From Hours of Hassle to 30-Minute Control: How Silver Fox Café Transformed Bookkeeping with MBS

Industry: Hospitality (Café)

Client: Silver Fox Café

Team Size: Around 10 part-time staff

Service Provided: Full Finance Function incl. AI Bookkeeping, VAT, Payroll, Year-End

Result: Time savings, reduced errors, and total peace of mind

The Problem: Bookkeeping Was Eating Up Time and Energy

Running a busy café means juggling staff, customers, suppliers, and service — and for the team at Silver Fox Café, the bookkeeping had become a massive time drain.

“We were spending 7 to 8 hours a week on it. It just took forever. And it wasn’t even being done properly.”

With no in-house bookkeeper and no appetite to hire one, the café owners had been passing the task between themselves and their team — often reluctantly.

Mistakes were common. Staff weren’t trained. And while the café was buzzing, the finance side was starting to cause friction — even between the owners.

“My wife would sometimes step in, but it was a sore point. It’s not either of our strong suits, and it was taking time away from what we’re actually good at — running the café.”

They knew something had to change — and when they heard that MBS was using AI-driven bookkeeping to save businesses time and money, they reached out.

The Turning Point: Automating the Chaos

Silver Fox Café already used MBS Accountants for VAT, tax, payroll and annual accounts — but the bookkeeping was still being done manually in-house.

That’s where our AI system came in.

We introduced them to our AI-Driven Bookkeeping solution: a powerful combination of automation, human review, and custom training — tailored to their business.

Here’s what we implemented:

• ✅ Trained AI to understand their café’s unique VAT complexity (like split VAT rates on single purchase or sales invoices)

• ✅ Created a bespoke bookkeeping flow that worked daily — not weekly or monthly

• ✅ Integrated everything with their existing setup, so their whole finance function was now fully outsourced and streamlined

They worked closely with Jason and Alysa, two of our AI bookkeeping specialists, who taught the AI over a few weeks how to treat their transactions — and when to ask for help from our human team.

The Results: From 8 Hours a Week to Just 30 Minutes

Since switching to AI bookkeeping, the transformation has been night and day.

• ⏱️Bookkeeping time slashed from 8 hours to 30 minutes a week

• 🧠 Far fewer errors and queries from the accounting team

• 🔄 The books are now updated daily, not dumped in once a month

• ✅ Everything is accurate, automated, and handled — with no technical training needed on their part

“It’s just great not having the headache anymore. We’re not wasting staff time, it’s not costing loads, and we can focus on actually running the café.”

The Takeaway: You Don’t Need to Be Tech-Savvy — Just Open to Change

Silver Fox Café didn’t need to learn the tech. They just needed to trust the process, answer a few onboarding questions, and let us do what we do best.

“We had a chaotic ‘have-a-go’ system before. Now it’s organised, accurate and always up to date.”

For any hospitality business still battling with manual bookkeeping, this is proof that financial clarity doesn’t have to be complex — it just needs the right support.

💬 Ready to Ditch the Bookkeeping Headache?

We help busy business owners like you save time, reduce stress, and stay financially in control — using smart systems backed by real experts.

👉 Book your free clarity call and find out how AI-driven bookkeeping could work in your café or hospitality business.