Restaurant Bookkeeping: Everything You Need to Know
Written by Bindi Gethen
It’s the end of a bustling Friday night at your restaurant.
The last happy customers are leaving, still laughing and sharing bits of their meals on social media. The kitchen’s finally quiet after a night of culinary artistry, and your team’s sharing high-fives over a service well done. Now, it’s just you and the quiet hum of the refrigerators.
Time to unwind? Not so fast – there’s still bookkeeping to tackle. Suddenly, those high-fives feel a bit less exhilarating.
The thing is, this night could end differently for you if you consider getting a virtual bookkeeper for your business. It takes more than tallying receipts and tips to make sure your finances are in order.
So how do you do bookkeeping for a restaurant business? Start by opening a dedicated business bank account to separate personal and business finances. Employ restaurant-specific bookkeeping software to efficiently record all transactions, including sales, expenses, and payroll. Ensure that all financial documents, such as receipts and invoices, are meticulously organised and easily accessible.
Regularly reconcile your bank statements with your recorded transactions to maintain accuracy. Finally, generate and review key financial reports, such as profit and loss statements and balance sheets, to gauge the restaurant’s financial health and guide business decisions.
What does a bookkeeper for a restaurant do?
Running a restaurant is a lot like cooking a gourmet meal. You’ve got to blend the right ingredients, like passion, hard work, and creativity, to create something people love. But let’s be honest, when it comes to the nitty-gritty of bookkeeping, wouldn’t you rather be taste-testing a new recipe or designing your next big menu item?
That’s where bookkeeping services come in.
Numbers can be tedious. Tracking transactions, managing payroll, and prepping for tax season can feel like chopping onions – it’s necessary but no one’s favourite job. That’s why it’s smart to team up with folks who can take this load off your plate.
A bookkeeper for a restaurant is responsible for managing the financial records of the establishment. Their tasks include recording financial transactions, managing accounts payable and receivable, reconciling bank statements, preparing financial statements, overseeing payroll, ensuring compliance with tax laws, and monitoring cash flow.
They play a crucial role in budgeting, financial planning, and providing financial insights to help with decision-making. By maintaining accurate and up-to-date financial records, they help the restaurant manage its finances effectively, identify cost-saving opportunities, and ensure financial stability.
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How do you manage bookkeeping for a restaurant? 7 easy steps
1. Set up a separate business account
A separate bank account for your restaurant is the bedrock of professional financial management. It eliminates confusion between personal and business transactions, simplifies tax preparation, and enhances the credibility of your business with lenders and investors.
Select a bank with strong business banking credentials, focusing on low transaction fees and high-quality online services. Initiate both checking and savings accounts to manage everyday operations and allocate funds for future projects or emergencies.
2. Choose the right bookkeeping system
Pro tip
Features to look for include inventory management, payroll integration, and detailed financial analytics.
3. Track all financial transactions
Accuracy in recording transactions in your POS system forms the backbone of your financial strategy.
We recommend that you automate tracking using industry-specific software, which reduces human error and frees up time for strategic analysis. Establish a daily routine for recording transactions to maintain up-to-the-minute accuracy.
4. Manage payroll effectively
Employ a payroll system that integrates seamlessly with your bookkeeping software, ensuring accuracy in wages and compliance with tax regulations. This not only protects your business from legal repercussions but also fosters trust and reliability among your staff.
5. Keep receipts and invoices organised
Develop a digital filing system, categorising documents by type or date for easy access. Utilise bookkeeping software with document management capabilities to streamline this process, ensuring that all financial documents are securely stored and readily available.
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Why You’ll Save More Money by Hiring a Bookkeeper
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6. Reconcile bank statements monthly with the help of a bookkeeper
Monthly reconciliation of your bank statements with your bookkeeping records is essential for identifying discrepancies and ensuring that your financial records are accurate and complete.
Work closely with your bookkeeper to match every transaction on your bank statement with your records. This practice not only confirms the integrity of your financial data but also highlights any irregularities or opportunities for cost-saving.
7. Review financial reports regularly
Comprehensive financial reports are invaluable tools for assessing your restaurant’s financial health and guiding strategic decisions. Regular reviews allow you to adjust your business strategies based on current financial insights.
Pro tip
Schedule monthly meetings with your bookkeeper to analyse profit and loss statements, balance sheets, and cash flow statements. Use these insights to identify trends, optimise operations, and plan for future growth.
Frequently Asked Questions
Yes, you can handle your restaurant’s bookkeeping yourself, especially if you’re running a smaller operation and are comfortable with financial management. However, it requires a significant time investment and a good understanding of bookkeeping principles.
Many restaurant owners opt for a bookkeeper to simplify the process, especially as the business grows. This ensures accuracy, compliance, and more strategic financial planning.
Enter the total tips as part of your daily sales income. When distributing tips, record the amount given to each employee. This is crucial for payroll and tax purposes.
Three critical financial reports for restaurant owners include:
- Profit and Loss Statement (P&L): Provides a comprehensive overview of revenues, costs, and expenses over a period. It’s essential for understanding the profitability of your restaurant.
- Balance Sheet: Offers a snapshot of your restaurant’s financial health at a specific point in time, detailing assets, liabilities, and equity.
- Cash Flow Statement: Tracks the flow of cash in and out of your business, highlighting how well you manage your liquidity and can cover expenses.
Keep diligent records of all income, expenses, payroll, and tips throughout the year.
Familiarise yourself with tax deductions available to restaurants, such as food costs, equipment, and utilities.
Don’t forget to allocate a portion of monthly earnings to cover estimated tax payments, avoiding large, unexpected tax bills.
As they say in business, play to your strengths and outsource your weaknesses to The Bookkeeping Studio
The life of a restaurant owner – where every day is a mix of passion, flavour, and the pursuit of creating memorable experiences. But when the kitchen cools down, and the last guests leave, there’s still one task lurking in the back: bookkeeping.
This is where The Bookkeeping Studio team swings open the kitchen doors and steps in. Think of us as the brigade de cuisine for your finances, handling the heat of the numbers so you don’t have to. We’re not just here to crunch numbers; we’re here to nourish your business’s growth with financial insights and guidance tailored just for restaurateurs like you.
With us handling your books, you can focus on what really matters – bringing your culinary visions to life and leaving your guests with experiences they’ll savour. Together, we’ll make sure the only thing you need to worry about is what’s on the menu.
Ready to make your restaurant finances as smooth as your signature sauce? Reach out to The Bookkeeping Studio today and let’s cook up some success together.
Hey, my name’s Bindi Gethen! I’m the founder of The Bookkeeping Studio in Australia. With over 15 years of experience in the industry, I have a deep understanding of the challenges that small and medium-sized business owners face when it comes to managing their finances.
I am passionate about empowering my clients with the financial information they need to succeed. My team and I pride ourselves on our commitment to exceptional value, accuracy, and confidentiality. Our virtual bookkeeping services include payroll, budgets, and management reporting, among others.
Not to toot our own horn, but we can assure you that you won’t find a bookkeeping partner like us anywhere else in the Southern Highlands.
