How this usually works
A good bookkeeping for restaurants and cafes engagement starts with a short diagnostic: your structure, venue count, POS stack, delivery platforms, payroll setup, supplier terms, current reconciliations and any BAS or payroll deadlines.
From there, the work typically runs in three layers tailored to hospitality:
- Immediate triage: stabilise daily takings, fix unreconciled POS/bank items, clear overdue BAS or payroll errors.
- Process design: standardise cash-ups and Z‑reads, merchant and delivery reconciliations, supplier bill flow, stock counts and payroll under the correct award.
- Ongoing review: weekly checks, month‑end close, BAS, and a management pack with sales mix, COGS, labour and prime cost %.
Australian context to keep in view
- GST/BAS: handle dine‑in vs takeaway, delivery commissions, card surcharges and mandatory service charges correctly. Voluntary tips are treated differently to service fees.
- Gift vouchers: record as liabilities on sale and recognise revenue (and GST) on redemption or expiry in line with Australian rules.
- Payroll: apply the correct Hospitality Industry (General) Award or Restaurant Industry Award, with penalty rates, allowances, leave loading and STP Phase 2 reporting.
- Inventory and COGS: use recipes and stock counts to track food and beverage margins and wastage; explain variances between theoretical and actual.
- POS and payouts: reconcile POS Z‑reads, merchant settlements and delivery platforms (e.g., Uber Eats, DoorDash, Menulog) including fees and chargebacks.
- Cash handling: floats, petty cash and cash deposits need documented procedures and timely reconciliation.
What to compare before you commit
Scope
Confirm the scope covers daily takings, POS and delivery reconciliations, supplier bills, payroll under hospitality awards, BAS, month‑end reporting and any software setup or cleanup required.
Software fit
Ask how they connect Xero/MYOB/QuickBooks to your POS (Square, Lightspeed/Kounta, Revel, Abacus), workforce tools (Deputy/Tanda) and inventory. They should explain the workflow, not just list logos.
Turnaround and communication
Clarify daily vs weekly processing, who signs off cash‑ups, how issues are escalated during busy service, and the timeline to BAS or month‑end close.
Commercial fit
Compare pricing model, reporting depth, meeting rhythm and whether you want compliance only or broader advisory such as prime cost targets and menu engineering analysis.
Best next steps
Decide on the primary outcome: clean up and catch up, faster BAS, fix payroll under the correct award, set up weekly reporting, reduce COGS variance, or migrate POS/accounting.
Shortlist providers that show hospitality examples, can produce a sample management pack, and can explain how your POS and workforce data will reconcile to the bank and BAS.
If payroll is the pressure point, continue to restaurant payroll services. If tax or BAS is urgent, use restaurant tax accountant. If you want a wider market view, start at bookkeeping services or find a bookkeeper, then make contact when you’re ready.
Frequently asked questions
Why do restaurants and cafes need specialist bookkeeping?
Hospitality bookkeeping blends POS takings, delivery payouts, gift vouchers, tips and award‑based payroll with GST/BAS and inventory. A specialist sets up daily cash‑ups, reconciles POS to bank, applies the right awards and turns this into clear prime cost reporting.
Is industry experience or software knowledge more important?
Both matter. Industry context improves judgement on margins, rostering and seasonality, while strong software skills drive clean data flows between POS, workforce, inventory and accounting—so your reports are timely and accurate.
Should the same provider handle bookkeeping and payroll?
Often yes. Many venues prefer one lead provider to coordinate bookkeeping, payroll and BAS so award interpretation, leave, super and reporting stay aligned. You can still separate tasks if volumes or internal roles require it.
What should I check before choosing?
Ask for a process map for daily takings, examples of hospitality management reports, clarity on BAS timelines, award knowledge and who handles POS and delivery platform reconciliations. Check registrations and current hospitality references.