Restaurant & Franchise Bookkeeping Services

If your world is restaurants and franchises, “bookkeeping” isn’t data entry—it’s the engine behind prime cost control, clean cash flow, and unit economics you can scale. At QMK Consulting, we build bookkeeping systems for multi-unit operators, franchisors, and fast-growing QSR brands that turn chaotic sales feeds and delivery payouts into decisions you can trust by T+7 each month.

Below is a practical, owner-friendly guide to what great restaurant & franchise bookkeeping services include, why the niche matters, and how a tight close process pays for itself in fewer surprises and better margins.

Why niche bookkeeping matters in food service

Restaurants aren’t generic small businesses. You wrestle with:

• Prime cost volatility (COGS + labor) that can swing weekly.
• Delivery platforms (Uber Eats, DoorDash, Grubhub, Toast/Stripe) that pay on different cycles with fee buckets that don’t match your POS.
• Tips vs. service charges rules that hit payroll taxes and credits.
• Sales tax, gift cards, comps, loyalty, and promo accounting that break “template” books.
• Franchise royalties and ad-fund contributions that sit on top of everything.

Generic bookkeeping misses these seams; restaurant bookkeeping is built around them.

What “restaurant-grade bookkeeping” actually includes

1) Daily sales summary that reconciles to the penny

We map POS → processors → bank so gross sales, discounts, comps, gift cards, tax, fees, and chargebacks tie out monthly. You’ll see exactly which platform paid what, when—and why your bank deposit net doesn’t match POS gross.

2) Prime cost discipline (weekly lens, monthly truth)

We standardize COGS roll-forwards (beginning inventory + purchases − ending inventory) and labor mapping (wages, OT, taxes, tips/service charges) so you can run prime ≤ 60–65% at maturity. Your package includes a Prime Cost trend with clear actions—not just percentages.

3) Month-end close cadence you can set your watch by

Our standard for multi-unit is T+7:

• T+3: Bank/processor recs mostly complete; delivery fee buckets tagged.
• T+5: Inventory & COGS roll-forwards; accruals/deferrals posted (prepaids, gift cards, loyalty).
• T+7: Financial package + commentary: P&L, balance sheet, cash flow, AP/AR aging, prime cost, and the three decisions we recommend for the next four weeks.

4) Sales-tax & marketplace facilitator reality

We configure sales-tax mapping by item/category, verify marketplace facilitator settings, and align filing cadences across states.

5) Franchise overlays (royalty, ad fund, brand promos)

We book royalties/ad funds on the right basis (gross vs. net), track co-op/LSM promos, and separate franchise fees from operating expenses so divisional and lender reporting is apples-to-apples.

6) Multi-unit structure without the chaos

Whether you’re a franchisor with an ad fund/development fees or a franchisee with 2–50 stores, we handle intercompany, a standardized COA, and unit-level dashboards that roll up cleanly for lenders and investors.

7) Information returns & e-file rules (no February scramble)

If you file 10+ information returns, you must e-file W-2/1099. We set up IRIS and keep vendor W-9s current, so January is just… January.

What owners get from great bookkeeping (tangible outcomes)

• Cash clarity: A 12-week forecast tied to real AP/AR, payroll cadence, loan payments, and seasonality—not hope.
• Menu & portion decisions are driven by evidence (the theoretical-vs-actual food-cost gap becomes your weekly coaching list).
• Delivery economics you can negotiate: once you see true take rates by platform, you can price for delivery intentionally.
• Bank-ready financials for lines of credit and new units—clean P&L/BS with schedules lenders actually accept.
• Tax-ready files: 1099s, sales tax, and payroll reports aligned to your ledger so compliance is quick and predictable.

The QMK close package (every month)

1. Financials: P&L by unit + consolidated, balance sheet, and cash flow.
2. Reconciliations: Bank, credit card, and each processor/platform.
3. Prime Cost page: weekly/period-to-date trend, variance actions.
4. AP/AR aging with “pay now / negotiate / hold” flags.
5. Owner memo (one page): 3–5 bullets on what moved the numbers and what to do next.

Onboarding: 45 days to steady state (multi-unit model)

• Week 1: Data intake, POS/processor map, COA standardization, prior-period diagnostics.
• Weeks 2–3: Reconcile YTD; clean vendor duplicates; tag delivery fee buckets; fix lazy rules causing miscodings.
• Weeks 4–5: First full T+7 close with the Prime Cost page; launch the 13-week cash forecast.
• Week 6+: Steady state, quarterly tune-ups (menu contribution, labor cadence, fee-stack audit).

Common pain points we fix (fast)

• POS ≠ bank ≠ processor: We design the bridge so deposits always tie out.
• Gift cards/loyalty mess: We set proper deferred revenue and redemption logic, then automate entries.
• Tips vs. service charges confusion: We align payroll/taxes and preserve eligibility where credits apply.
• Slow closes (T+20+): We move you to a weekly rhythm so month-end is a formality.
• Unit economics fog: We build store-level dashboards and a consolidated view so you can open the next unit with confidence.

FAQ — Restaurant & Franchise Bookkeeping

How much to charge for bookkeeping services?

Short answer: price follows scope, speed, and complexity. Typical illustrative retainers:

• Single-unit restaurant/QSR (core bookkeeping): Starts from $400/mo

  Bank/credit card/processor recs, AP/AR posting, payroll tie-outs, sales-tax prep support, and T+10–T+15 close.

• Multi-unit (2–5 stores) or full-service with delivery stack: Starts from $1000/mo

  T+7 close, platform fee mapping (Uber Eats/DoorDash/Toast/Stripe), inventory/COGS roll-forwards, and Prime Cost page.

• 6–15 units / franchisor overlays: Starts from $3,500/mo.

  Consolidated reporting, unit-level P&Ls, royalty/ad-fund accounting, intercompany, KPI dashboards, lender/board packages.

• Cleanup/catch-up: $2000–$10,000+ one-time, based on months to fix, entities/locations, and platform complexity.

Biggest drivers: number of locations, transaction volume, delivery platforms, close speed (T+7 vs T+15), add-ons (bill pay, payroll processing, sales-tax filings), and whether you want controller/CFO review, dashboards, or a 12-week forecast.

Our approach: scope to your unit economics and fee stack, then quote a flat monthly that includes a repeatable close and the three decisions we brief you on every month.

What is included in bookkeeping services?

For restaurant & franchise operators, a solid package typically covers:

• Food-service chart of accounts (menu categories, discounts/comps, gift cards, loyalty, delivery fees).
• Daily sales summary mapping: POS → processors → bank, with platform fee buckets and chargebacks tied out monthly.
• Bank/credit card/processor reconciliations to the penny, every month.
• AP & AR workflows with approvals, vendor management, and clean aging.
• Payroll tie-outs (wages, taxes, and tips vs. service charges) and benefits accruals.
• Inventory & COGS roll-forwards (theoretical vs. actual gap = weekly coaching list).
• Sales-tax mapping & filing support (marketplace facilitator settings, multi-state cadence).
• Franchise overlays: royalty/ad-fund accruals, promo/LSM treatment, and development fees (for franchisors).
• Month-end close cadence (ideally T+7) with P&L, balance sheet, cash flow, AP/AR aging, and an owner memo.
• Prime-cost dashboard by unit and consolidated.
• 12-week cash forecast tied to real AP/AR, payroll cycles, and seasonality.
• Information-returns readiness: vendor W-9 hygiene, 1099 support, and IRIS e-file setup if you have 10+ forms.
• Document vault & compliance calendar so renewals and deadlines don’t slip.

Common add-ons: managed bill pay, payroll processing, sales tax filings, KPI dashboards, fractional controller/CFO, budget vs. actuals by store, and lender/board reporting.

Why QMK

QMK Consulting is an accounting firm in New York City, specialized in franchise accounting and restaurant accounting—supporting operators nationwide. We don’t just “do the books.” We implement a repeatable close, defend your delivery economics, and give you a cash-first plan you can actually run week to week.

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