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Understanding Your Labour Costs

Dan Gilligan
15 Dec 2016 3min read

Kobas caters for all of your HR needs with an integrated rotas, holiday, and payroll export system; giving you unparalleled reporting on all your labour costs. With direct access to your EPoS figures, it’s possible to get powerful, live insights into how your stores are performing and where improvements can be made.

Read on to decode your labour costs and get the most from Kobas.

Venue Sales

The Rota Sales Budgets function, found under the Administration tab, allows for the creation of long term sales budgets. These are automatically included on your rotas under the Budget line, giving your venue managers a point of reference to which their labour spend should be proportionate to; your managers can make their own sales predictions when creating the rota itself, which will be included under Predicted. The Actual figure is taken directly from the cash declaration made within your closing tasks.

Please note that the Actual figure refers to declared revenue, net of VAT, rather than theoretical sales made. This gives you a more accurate reflection of your takings, as it will include any takings that do not correlate directly to sales, such as deposits. This figure is then used as the basis for your Revenue Per Hour and % of Actual Sales projections, which can be used to generate a snapshot look at your labour costs.

Predicted vs. Actual

Across Kobas, we include theoretical and actual figures, in order to give you a sense of where your venue is meeting expectations, or where it might not be. Your predicted costs are taken from the hours on the rota, whereas your actual costs are taken from the hours declared in your closing tasks, taken directly from your EPoS.

The comparison between these two allows you to instantly see where your venue is going over budget, with a handy coloured lined for “Actual Hours”; a green figure means that you are under budget, and red means that you are over. Please note that cover shifts are not included in your predicted totals, so if you are chasing a large variance, check this first.

You can find predicted totals on the Rotas page and you can find your actual figures on the Labour Costs report; the Hours Worked page will show you both! To avoid confusion, please make sure that you know which figure you’re checking first.

Holiday Accrual

Holiday Accrual applies only to staff who are paid hourly. This is because a salaried worker’s wage is inclusive of holiday, whereas an hourly paid worker’s wage is not.

To give you a more accurate insight, we’ve split this into two separate figures: Accrual for Zero Hour staff and accrual for Full and Part Time staff. Understanding the differences between these two is crucial to understanding your labour costs.

Holiday Accrual apportions your annual holiday cost for full and part time staff to a daily rate. This allows you to budget your labour spend accordingly and prevent a worker’s holiday from skewing your figures for that week. As we don’t know in advance when your staff will use their holiday, we don’t know exactly what the value of that holiday will be; for this reason we’ve have added National Insurance at 9.5% as a best guess of that effect.

Zero Hour Holiday Accrual is calculated by looking at the hours worked on each particular day. Zero Hours Staff accrue holiday at a rate of 7.29 minutes per hour worked. This means that 8.25 hours worked is equal to one hour of holiday, which is charged at the staff member’s rate of pay, with National Insurance added at 13.8%.

Being able to see the rate and cost of your zero hour staff’s holiday means that you can stay in control of your labour spend and ensures that there are no hidden surprises later in the year.

Hopefully this answers some of the questions you might have about your labour costs. As always, if you have further questions, please get in touch at and we’ll be happy to go over things in further detail.

If you’re interested in learning more about how Kobas can help your business see


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