How it runs for restaurants and hospitality businesses
Every invoice is posted to the ledger when issued, and deposits sit as a liability until the event happens.
What are outsourced invoicing services?
Outsourced invoicing services mean a remote billing team prepares, checks and sends your customer invoices instead of your office staff doing it between other tasks. The team works inside your accounting or billing software, follows your rate cards and contract terms, and issues credit notes and corrections. You keep control of pricing, approvals and the customer relationship.
What we handle for restaurants and hospitality businesses
- Issue deposit and balance invoices for catering and private events from the signed agreement
- Apply sales tax and service-charge treatment correctly for events, alcohol and delivery
- Bill house accounts and wholesale customers on a fixed cycle with statements
- Hold event deposits as a liability until the event date and release on delivery
- Post every invoice and credit memo to the ledger the day it goes out
The KPI that matters here
Event balance invoices issued within two business days of the event with deposits released and tax applied correctly.
Restaurants compliance notes
Tip reporting and tip credits
Employees must report cash and card tips to the employer, the employer withholds payroll taxes on reported tips, and large food and beverage establishments file Form 8027 annually. Where the restaurant takes a tip credit against minimum wage under the FLSA, the wage records must show that tips brought each employee to the full minimum. We reconcile POS tips to payroll and keep the workpapers; your payroll provider and CPA handle filings.
Sales tax and local meal taxes
Restaurant sales are taxable in most US states, many cities and counties add a meal or hospitality tax, and rules differ for catering, delivery, alcohol and service charges. We reconcile tax collected in the POS to the ledger by jurisdiction each month, prepare the workings for your filing, and flag rate changes or new locations so nothing is missed.
Daily cash and deposit controls
Cash-heavy service creates the need for a daily cash count, a deposit log and a documented over-and-short account. We reconcile the counted cash per shift to the POS cash tender, match deposits to the log, and report over-and-short by location and manager so problems surface within days rather than at year-end.
Alcohol, franchise and lease reporting
Liquor license reporting, franchisor royalty and marketing-fund reports based on gross sales, and percentage-rent clauses in leases all depend on POS sales figures that tie to the ledger. We prepare the sales schedules these reports need from reconciled numbers and keep the supporting Z-reports on file.
Restaurants software we work in
- Square
- QuickBooks Online
- Xero
- Gusto
- Bill.com
- Toast
- Restaurant365
- MarginEdge
- 7shifts
- All 50 platforms
More for restaurants and hospitality businesses
Other services for restaurants
Invoicing and billing in other industries
Frequently asked questions
How should service charges and gratuities on events be treated?
A mandatory service charge is generally the restaurant's revenue and may be taxable, while a voluntary gratuity belongs to staff and is a liability. The treatment differs by state and by how the charge is described on the contract and invoice. We record each according to the contract wording and your state's rules, and keep the two on separate lines so payroll and tax filings are supported.
When do you invoice a catering or banquet event?
A deposit invoice goes out when the agreement is signed, usually for a percentage of the estimated total, and a balance invoice within two business days of the event using the final guest count, bar consumption and any add-ons from the banquet event order. Deposits are held as a liability and released to revenue on the event date, so a busy December of bookings does not inflate October's sales.
Can you manage house accounts for corporate customers?
Yes. Charges from the POS are posted to the customer's account, a statement goes out on a fixed cycle with a payment link, and balances that age are followed with a courteous reminder under your restaurant's name through our DunningDesk cadence. Credit limits and cut-off rules you set are recorded so the front of house knows when to ask for a card instead.
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