Hospitality consultancy

Step 1 Assessment:

This assessment will be done in some days in your company accounts office, going through all the procedures, processes, filing, bookkeeping system, reporting, budgeting, responsibilities, etc. Followed by 1-4 day at our office to analyse and come up with the report with observations and recommendation which will be send to you. The number of days depends on the complexity of the organization. After an assessment we can give a quotation and agree on the scope of the work.

Step 2 Financial system development: 

After the assessment has been done, you can decide to implement the recommendations, but of course we are very willing and available to also assist you in this step to actually create the system which can be easily implemented in your company. This will take us around 2 days depending on the complexity and scope of work. This includes the following:

– Development of procedures and guidelines or updating the existing ones.

– Development of manuals or updating the existing ones

– Developing forms to be able to use within the new system.

Step 3 Training and implementation:

To make sure that all recommendations are implemented well, we can guide and assist you in this process. In this step the new procedures and manuals are being explained and trained 

Option 1 Monthly supervision and guidance:

We can understand that after implementing you are not yet fully certain and would like to have at least for the first months/year, us to look along with the company to see if in general all has been implemented well and you as a director can now fully trust the send reports to owners/shareholders. We offer this service in two versions:

On distance: We will receive your reports and balance sheet monthly and will give you feedback on the bookings and doing an analysis of your budget vs actual and do recommendations and help to understand where to look and how to interpret over- and under spending. 

Face to face: Of course if you prefer, we can also come physically (in Kenya only) to the company’s office, and combine the above with additional on the job training and or one of our trainings. 

 Option 2 Outsourcing bookkeeping: 

We can also fully understand if you have small company, you don’t want to pay for a full time accountant to do your bookkeeping, while this is maybe only a 1 day job per month,  and prefers it to be outsourced. For all these companies we offer to outsource your bookkeeping to us. We will be working on your bookkeeping monthly in our QuickBooks, or you can register for QuickBooks online and give us access, so your are able to to see what has been posted. This service will be 1 day or more depending on the workload (number of bookings). This service includes booking of:

– all invoices (scanned and coded with department and budget line)

– Petty cash totals per month per department ( which you will send us in an excel form given to you).

– Bank reconciliation (including booking of incomes (with coding from your side for department and budget line)

-End of Month and end of Year reports P&L budget vs actual, balance sheet, A/R aging report (account receivable), A/P report (accounts payable), item sales, all class report and others on demand, which will be emailed monthly to you in excel and or PDF. 

Note: You are responsible, for the coding per budget line and department, also the setup of accounts is your responsibility and need to be in line with local laws. Of course we can assist, but the final setup needs to be approved by your auditor. We don’t take any liability for wrong accounts/coding. 

A scan is an assessment looking at most aspects of your business, evaluate them and gives observations and feedback in the form of recommendations. This scan can take from 2-5 to more days depending on the complexity of your business and number of department being assessed.

In your hospitality business you work with different departments, like Food & Beverage (kitchen and service, restaurant(s), banqueting, bar etc.), Rooms division (  housekeeping & front office), and other supportive departments like accounts, maintenance and HRM. 

Step 1: We can do a complete scan of all departments, or focus on the ones you feel there is a need. In case of a complete scan we will look and after give you recommendations which departments need further assessment and/or  action.

We can help you in developing new procedures, process descriptions and SOP’s (Standard operating procedures for all process and work being done by staff). This step will take 1-5 days depending on the complexity and scope of work.

Step 3: After the development we can assist you in implementation, via staff training and on the job training. To be able to have a smooth transition process towards quality improvements. This step will take 1 to 3 days depending on the complexity of the business. We offer different trainings, and have more tailor made  to your needs. See down here for examples of trainings offered: 

Mystery guest. In addition or separate we can also send a mystery guest who will experience many of your products and services and will write a detailed report with observations and recommendations, about the experience, to be able to assess your business without the staff knowing it, to be able to get the real on the ground situation. This could be done before step 1 the company scan, and give valuable information in addition to the scan, and also will show if staff works differently when knowing being assessed or not knowing. This is a 1 day/night service, but on request or if services are many it can be booked for 2 day/nights. 

We can offer stand alone training to organizations or in combination with one of the earlier mentioned services. Training always takes 1 day per training, but on request we can look if more than 1 training could be integrated in a 1 day training, which depends highly on the background and experience of the participants or of course going more deeply and extend it to a more days training.  

1.  QuickBooks bookkeeping application, and setup of the system.Refreshment course or from scratch.

2. Budgeting: how to make your yearly budget and forecast and put targets to obtain or translate given targets by owners/shareholders into a budget.

3. MS Office Excel application and usage in your company, training or developing an application to make your work easier and faster.

5. General management for your staff being in charge of their departments, to increase their management skills. 

6. Customer care: these days the experience and opinion of guests (customers) is very important for your buysiness especially in hospitality, a bad experience of 1 customer is shared to around 10 friends, which means they will also not come back or get a negative image of your company. Everything needs to be done for your guests to exceed their expectations, and deliver the expected service and goods which belong to your image and price level.

7. Kitchen preparations: many restaurants start cooking when their guests order which means guests have to wait for long. Training can be given on mise en place (preparations), and the way your kitchen has been setup (routing), to reduce time and increase quality.

8. F&B cost control: In restaurants and hotels many products and ingredients are being used, which make the change on theft and fraud high. This has a high risk that you as owner/manager/share holder are loosing much money, even without knowing it. In both kitchen, service and other departments measurements and controls can be implemented to reduce the risk as much as possible through stock takes, cost price calculations, standardization of portion size, standard recipes and SOP’s. 

9. Cost price calculation and menu engineering: as stated in F&B cost control, cost price calculation is the basis of making your budget and also to be able to control the input and output in your business. E.g. for drinks and for food. When you know how many grams of e.g. beef is sold in 1 portion, you can easily calculate with the number sold what the potential usage should be, compared to purchases, you can easily calculate the difference and find out if there are problems. The same for drinks, etc. When a menu has been calculated and one has started to sell the dishes, a menu analysis can be done (menu engineering) to assist you in profit maximization with different measurements in menu choice and promotion.

10. HACCP: a training which concerns all about HACCP, hygiene and safety mostly used in the Kitchen and Housekeeeping. HACCP stands for Hazard Analysis of Critical Control Points. How do you monitor and reduce the risk on contamination in the full process from Procurement until serving or delivering the final product or service to the guest, to be able to protect both the guest as your company.  

11. Yield management /reservations: yield management is short how to maximize your profits on your rooms revenue. Changing the price of your rooms according to demand, to attract the max number of guests against the highest price possible.  

11. ask for any other training needs.

Our rates are the following in KES and USD. (all rates are excl. of VAT) and are per day

Financial services

21,000 KES / $150  >  Monthly supervision on Financials  from distance.

42,000 KES / $300  >  Monthly supervision face to face. This includes transport 100 km from and to Thika.

42,000 KES/ $300   >  1 time Setup QuickBooks for accounts and entering budget

10,500 KES / $75    > Outsourcing bookkeeping price per day depending on the workload

Hospitality services

42,000 KES / $300  >  1 day consultancy/company scan:  This includes transport 100 km from and to Thika.

42,000 KES / $300  >  1 day training:  This includes preparation of the training and training materials, and 100 km to and from Thika).

21,000 KES/ $150  > Mystery guest for 1 night stay ( plus refund on bill for services and goods used)

Ask us for a quotation for multiple services!

Travel:additional travel expenses will be charged after consultation.   

VAT*: 

16% VAT for All services consumed in Kenya (consultancy/company scan, training, outsourcing bookkeeping, mystery guest)

VAT exempted : all services exported to abroad for foreign organizations. 

*Under subject of change.