What we need to see
One repeatable process with its trigger, current handovers, required approvals and common failure cases.
Workflow automation · Pubs, restaurants & hotel-restaurant groups
The Operational Plumbing Hospitality Always Lacks.
Hospitality businesses run on tight margins and rely on a few people doing many things. The workflow plumbing, bookings → kitchen → accounts → suppliers → customer comms, is usually held together by manual handovers and goodwill. We build automation that turns that plumbing into something invisible, reliable, and scalable.
Tell us the task, your current tools and where the work gets stuck. We will help you choose a sensible first scope.
The pubs, restaurants & hotel-restaurant groups reality.
Group booking takes deposit. Where does that data go? Kitchen needs the menu choices and dietary list, when, and from whom? Accounts needs the deposit logged. Customer needs a confirmation, reminders, the night-of details. Right now each step depends on a person remembering. Compounded across 50 bookings a week, friction is significant.
The work in context · Illustrative scenes
Start with the pubs, restaurants & hotel-restaurant groups workflow.
Use representative inputs from the business to scope workflow automation. Agree what the system prepares and what a person needs to check.
Make the handover part of the build.
Test normal work, missing information and failures with the team, then hand over clear review steps and practical guidance.
Tuned for pubs, restaurants & hotel-restaurant groups.
01
Booking → kitchen handover
Group bookings flow to kitchen with menu choices, dietary notes, special requests, and timing. Single-source-of-truth, no whiteboard, no email forwarding.
02
Booking → accounts handover
Deposits logged, monthly events reconciled, multi-site billing consolidated. Accounts team focuses on financial control, not data entry.
03
Customer comms sequences
Booking confirmation → pre-visit reminder → night-of details → post-visit follow-up. Personalised, automated, on-brand.
04
Supplier ordering
F&B and consumables ordered against the booking calendar, smart auto-orders based on the week's confirmed events rather than blanket weekly orders.
We integrate with what you have.
- Booking system (OpenTable, ResDiary, etc.)
- Square / Lightspeed / Toast
- Xero / QuickBooks
- Supplier portals / EDI
- Email + WhatsApp Business
We check your software version, available API or export, access permissions and any supplier fees before quoting. If a reliable connection is not available, we will explain the practical alternatives.
Prove it on your own work first.
How we judge the pilot
Measure completion time, missed handovers and manual interventions for one workflow before extending it.
What stays in your hands
Agree who can approve each action and who receives failures. Keep a manual fallback for supplier or system outages.
Fixed fee, phased delivery.
£4,800-£18,000 depending on scope and number of sites
From £4,800excluding VAT
Workflow automation for pubs, restaurants & hotel-restaurant groups
- Workflow audit + industry-specific spec
- Build, integrations, and tuning to your real data
- Deployment, handover and agreed access controls
- Hosting, AI usage and ongoing support quoted separately
Things people in this industry ask us.
01Will the front-of-house team need to learn new software?
No, we work alongside the systems they already use. Most of the automation is invisible to FoH; they'll just notice that the kitchen has the dietary list when they need it, accounts has the deposit logged, and the customer got their reminder.
02How does it handle last-minute changes?
Changes propagate through the workflow automatically. Customer moves an event date, kitchen, accounts, and reminder sequence all update. No "did anyone tell…?" panics.
03Can it work for multi-site groups?
Yes, and that's often where the biggest ROI sits. Multi-site groups have proportionally more cross-team handovers and more chances for things to fall through. Centralised workflow with per-site customisation is the sweet spot.
04What about Christmas party season?
Christmas is exactly where this pays. The automation scales without adding bookings coordinators; group enquiry triage runs 24/7 through the booking peak; reminders cut no-shows on Christmas party bookings (which have historically high no-show rates).
05How fragile is this?
Less than the manual process. Every step logged. When something fails, you know within minutes. The system runs reliably through evenings, weekends, and holidays without supervision.
Zoom out.
Related solutions.
Keep exploring
Turn the idea into a working system.
What could work
better for you?
A new website. More customers. Less admin.
Tell us where you want to get to. Chris or Kay will reply within one working day.