restaurant chart of accounts quickbooks

restaurant chart of accounts in quickbooksRunning a successful restaurant requires efficient financial management.QuickBooks, a popular accounting software, offers a comprehensive chart of accounts specifically designed for the catering industry.

Published on 01/01/2023Sébastien Vassaux
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restaurant chart of accounts in quickbooks

Running a successful restaurant requires efficient financial management. QuickBooks, a popular accounting software, offers a comprehensive chart of accounts specifically designed for the catering industry. This powerful tool helps restaurant owners and managers organize and track their financial transactions accurately. In this article, we will explore the restaurant chart of accounts in QuickBooks, its benefits, and how to set it up for optimal financial management.

Benefits of Using QuickBooks for Restaurant Accounting

QuickBooks provides numerous advantages for restaurant owners when it comes to managing their accounts effectively. Some of the key benefits include:

  • Streamlined Financial Tracking: QuickBooks allows you to easily record and categorize your restaurant's financial transactions, including sales, expenses, inventory, and payroll.
  • Accurate Reporting: With QuickBooks, you can generate detailed reports such as profit and loss statements, balance sheets, and cash flow statements, providing valuable insights into your restaurant's financial performance.
  • Time-Saving Automation: The software automates various accounting tasks, such as bank reconciliations, invoice generation, and payroll calculations, reducing manual errors and saving you valuable time.
  • Data Security: QuickBooks ensures the security of your financial data by providing password protection, data encryption, and regular backups.
  • Integration Capabilities: It seamlessly integrates with other restaurant management systems like point-of-sale (POS) systems, enabling efficient data synchronization and simplifying your overall operations.

Setting Up the Restaurant Chart of Accounts in QuickBooks

To set up the restaurant chart of accounts in QuickBooks, follow these steps:

Step 1: Create Main Account Categories

Start by creating the main account categories that will serve as the foundation for your chart of accounts. These categories typically include:

  • Revenue: This category includes accounts related to your restaurant's sales, such as food sales, beverage sales, and catering services.
  • Cost of Goods Sold (COGS): Accounts within this category track the costs directly associated with producing and serving your menu items, including food purchases, beverage purchases, and kitchen supplies.
  • Operating Expenses: This category encompasses accounts for your restaurant's day-to-day operating expenses, such as rent, utilities, insurance, marketing, and employee wages.
  • Other Income and Expenses: Here, you can track any additional income or expenses that do not fit into the above categories, such as rental income or interest income.

Step 2: Create Sub-Accounts

Once you have created the main account categories, you can further organize your chart of accounts by creating sub-accounts. These sub-accounts provide more detailed tracking of your restaurant's finances. For example:

  • Under the Revenue category, you can create sub-accounts for different revenue sources, such as dine-in sales, takeout sales, and online orders.
  • Within the COGS category, you can have sub-accounts for specific food and beverage items, allowing you to analyze their individual costs and profitability.
  • Operating Expenses can be divided into sub-accounts for various expense types, such as rent, utilities, marketing, and payroll.

Step 3: Customize Accounts to Match Your Restaurant's Needs

QuickBooks allows you to customize the chart of accounts to suit your restaurant's specific requirements. You can add, edit, or delete accounts as needed. This flexibility enables you to track your financial transactions accurately and in a way that aligns with your restaurant's operations.

Key Financial Reports for Restaurant Analysis

Once your restaurant chart of accounts is set up in QuickBooks, you can generate various financial reports to gain valuable insights into your business's performance. Some of the key reports include:

1. Profit and Loss Statement (Income Statement)

The profit and loss statement provides a summary of your restaurant's revenues, expenses, and net income over a specific period. It helps you identify areas where you can cut costs, increase revenue, and improve overall profitability.

2. Balance Sheet

The balance sheet provides a snapshot of your restaurant's financial position at a specific point in time. It shows your assets, liabilities, and owner's equity, giving you a clear picture of your restaurant's financial health.

3. Cash Flow Statement

The cash flow statement tracks the inflows and outflows of cash in your restaurant. It helps you understand the cash flow patterns, identify potential cash shortages, and make informed decisions to improve your cash management.


Implementing the restaurant chart of accounts in QuickBooks is crucial for effective financial management in the catering industry. By accurately tracking your restaurant's financial transactions and generating insightful reports, you can make informed decisions to enhance profitability and streamline your operations. QuickBooks offers a user-friendly interface, customization options, and integration capabilities, making it the ideal accounting software for restaurant owners and managers.

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