Bookkeeping for Restaurant Owners: A Comprehensive Guide

August 18, 2020by Onwuachi Peter

Restaurant owners need to keep track of when a bill is received, when it’s due, and that it actually gets paid in a timely manner. Paying your bills on time will ensure that you are avoiding any possible late fees, which is just an additional and unnecessary expense for your restaurant. In fact, sometimes you can get a discount for making a payment early. 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.

  1. Account reconciliation ensures that you are looking at accurate financial reports.
  2. These systems not only simplify sales data entry but also facilitate real-time tracking of revenue and expenses, providing accurate insights into your restaurant’s financial health.
  3. Final inventory is the amount of food items you have left when the week is over.
  4. Liabilities are things like vendor bills and restaurant equipment loans.
  5. According to Payscale, certified bookkeepers make around $57,000 each year.

We save you money the moment you hire us by cutting out the expensive cost of hiring an in-house CFO. First, run a profit and loss by going to reports on the left-hand side and selecting reports. Now on the next screen simply mark off your deposits and payments that cleared your bank on the statement until you show a difference of $0. The pricing is much simpler, cheaper, and easier to understand than ADP. The other thing we love about Shogo is the ability to quickly and easily reconcile merchant service deposits. The Shogo journal entry allows you to reconcile your merchant service deposits so you can ensure you are getting all the money you are due.

Point of Sale (POS) systems are indispensable tools in modern restaurant operations, and when integrated with accounting software, they become a dynamic duo for financial management. These systems not only simplify sales data entry but also facilitate real-time tracking of revenue and expenses, providing accurate insights into your restaurant’s financial health. Restaurant accounting is the organization of financial records so that the owner has a better understanding of the restaurant’s financial position at any given time.

How do you create a restaurant P&L?

Reconciling your accounts is the only way to know that you have recorded all of your financial transactions. You need to reconcile all of your accounts not just your bank accounts. While there are many great restaurant POS systems on the market we like Toast the best. Restaurant bookkeeping with Toast and QBO is by far our most preferred setup. Our clients love the front end of Toast and the reporting and accounting integration back end is really great for accountants.

Accounts that require reconciliation include loans, lines of credit, credit cards, bank accounts, and payroll liabilities. It’s a necessary process that ensures that nothing is left unaccounted for. This provides a more accurate depiction of a restaurant’s financial situation, ensuring costs and profits are accurately bookkeeping for restaurant captured within a specific period. Welcome to the bustling world of the restaurant industry, where delicious cuisines and memorable dining experiences are crafted daily. Whether you own a small cafe or a high-end fine dining establishment, one crucial aspect of running a successful restaurant is effective bookkeeping.

AIPB offers a series of six self-paced classes and accompanying workbooks, all of which are part of AIPB’s CB preparatory course. AIPB also has extra courses for sale, such as mastering double-entry bookkeeping. Before jumping straight into either exam, you must first take a series of courses. Prior bookkeeping experience does not exempt you from these preparatory courses. Completing courses and workbooks can help you prepare for and pass your bookkeeping exam. The first step to becoming a certified bookkeeper is ensuring you’ve met all professional and educational requirements.

What financial statements should be included in restaurant bookkeeping?

A professional will carefully record all financial information and keep notations of accounts payable, reducing the risk of mistakes. Detailed books allow you to determine the potential level of income and understand what costs burden your budget. In the realm of restaurant bookkeeping, understanding the fundamental difference between fixed and variable costs is pivotal for effective financial management. Fixed costs remain constant regardless of your restaurant’s sales volume, encompassing expenses such as rent, insurance, and equipment leases.

Cost of Goods Sold (COGS)

Use the accounting records on hand to show how much you earn from food sales, merchandise sales, or catering jobs. Find out how much revenue you make each day and ideally break them further into food and beverage categories. If your restaurant has more than $1 million in revenue, switching to accrual is best.

Automating your restaurant’s bills allows you to monitor exactly when the next bill is due. By integrating A/P software, you’ll be able to link your business account with the application. You can add a vendor, input the payment date and amount, and enter the category for each transaction. Your software will alert you when a payment is due, and in many cases, you’ll be prompted to authorize the payment and deposit the amount directly into the vendor’s account. You should review your prime costs, CoGs, inventory counts, and labor on a weekly basis, not a monthly basis.

It provides a snapshot of your restaurant’s operational profitability by ignoring non-operating costs. It’s calculated by adding back interest, taxes, depreciation, and amortization to your net income. Cash-basis accounting records transactions when cash changes hands, while accrual accounting records income and expenses as they occur. Two of the most important metrics in restaurant accounting are prime cost and cost-to-sales ratio. By diligently tracking expenses and effectively managing purchasing, you can identify cost-saving opportunities, streamline operations, and maximize profitability for your restaurant.

In fact, proper sales tracking lays the foundation of effective bookkeeping. You can outsource these sales tracking and categorizing to a professional bookkeeping firm. Schedule a demo of our restaurant management system today to discover which features and modules will work best for your business. After you pay business-related expenses, the amount of money remaining at the end of every month equals your gross profit. Reconciling accounts will make you aware of incorrect deposits, cash variances, lost checks, and more.

They’re also required to pay the employer’s share of Social Security and Medicare taxes based on the total wages paid to tipped employees as well as the reported tip income. Don’t forget to save receipts for any business expenses that you plan to claim on your tax return. Make it a practice to write any notes on the paper receipt about the expense, including what it’s for. You can either save this receipt in a paper file or upload it to your accounting software with your mobile app by taking a photo. At first blush, cash-based accounting might seem like the best kind for restaurants.

b. Accounts payable

Learn how to do bookkeeping for a restaurant, how to set up your books, what to track, and the best practices for restaurant accounting. Depending on your sales volume and the tasks you need help with, your bookkeeper may only work on your records a couple of hours a day or week. Ideally, you’ll want a bookkeeper who is familiar with the restaurant industry. Typically, they’re happy to send their bookkeepers more work if they can accommodate it.

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