How bookkeeping for hospitality usually works
A practical engagement starts with a light review of your structure, POS setup, merchant providers, delivery platforms, payroll tools and any BAS or ATO pressure. From there, the work typically splits into three layers: immediate triage, process design and ongoing review.
Immediate triage fixes what blocks you now (unreconciled daily takings, missing BAS, payroll errors or messy supplier balances). Process design maps the daily takings workflow from POS Z‑read to bank feed, aligns the chart of accounts to service lines (food, beverage, retail, functions) and implements approvals for bills. Ongoing review keeps stock and COGS in check, watches wage % and GP, and prepares tidy BAS and month‑end packs.
Australian context to keep in view
- Daily takings: Use POS summaries to post sales by tender, track floats and cash skims, and reconcile EFTPOS batches (Tyro, Square, Stripe) to bank. Delivery platforms (Uber Eats, DoorDash, Menulog) should be cleared via statements so fees and GST are captured correctly.
- GST and BAS: Most prepared food and beverage sales are taxable. Public holiday/weekend surcharges generally follow the underlying GST treatment. Voluntary tips passed to staff are usually not subject to GST, while mandatory service charges typically are. Gift cards create a liability that clears on redemption; handle revenue and GST timing carefully.
- Payroll links: Hospitality rosters often include casual loading, split shifts, penalty rates and public holidays under the Hospitality Industry (General) Award. Ensure STP Phase 2, super and leave rules are correct and that payroll aligns with rosters (Deputy/Tanda) and cash ups.
- Stock and COGS: Track supplier invoices by category (food, beverage, coffee, packaging), perform regular stocktakes, adjust for wastage and staff meals, and compare recipe costs to menu pricing. Separate beverage GP from food GP for clearer decisions.
- Reporting rhythm: Most venues benefit from weekly flash reports (sales, wage %, GP) and monthly management packs that tie to BAS. This reduces last‑minute clean‑ups and improves cash flow visibility.
Popular stacks: Xero or MYOB for the ledger, Lightspeed/Kounta, Square, H&L, Impos or Vend for POS, Tyro or Stripe for merchant services, and Dext or Hubdoc for bills. The right stack is the one that’s mapped correctly and reconciled consistently.
What to compare before you commit
Scope
Confirm the scope matches your venue’s needs: daily takings setup, bank and merchant reconciliations, delivery platforms, payables, payroll support, BAS, stock and month‑end reporting. Ask who owns recipe costing and stocktakes.
Software fit
Check the provider’s depth with your exact tools and their ability to map POS to the chart of accounts, handle gift cards and deposits, and automate supplier bills. Naming software is not enough—ask how they’ll configure it.
Turnaround and communication
Agree on a weekly rhythm for cash ups, a monthly close timetable, how urgent fixes are handled on weekends or holidays, and who you contact when something breaks.
Commercial fit
Compare fixed vs time‑based pricing, what’s included (BAS, payroll, stock reviews), and the level of reporting you’ll receive. Decide whether you want compliance only or broader venue performance support.
Best next steps
Write down the outcome you want: a clean daily takings process, on‑time BAS, reliable payroll, a POS‑to‑Xero map, stock and GP visibility, or a full clean‑up. Shortlist providers based on their venue experience and their plan to deliver that outcome.
Ask for an initial review of your POS mapping, merchant settlements, delivery statements and payroll settings. A strong provider will explain the workflow, produce a short action list and set a reporting rhythm you can run year‑round.
Use the links on this page to move into bookkeeping, payroll or tax specifics, then make contact when you’re ready.
Frequently asked questions
What makes bookkeeping for hospitality different?
Hospitality combines high transaction volume, multiple payment methods, delivery platform fees, tips and surcharges, stock and wastage, and award‑driven rosters. Bookkeeping must connect POS, merchant batches and payroll so BAS and management reports are accurate and timely.
How should daily takings and POS be reconciled?
Use your POS Z‑read to record sales by tender, track floats, skims and payouts, and clear merchant batches to bank. Reconcile Uber Eats, DoorDash and Menulog statements through clearing accounts so fees and GST are correct and deposits match your ledger.
Are tips and surcharges subject to GST?
Voluntary tips passed to staff are generally not subject to GST. Mandatory service charges and weekend/public‑holiday surcharges are usually taxable at the same rate as the underlying supply. Confirm your exact treatment with your BAS or tax agent.
Which software stack works best for venues?
Xero or MYOB for the ledger, Lightspeed/Kounta, Square, H&L, Impos or Vend for POS, Tyro or Stripe for merchant services, and Dext or Hubdoc for bills. Deputy or Tanda help link rosters to payroll. The crucial step is mapping and reconciliation, not just the tool list.