Restaurant & Multi Entity Accounting Automation Consultant

Job Title

Restaurant & Multi Entity Accounting Automation Consultant

Location

Remote with availability for occasional virtual meetings with Detroit based ownership team.

Project Type

Contract Project

Estimated Duration: 4 to 6 weeks

Overview

We are seeking an experienced Restaurant Accounting Systems Consultant to design and implement a fully automated accounting infrastructure for a growing hospitality and development group based in Detroit.

Our businesses include:

Two full service restaaurants and

Additional real estate and development entities

Our accounting currently operates in QuickBooks Online with bank and credit card integrations active, but the system requires restructuring, automation, and the implementation of reliable reporting.

The goal of this project is to create a fully automated accounting workflow that tracks restaurant performance, food cost, prime cost, and weekly profitability while supporting multi entity financial reporting across all business units.

The consultant will design and implement a clean accounting architecture that minimizes manual bookkeeping and enables reliable financial reporting.

Project Objectives

Create a fully automated accounting system across multiple entities that includes:

Automated expense categorization

Automated POS sales integration

Food cost tracking

Weekly P&L reporting

Prime cost tracking

Multi entity accounting structure

Consolidated reporting across businesses

The final system should require minimal manual input and enable ownership to monitor financial performance easily.

Scope of Work

The consultant will perform the following tasks.

1. QuickBooks System Audit

Review the current QuickBooks Online structure for all entities.

Evaluate:

Chart of accounts structure

Expense categorization

Bank feed configurations

Existing automation rules

Reporting accuracy

Identify structural issues preventing reliable reporting.

Provide a written system improvement plan.

2. Chart of Accounts Standardization

Design a standardized chart of accounts specifically for restaurant and hospitality operations.

All restaurant entities should use the same structure to allow financial comparison.

Example categories:

Revenue

Food Sales

Alcohol Sales

Private Events

Cost of Goods Sold

Food Cost

Beverage Cost

Paper Goods

Kitchen Supplies

Labor

Hourly Labor

Management Salaries

Payroll Taxes

Employee Benefits

Operating Expenses

Rent

Utilities

POS Processing Fees

Marketing

Repairs and Maintenance

Corporate Expenses

Legal

Professional Services

Office Expenses

The chart of accounts must support:

restaurant financial reporting

food cost tracking

prime cost reporting

multi location comparison

3. Multi Entity Accounting Structure

Design a clean accounting structure for the following entities:

Ivy Kitchen + Cocktails

Antidote

Diomo Enterprises

6 Degrees Cultural Center

Real estate entities

Configure each entity to maintain independent financial records while enabling consolidated reporting across the organization.

Implement best practices for intercompany accounting including:

management fees

shared expenses

capital contributions

intercompany loans

4. POS Sales Integration

Implement automated integration between Toast POS and QuickBooks Online.

Sales data should automatically post to accounting on a daily basis.

Entries should include:

Food sales

Alcohol sales

Sales tax liability

Gift card liability

Tips

Ensure proper mapping of POS revenue accounts to accounting categories.

5. Automated Expense Categorization

Configure QuickBooks bank rules to automate expense categorization.

Example vendor rules:

Restaurant Depot → Food Cost

Sysco → Food Cost

Southern Glazer → Beverage Cost

Costco → Food Cost

DTE Energy → Utilities

Toast → POS Fees

Target automation rate of at least 80 percent of transactions.

Document all categorization rules for future maintenance.

6. Food Cost Tracking System

Design and implement a system to track food cost and beverage cost.

Food cost should be calculated using:

sales data from POS

vendor purchases

inventory counts

The consultant should recommend and implement an appropriate solution such as:

restaurant inventory software

integrated accounting tools

inventory spreadsheets

The system must produce:

actual food cost percentage

theoretical food cost percentage

food cost variance

7. Prime Cost Reporting

Implement reporting that automatically calculates prime cost.

Prime cost includes:

food cost

beverage cost

labor cost

Reports should calculate:

prime cost percentage

weekly profitability indicators

cost control metrics

8. Weekly Financial Reporting

Design a weekly reporting system that generates the following reports automatically.

Weekly Profit and Loss

Prime Cost Report

Food Cost Report

Cash Flow Summary

Reports should allow management to monitor business performance weekly instead of waiting for monthly accounting.

9. Automation and Workflow Design

Design an automated workflow where financial data flows from operations into accounting.

Example workflow:

POS sales → accounting

bank transactions → accounting

vendor invoices → accounting

inventory → food cost reporting

The system should minimize manual data entry and streamline the accounting process.

10. Documentation and Training

Provide full documentation for the system including:

chart of accounts structure

automation rules

weekly accounting workflow

reporting procedures

Conduct training sessions with management to explain:

how to maintain the system

how to review financial reports

how to track food cost and prime cost

Deliverables

At the completion of the project the consultant must deliver:

Fully restructured QuickBooks accounting system

Standardized chart of accounts

Automated expense categorization rules

POS sales integration

Food cost tracking system

Prime cost reporting system

Weekly financial reporting framework

Written accounting workflow documentation

Required Qualifications

Strong expertise in QuickBooks Online system architecture

Experience implementing restaurant accounting systems

Experience integrating POS systems with accounting platforms

Experience implementing food cost and inventory tracking systems

Experience with multi entity accounting structures

Ability to design automated financial workflows

Preferred Qualifications

Experience with restaurant financial platforms such as:

MarginEdge

Restaurant365

inventory management tools

Experience working with hospitality groups operating multiple locations.

Project Timeline

Week 1

System audit and architecture design.

Week 2

QuickBooks restructuring and automation configuration.

POS integration and food cost tracking setup.

Reporting systems, documentation, and training.

Success Criteria

The project will be considered successful when:

Accounting transactions categorize automatically.

Sales data syncs automatically from POS.

Food cost can be calculated weekly.

Prime cost can be monitored weekly.

Financial statements are accurate and reliable.

Ownership should be able to review financial performance with minimal manual accounting work.

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