Managing the finances of a restaurant can be complex, but with the best restaurant accounting software, these complexities are made manageable. This piece analyzes leading accounting tools for 2024 that are specifically designed to meet the needs of the restaurant industry.

Overview of the Best Restaurant Accounting Software

Illustration of restaurant accounting software options

Choosing the right restaurant accounting software can drastically transform your business operations. Here’s a brief rundown of the top options on offer in 2024 for restaurant accounting and general accounting software tailored to a restaurant business.

  • Best for Simplified Bookkeeping: Xero

  • Best for Easy Setup and Comprehensive Features: QuickBooks Online

  • Best Free Accounting Software: Wave

  • Best for Comprehensive Restaurant Management: Restaurant365

  • Best for Inventory and Cost Control: Food Service Ace

  • Best for Customizable Features: Ottimate

We will explore the importance of restaurant-specific accounting software and discuss how different types can provide benefits tailored to various kinds of restaurant businesses, each with unique strengths and functionalities.

Why Restaurant-Specific Accounting Software Matters

Accounting software designed for the general market often fails to address the specific needs of those within the restaurant sector. Specialized restaurant accounting software is crucial, as it adeptly manages complex activities such as tips distribution, food cost control, and integration with POS (point-of-sale) systems. By leveraging these specialized functions, attention can be diverted toward improving customer satisfaction and bolstering staff support instead of being entangled in fiscal management tasks.

Utilizing a dedicated accounting system tailored for restaurants presents several advantages.

  • Significantly reduces human errors

  • Saves valuable time

  • Capably eradicates over 90% of manual data entry related to accounting

  • Implements custom payment workflows and approval processes

  • Increases overall efficiency

  • Guarantees precision in financial statements

Another essential feature is its compatibility with your POS system. When sales information from point-of-sale terminals are synced accurately through this software it assists not only in balancing daily sales but also aids efficient cash flow administration and competitive price setting via thorough expense assessments. Automated tax features minimize risks associated with penalties or audits by maintaining compliance with legal requirements.

Ultimately, an effective restaurant accounting solution touches virtually all aspects of operation, leading to their betterment: simplifying routine procedures, boosting operational efficacy, and equipping managers in the hospitality arena with critical insights necessary for well-grounded decision-making strategies.

Xero — Best for Simplified Bookkeeping

Price: Variates based on subscription plan and internet connection.


  • Real-time cash flow tracking with accounts receivable insights

  • Easy transfer of purchase orders into bills

  • Comprehensive payroll processing

  • Expense claims submission by employees

  • Integration with over 1000 hospitality apps


  • Varies in price depending on features

  • May require additional training for some users

Xero sets itself apart by offering a comprehensive suite of accounting features that are crafted to meet diverse financial management needs. The capabilities of the software encompass:

  • Real-time cash flow tracking to help restaurant managers monitor the financial health of their business at a glance

  • The ability to transfer purchase orders into bills and track all payments, simplifying the billing process and reducing errors

  • Efficient payroll processing, including tax calculations, pension contributions, and leave management, ensuring that payroll is always accurate and on time

Xero distinguishes itself with a notable functionality that enables employees to lodge expense claims, optimising expenses and enhancing efficiency directly. It boasts integration capabilities with over 1000 hospitality applications, facilitating uninterrupted workflows across diverse systems. Nevertheless, depending on various subscription options and the possible requirement for extra training, its tiered pricing structure may pose challenges for certain users.


  • Price: 4/5

  • Design: 4.5/5

  • Features: 5/5

  • Usability: 4/5

QuickBooks Online — Best for Easy Setup and Comprehensive Features

Price: $22 to $140 per month.


  • Free guided setup and training

  • Tracks income, expenses, and more on the go

  • Automatic inventory tracking and expense tracking by snapping photos of receipts

  • Easy report scheduling and emailing

  • Syncs with bank accounts for automatic transaction recording


  • Not specifically made for restaurant operations

  • Requires integration with a restaurant-specific platform

QuickBooks Online is an online marketplace. Online, distinguished for its easy-to-navigate setup and comprehensive capabilities, is robust accounting software ideally suited for individuals just beginning with restaurant bookkeeping. Offering a cost-free guided setup, instruction, and round-the-clock support simplifies newcomers’ onboarding process. QuickBooks Online. Online enables restaurants to:

  • Track income, expenses, and more on the fly

  • Run their financial operations from a phone

  • Stay organized for tax time

  • Automatically track inventory

  • Track expenses by snapping photos of receipts

The automated tracking of expenses and inventory through photographing receipts considerably streamlines the time-consuming aspects of managing these tasks.

QuickBooks is a software product for QuickBooks. Online distinguishes itself with its bank account synchronization feature that facilitates automatic recording and sorting of transactions. Its mobile application efficiently logs mileage, aiding in the selection of the optimal deduction strategy. QuickBooks is currently running. Online offers a range of useful features, but it isn’t tailored specifically for restaurant operations. Thus, integration with a dedicated platform designed for restaurants is necessary to completely address their distinct requirements.


  • Price: 4/5

  • Design: 4/5

  • Features: 4.5/5

  • Usability: 4/5

Wave — Best Free Accounting Software

The cost is complimentary, but extra charges apply for payment processing, payroll services, and consulting from accounting advisors.


  • Completely free for essential features

  • Professional invoicing and direct payment button

  • Unlimited transactions and bank connections

  • Supports vendor management and fixed assets tracking


  • Additional costs for payment processing and payroll

  • May not support the needs of a growing restaurant

Wave stands out as an excellent selection for small businesses, startups, and freelance professionals needing free accounting software. It provides crucial functionalities necessary for effective accounting practices.

  • professional invoicing

  • direct payment buttons

  • automated reminders

  • unlimited transactions

Wave also facilitates the management of vendors and tracks fixed assets, which is beneficial for small food service businesses.

Although, the answer is yes. Wave offers numerous valuable features at no cost, there are fees tied to certain aspects such as payment processing, payroll services, and consulting with accounting advisors. These costs may increase as your restaurant expands and requires more sophisticated solutions. Wave still stands out as an economical choice that delivers considerable capabilities without any initial expenses.


  • Price: 5/5

  • Design: 4/5

  • Features: 3.5/5

  • Usability: 4/5

Restaurant365 — Best for Comprehensive Restaurant Management

Illustration of comprehensive restaurant management

Cost: Plans commence at a monthly rate of $289, with annual billing (exclusive of sales tax).

Advantages of adopting a comprehensive system for your dining establishment:

  • All-in-one system for accounting, operations, and HR

  • Powerful reporting tools for food cost tracking and daily P&L statements

  • Seamless integrations with delivery platforms

  • Data-driven scheduling tools

  • On-time and accurate payroll processing


  • Costly for small restaurants

Restaurant365 provides an integrated solution that combines operations, payroll, HR, and scheduling software with restaurant accounting and inventory management. This extensive tool delivers nearly every function required for a restaurant to oversee its financial matters and team coordination effectively.

Key features of Restaurant365 include:

  • Accounting software for tracking financial transactions and generating reports

  • Operations management tools for streamlining processes and improving efficiency

  • Inventory management software for monitoring and controlling inventory levels

  • Payroll and HR software for managing employee schedules and payroll processing

  • Powerful reporting tools for tracking actual vs. theoretical food costs and generating daily P&L statements

In the restaurant business, these attributes are essential for ensuring fiscal clarity and optimizing operational performance, which are vital components that significantly contribute to the triumph of any entity within the restaurant industry.

Restaurant365 includes the following features:

  • HR software for efficient hiring processes, streamlined applicant tracking, and online onboarding paperwork

  • Data-driven scheduling tools that integrate sales forecasts to create optimized labor schedules

  • Ensuring that staffing levels are always appropriate

Nevertheless, smaller eateries may find the expense of the software to be a considerable impediment.


  • Price: 3.5/5

  • Design: 4.5/5

  • Features: 5/5

  • Usability: 4.5/5

Food Service Ace — Best for Inventory and Cost Control

Illustration of inventory and cost control in restaurant operations

Price: Variates based on subscription plan.


  • Designed for multi-unit businesses

  • Effective inventory management features

  • Recipe cost tracking for menu profitability

  • Streamlines supply chain process


  • Composed of several mobile apps for multiple locations

Food Service. Ace is tailored to support expansive multi-location restaurant operations, focusing primarily on inventory and procurement processes. It works seamlessly with select vendors to maintain stock levels and optimize the flow of supplies. By implementing robust management of inventory, the system plays a critical role in monitoring ingredient expenses and reducing unnecessary losses, both essential elements for sustaining business margins.

The platform shines particularly in its ability to track costs associated with recipes, which aids in overseeing menu pricing strategies and maintaining effective inventory oversight. Nevertheless, Food Services provides food services. Ace comprises various mobile applications that may pose constraints for teams that strongly prefer to utilize desktop software solutions for their accounting functions. Regardless of this potential limitation, it continues to serve as a productive resource for managing inventories and cost efficiency across complex restaurant enterprises.


  • Price: 4/5

  • Design: 3.5/5

  • Features: 4.5/5

  • Usability: 4/5

Ottimate — Best for Customizable Features

Price: Variates based on subscription plan.


  • Customizable dashboards and performance scorecards

  • Unlimited transactions and approvers for vendor payments

  • Issue virtual or physical cards for different locations

  • Insights into spending by GL account, location, and time period


  • Varies in price depending on features

  • May require additional training for customization

Ottimate offers an array of adaptable options, making it ideal for multi-site restaurants with diverse needs. The platform includes:

  • Customizable dashboards

  • Performance scorecards for scalable and centralized data-sharing across users

  • Mapping invoice items to the chart of accounts just once, after which the system codes them correctly for future invoices

Ottimate stands out with its distinctive capability to distribute both virtual and tangible cards tailored for specific sites, departments, or personnel to oversee expenses without necessitating a credit evaluation. This versatility is enhanced by the provision of detailed expenditure analytics segmented by categories like GL account, geographical position, and date range – all instrumental in informed corporate planning. Nevertheless, fluctuating costs and the possible requirement for extra instruction may be considered disadvantages by certain consumers.


  • Price: 4/5

  • Design: 4.5/5

  • Features: 5/5

  • Usability: 4/5

Key Features to Consider in Restaurant Accounting Software

Illustration of key features in restaurant accounting software

Selecting the appropriate restaurant accounting software entails contemplating numerous vital features, which can substantially affect your restaurant’s operations and fiscal well-being. One of the most critical features is integration with your point of sale (POS) system. This ensures that payment data is accurately utilized in financial reports and KPI assessments, enhancing operational efficiency.

User-friendliness is another crucial factor. The software should be easy to use and integrate seamlessly with other systems your restaurant uses. Scalability is also essential, as it ensures that the software can grow with your business, adapting to increasing needs and complexity. Real-time financial reporting provided by accounting tools allows for timely business decisions and performance tracking.

Effective restaurant accounting software should have the following features:

  • Mobile access, enabling restaurant managers to make adjustments on-the-go based on real-time insights

  • Streamlined financial close process, reducing time and resource consumption

  • Tax management features, allowing you to manage various taxes in a single dashboard and stay compliant with tax regulations.

How to Choose the Right Software for Your Restaurant

When selecting restaurant accounting software, several critical considerations must be evaluated to ensure you choose the best option for your business. Firstly, assess the cost involved. While free options like Wave’s free accounting software are available, more expensive choices like Restaurant365 offer a broader range of features. Consider how many locations your restaurant encompasses – specialized tools like Food Service Ace cater to more extensive operations spanning multiple sites.

It is also crucial to pinpoint the specific functionalities required by your establishment. For example, comprehensive inventory and expense management might make Food Service Ace an excellent choice for your needs. Conversely, if customization is paramount in meeting your operation’s unique demands, then Ottimate could provide a superior solution. Consulting with industry colleagues or hiring an accountant can yield valuable perspectives on which software aligns well with businesses similar to yours.

In conclusion, finding the right balance between affordability, function, and adaptability should lead you to identify the ideal accounting software tailored to your restaurant’s unique requirements while facilitating future growth and expansion strategies.

Maximizing ROI with the Right Accounting Tools

Illustration of maximizing ROI with accounting tools

Investment in the appropriate restaurant accounting software can notably elevate your return on investment (ROI) by optimizing operations and enhancing cost management. An excellent accounting system helps you save time by automating various financial processes, allowing you to focus more on growing your business. Some key features of restaurant accounting software include:

  • Expense tracking

  • Payroll management

  • Inventory management

  • Sales tracking

  • Financial reporting

These features ensure that you stay on top of your financial responsibilities without spending countless hours on manual data entry.

Streamlined financial processes lead to better cost control and increased profitability. Accounting software with budgeting and forecasting features aids in setting financial goals and tracking performance, helping you make informed decisions about where to invest your time and money. Restaurant owners can identify financial inefficiencies by analysing accounting reports and strategize for better financial health.

These restaurant management tools also help manage cash flow and track asset costs, providing a 360-degree view of your restaurant’s finances. With real-time financial data and comprehensive financial reporting, you can make timely business decisions that drive profitability and ensure your restaurant’s long-term success.


Navigating the complexities of restaurant accounting is no easy feat, but the right software can make all the difference. From Xero’s simplified bookkeeping to Ottimate’s customizable features, each of the top six software options we’ve explored offers unique benefits tailored to different aspects of restaurant management. QuickBooks online. Online stands out for its ease of setup and comprehensive features, while Wave provides an excellent free solution for small-scale operations.

Restaurant365 delivers an all-in-one system for comprehensive restaurant management, and Food Service Ace excels in inventory and cost control. Each of these tools can help streamline your financial processes, improve your cost control, and provide the insights needed to make informed business decisions.

In conclusion, the best restaurant accounting software for you will depend on your specific needs, the size of your operation, and your budget. By carefully evaluating the features and benefits of each option, you can choose the right tool to enhance your restaurant’s financial health and drive your business forward.

Frequently Asked Questions

Why is restaurant-specific accounting software necessary?

Accounting software designed for the restaurant industry is essential due to the specialized transactions that are not typically accommodated by standard accounting programs, which include dealing with tips and food costs.

This type of software is deliberately customized to address the intricate accounting requirements within a restaurant setting.

What makes Xero the best for simplified bookkeeping?

Xero’s ability to track cash flow in real-time, seamlessly convert purchase orders into bills, process payroll thoroughly, and be compatible with over 1,000 hospitality applications positions it as the premier option for streamlined accounting practices.

Is there any free restaurant accounting software available?

Yes, you can use Wave for free for essential accounting features, such as professional invoicing and unlimited transactions, making it great for small-scale operations.

How does QuickBooks Online support restaurant operations?

QuickBooks Online works. It facilitates restaurant operations with capabilities like structured guidance for setup, seamless inventory tracking, and expense monitoring via receipt photo uploads. It may necessitate linking it with a dedicated platform designed for restaurants to fully leverage its functionality.

What features should I look for in restaurant accounting software?

Seek out accounting software tailored for restaurant accounting that offers seamless integration with your point of sale (POS) system, emphasizes ease of use and scalability, provides real-time financial reporting capabilities, includes mobile accessibility, and delivers thorough management of tax-related matters. These attributes are crucial in simplifying your accounting tasks and enhancing operational effectiveness.