you’ve already got and doesn’t lock you into changing it. For stock, upload the till’s end-of-day report as a photo or a CSV export — match each product to its recipe once and it’s remembered.

Does it do stocktaking?

Yes — stock lives right here in the manager’s office. Approved invoices add stock, till reports and the wastage log take it away, and a stock take shows what went missing in quantity and in pounds. It costs every recipe, flags supplier price rises with a suggested menu price, builds a shopping list of what’s running low, and keeps allergen cards for every dish. Your chef gets a kitchen login for the food side, without the takings.

Does the manager’s office cost extra?

No. It’s in the £59.99 a month with the bookings, rota, clock-in, marketing, stock and GP. One price, whole pub, first 60 days free.
What else is in the box

One system, not four logins.

Table bookings on a real floor plan · staff rota, clock-in and HR basics · stock, recipe costing, GP and allergens · email marketing to your regulars · the Staff Room noticeboard · automatic backups.

Book a demo →Try the demo venue

Or email hello@pubsuite.app

£59.99 a month · first 60 days free · no contract

PubSuite
A product of Darwen Pub Co Ltd (company no. 16420301)
253 Bolton Road, Darwen, England, BB3 2PG