Restaurant bookkeeping
Restaurant bookkeeping checklist
A restaurant's books move with the daily sales, the tips and the inventory. The monthly request should collect the POS reports, the processor statements, the payroll and tip records, the vendor invoices and the count that explains the cost of food and drink. Ask for the same records on the same schedule so the close does not depend on a shoebox of receipts.
Who sends itSent by the restaurant's bookkeeper after the month ends, usually by the 10th. It covers every location the client operates and every sales channel, including delivery platforms.
0 of 17 ticked
01Sales and cash
02Payroll and tips
03Inventory and vendors
04Banking and tax
What firms get wrong
- Recording only the net deposit from a delivery platform, which hides the gross sales and the commission.
- Letting the client report cash tips verbally instead of in the payroll tip report.
- Treating sales tax collected as revenue and paying it from the operating account without a liability.
- Skipping the inventory count and plugging cost of goods sold at month end.
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Questions about this checklist
What records does a restaurant need for monthly bookkeeping?
The core set is the daily sales reports, the card and delivery platform statements, the payroll and tip reports, the vendor invoices, the inventory counts and the bank statements. The client should send the same set every month, even when a section is empty.
How should a restaurant report tips?
The client should give the payroll provider a tip report by employee, including cash tips, credit card tips, tip pooling and service charges. The payroll provider reports the tips on the payroll tax return, and a large food or beverage establishment files Form 8027.
Do delivery platform reports count as sales?
Yes. The gross sales belong in revenue, and the commissions and fees are expenses. Recording only the net payout hides both sides and makes the sales tax and the margin wrong.
How do I handle sales tax in a restaurant?
Keep the sales tax collected separate from revenue and record the payment when the return is filed. The rate depends on the state and locality, and some items, such as packaged alcohol or merchandise, may follow different rules.
Sources
- IRS: Publication 334, Tax Guide for Small Business
- IRS: About Form 8027
- IRS: Publication 15, Circular E
Checked November 3, 2026. Tax rules, forms and thresholds change; confirm them with the IRS or your tax software before relying on them.
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