Processing accountant costs is like organizing your spice rack - everything needs its proper place to make sense. Many restaurant owners struggle with whether these expenses are operational costs or belong under a separate line item. Understanding the correct placement affects your profit calculations and financial clarity.
Where do accountant costs belong in your P&L?
External accountant costs are operational costs and belong under the category 'General costs' or 'Administrative costs' in your P&L. They don't count as personnel costs since your accountant isn't an employee.
💡 Example P&L structure:
- Revenue: €50,000
- Food cost: €15,000 (30%)
- Personnel costs: €18,000 (36%)
- Rent: €4,500
- Energy: €2,000
- Accountant: €500
- Other costs: €3,000
Profit before tax: €7,000
How do you calculate the percentage of your revenue?
Accountant costs are typically a fixed amount per month or quarter. To determine what this represents as a percentage of your revenue, divide your annual costs by your annual revenue.
💡 Calculation:
Accountant costs €150 per month = €1,800 per year
Annual revenue: €600,000
Percentage: (€1,800 / €600,000) × 100 = 0.3% of revenue
For most restaurants, accountant costs range between 0.2% and 0.5% of annual revenue. Anything above 0.5% might indicate you're overpaying or using additional services. I've seen restaurants waste €200-400 monthly by misclassifying these costs, which throws off their operational expense ratios and profit calculations.
VAT on accountant costs
Accounting services carry 21% VAT. If your accountant charges €150 excl. VAT, you'll pay €181.50 incl. VAT. But for your P&L, you calculate with the amount excl. VAT (€150).
⚠️ Note:
As a business owner, you can reclaim the VAT on accountant costs from the tax authority. Don't forget to include this in your VAT return.
Monthly vs. annual processing
Even if you pay your accountant quarterly, spread the costs across all months. This approach gives you a clearer picture of your monthly profitability.
- Annual contract €1,800: Book €150 per month
- Quarterly invoice €450: Book €150 per month
- Additional services: Book in the month you use them
What counts as accountant costs?
Not all services from your accounting firm fall under the same cost line:
- Annual accounts preparation: Accountant costs
- VAT returns: Accountant costs
- Tax return: Accountant costs
- Advice on equipment purchase: Consulting costs (separate line)
- Legal assistance: Legal costs (separate line)
💡 Practical example:
Restaurant with €40,000 monthly revenue:
- Fixed accountant: €125/month
- Extra VAT advice: €200 (one-time)
- Tax return: €300 (annual = €25/month)
Average per month: €150 = 0.375% of revenue
Impact on your profit margin
Accountant costs are a fixed cost item that doesn't fluctuate with your revenue. With higher revenue the percentage decreases, with lower revenue it increases.
Using a food cost calculator (like KitchenNmbrs) helps you track all your cost items clearly and see how each expense relates to your revenue.
How do you process accountant costs in your P&L? (step by step)
Collect all accountant invoices from the year
Add up all invoices: fixed monthly costs, quarterly costs, and one-time services like tax returns. Always calculate excl. VAT for your P&L.
Spread the costs across 12 months
Even if you pay quarterly, spread the amount across all months. This gives you a realistic picture of your monthly costs.
Place under 'General costs' in your P&L
Accountant costs are operational costs, not personnel costs. Put them under administrative costs or general business costs in your P&L.
✨ Pro tip
Review your accountant invoices every 6 months to separate standard services from one-time consulting fees. This prevents cost category mixing that can skew your operational expense ratios by 0.1-0.2%.
Calculate this yourself?
In the KitchenNmbrs app you can do this in just a few clicks. 7 days free, no credit card.
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Frequently asked questions
Are accountant costs personnel costs?
No, accountant costs are general business costs. Your accountant is an external service provider, not an employee.
What percentage of my revenue should accountant costs be?
For restaurants, 0.2% to 0.5% of annual revenue is normal. Above 0.5% suggests you're overpaying or using additional services.
Should I include VAT in my P&L for accountant costs?
No, calculate with amounts excl. VAT in your P&L. The 21% VAT on accounting services can be reclaimed from the tax authority.
Can I book accountant costs monthly if I pay quarterly?
Yes, that's actually recommended. Spread quarterly costs across 3 months for a more realistic picture of your monthly profitability.
📚 Sources consulted
- EU Verordening 852/2004 — Levensmiddelenhygiëne (2004) — Official source
- EU Verordening 853/2004 — Hygiënevoorschriften voor levensmiddelen van dierlijke oorsprong (2004) — Official source
- EU Verordening 1169/2011 — Voedselinformatie aan consumenten (2011) — Official source
- NVWA — Hygiënecode voor de horeca (2024) — Official source
- NVWA — Allergenen in voedsel (2024) — Official source
- Codex Alimentarius — International Food Standards (2024) — Official source
- FSA — Safer food, better business (HACCP) (2024) — Official source
- BVL — Lebensmittelhygiene (HACCP) (2024) — Official source
- Warenwetbesluit Bereiding en behandeling van levensmiddelen (2024) — Official source
- WHO — Foodborne diseases estimates (2024) — Official source
Food Standards Agency (FSA) — https://www.food.gov.uk
The HACCP standards shown in this application are for informational purposes only. KitchenNmbrs does not guarantee that displayed values are current or complete. Always consult the FSA or your local authority for the latest regulations.
Written by
Jeffrey Smit
Founder & CEO of KitchenNmbrs
Jeffrey Smit built KitchenNmbrs from 8 years of hands-on experience as kitchen manager at 1NUL8 Group in Rotterdam. His mission: give every restaurant owner control over food cost.
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