Restaurant accounting and bookkeeping for less than staff bookkeeper

restaurant owner

Since its establishment in 1983, Intuit has become one of the world’s leading tech companies. Currently, the company’s QuickBooks accounting software has 12 million active users. Yes, being a frugal business owner is important—wasteful spending results in income statements that show negative numbers.

We reviewed a dozen leading small business accounting software programs and chose the best for restaurants based on features, price, ease of use, and integration options. Get started by scheduling a financial consultation of your business. Sometimes a few days’ transactions may be combined but you will still need to record each day’s sales separately. This is because you need to mirror what is going on in your bank account deposits and that will require daily sales journal entries. Get the right set of employee time tracking tools to help accelerate payroll processing in your restaurant. The right time tracking application will ensure that you always have accurate timesheets and faster payroll.

How to Reconcile Your Accounts

You’ll have access to the metric that matter and be able to reconcile books quickly and efficiently. Check out all of the available accounting software products available on FreshBooks. As an owner, you know the challenges of running a restaurant, such as staffing, inventory management, and controlling the cost of goods sold. Finding a bookkeeper who understands the complexity of the food and beverage industry, both front-of-the-house operations and back-of-the-house management. If your restaurant has more than $1 million in revenue, switching to accrual is best.

books and records

I would ask if payroll data can be imported into QuickBooks and how much it costs. Typically managers are busy with the day to day of running the restaurant so handling invoices gets pushed back on the priority list. Having both restaurant management and bookkeeping experience I can give some suggestions as to who I would involve in the restaurant bookkeeping and what tasks I would assign them.

Restaurant bookkeeping 101

1 ) There has never been a better time than now to cut costs and fees while streamlining your restaurant business. Zachary has recommended Gusto to all his clients for years to handle their payroll needs. There are many different ways to tackle the world of restaurant accounting as well as many ways to set up your chart of accounts.

The cash flow statement allows you to track what is coming in and going out. Food trucks, restaurants, and catering business owners may use this program to maximize and manage cash flow and track income and expenses. A bookkeeper should prepare deposit slips at the close of business each day. This involves comparing cash receipts, checks and credit card payments with total sales for the day.

Step 4: Reconcile Your Bookkeeping with Your Bank Accounts Frequently

Find out how much present value formula you make each day and ideally break them further into food and beverage categories. One should also keep a detailed record of all expenses and a record of one’s income. There are several expenses related to running a restaurant, such as food and beverages, rent, utility costs, and employee wages. The employee management system is an integral part of many software systems that already have several features inbuilt.

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This is a simple framework that will lead you down the path of generating the best chart of accounts for your business. Let’s be real; at the end of the day, the chart of accounts in QuickBooks is here to serve you. Proper bookkeeping in your restaurant can be the difference between success and bankruptcy.

Should I Outsource My Restaurant Bookkeeping? is recording transactions and organizing all receipts. Accounting is the practice of analyzing the information a bookkeeper reports for making the concept easy to understand for business owners. Overhead is the monthly fixed rates that it costs to run your business.

Keeping track of your books becomes challenging once the accounting industry undergoes rapid change. So that is why it is important to learn that how to do bookkeeping for a restaurant. As a company leader, it is important to ensure that you can easily access sales, inventory, and labor data to make informed decisions quickly. Effective bookkeeping practices can also facilitate the management of assets.

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Accrual accounting records financial transactions as they happen, whether you have received payment or not. Restaurant accounting is the system of recording, analyzing, and interpreting financial data for a restaurant. For efficient restaurant accounting, you need to understand the ins and outs of the food and beverage industry. This step-by-step article is an excellent overview to help you get a handle on your restaurant bookkeeping.

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It is used to record and process accounting procedures such as accounts payable and receivable, payroll, invoices, and inventory. Running a successful restaurant has a seemingly endless array of moving parts, and finding the right software helps automate some of them, keep up with tax laws and deadlines, and avoid fines. Xero is a cloud-based small business accounting program that’s often considered as an alternative to QuickBooks Online. It was founded in 2006 in New Zealand and is used around the world.

  • Industry averages suggest your prime costs should be between 55% and 60%.
  • It lets you create and manage loyalty programs to reward your best customers.
  • In the end, organization and accuracy are the keys to effective restaurant bookkeeping.
  • This method reports income as it’s earned and expenses as they appear.

Not all industries have to deal with tips, weekly reporting periods, and hyper-sensitive labor and inventory metrics. Since accounting is complicated and the restaurant industry is unique, the professional you choose should be an expert in both. You should always reconcile accounts payable before putting your invoices into your accounting software. To do this, you can use a process known as the “Three Way Match.” First, look at your restaurant’s purchase order, then your receiving order, and finally, the vendor invoice.


Your bookkeeper must check time cards to ensure that employees are being paid accurately. This person must also tally up payroll taxes, income tax withholding and worker’s compensation figures in the company ledger. In addition, the bookkeeper must reconcile vendor invoices with orders and check that payments for supplies and services are accurate. One way to think about it is that bookkeepers lay the groundwork for accountants to analyze and prepare financial statements.

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