The Best Accounting Software for Restaurants

QuickBooks Online is our pick for small restaurants because it combines comprehensive accounting tools with integrations that can help owners manage their finances without spending hours on bookkeeping. We particularly like its bank reconciliation, expense tracking and financial reporting capabilities, which make it easier to keep tabs on daily sales, supplier payments and overall profitability. When we tested QuickBooks for businesses of different sizes, we were consistently impressed by its capabilities.

QuickBooks Online lets restaurant owners monitor food and labor costs alongside cash flow and other financial metrics. Source: Intuit

QuickBooks also connects with tools restaurants commonly use, like Square, MarginEdge and Deputy, allowing businesses to link their accounting software with POS, inventory and workforce management systems. These integrations can help reduce manual data entry and give restaurant owners a clearer picture of their finances. Just make sure your POS integration correctly handles tips, discounts, refunds and delivery fees so your sales figures stay accurate.

For restaurants that need more advanced features, the Plus plan adds inventory tracking and class and location tracking for $140 per month. Those tools can help owners monitor stock and compare financial results by location or business segment, such as dine-in service and catering. However, QuickBooks’ built-in inventory features aren’t designed for detailed recipe costing, ingredient tracking or food waste management. Restaurants that need those capabilities may want to connect specialized inventory software.

QuickBooks offers a free plan and four paid plans, starting at $38 per month. Higher tiers add more users and advanced features, including bill management, inventory and location tracking. Note that the chart below shows regular U.S. prices before promotional discounts and taxes. Payroll, payment processing and bookkeeping services cost extra.

Here are a few things to keep in mind when considering QuickBooks:

• Managing multiple locations: Restaurants operating several locations under one company may be able to track their financial performance using class and location tracking on the Plus plan or higher. However, separately organized businesses generally need their own QuickBooks subscriptions.
• Restaurant integrations: Connecting QuickBooks to restaurant POS, inventory or workforce management software may involve additional subscription fees. Check the costs of any integrations you’ll need before choosing a plan.
• Free plan: QuickBooks Free is designed for solo business owners with basic accounting needs. It limits invoicing and reporting and doesn’t include accountant access, making it a less practical option for restaurants that need more extensive bookkeeping support.
• Free trial: QuickBooks offers a 30-day free trial of its paid plans, although you may need to choose between the trial and an introductory discount.

Intuit QuickBooks Online earned 8.0 out of 10 on TrustRadius, based on more than 2,300 reviews. Users frequently praise its ease of use, bank connections and integrations, noting that it makes everyday accounting tasks more manageable. However, some reviewers report frustration with rising subscription costs, customer support and occasional bank connection issues.

One user appreciated how straightforward the platform was to learn: “It is easy to use, easy to train on, and integrates well with other tools your company uses and your bank.”

FreshBooks is our pick for catering invoicing because it makes it easy to manage client billing, track expenses and collect payments for events. We particularly like its customizable invoices, estimates and automated payment reminders, which can save caterers time and help them get paid faster. The Plus plan also includes proposals and retainers, making it easier to outline event details and set payment terms.

Caterers handling several events at once can use FreshBooks to track the time and expenses associated with each job. With the Premium plan’s project profitability tools, they can also see how much they’re bringing in versus what they’re spending on individual events. This makes it easier to spot which types of catering jobs are making money and which aren’t.

FreshBooks lets catering businesses create customized invoices, request deposits and set up automatic payment reminders. Source: FreshBooks

Keep in mind that FreshBooks isn’t designed for detailed ingredient tracking, recipe costing or restaurant inventory management; if you need these types of functions, you’ll need to bring in specialized software for those tasks. Additional team members generally cost extra, too, which can add up if several employees need access to your books.

FreshBooks offers three regularly priced plans starting at $23 per month, plus a custom-priced Select option. All plans include invoicing, expense tracking and online payments, while higher tiers add more clients, accounting tools and advanced features. The chart below shows regular U.S. monthly prices before promotional discounts and taxes.

Here are a few things to keep in mind when considering FreshBooks:

• Choosing a plan: The Lite plan limits you to five billable clients, which may be a bit restrictive for caterers handling multiple events. Plus increases that allowance to 50 clients and adds proposals and retainers, while Premium offers unlimited clients and project profitability tracking.
• Additional users: Extra team members cost $11 per person per month. Select includes two additional team-member accounts at no extra charge, which may be helpful if several employees need access to your catering business’s books.
• Other costs: Advanced Payments costs $20 per month on Lite, Plus and Premium but is included with Select. Payment processing fees and payroll cost extra.
• Free trial and discounts: FreshBooks offers a 30-day free trial and discounted rates for annual billing. Introductory discounts may also be available, so check the current terms before signing up.

FreshBooks Accounting earned 9.2 out of 10 on TrustRadius, based on more than 200 reviews. Customers like its straightforward interface, invoice tracking, automated reminders and expense management tools. On the downside, some would like more reporting and customization options, while others mention restrictions on the number of clients and limitations with the mobile app.

One user highlighted its suitability for smaller businesses: “FreshBooks is perfect for solopreneurs or very small shops where all administrative work is handled in-house.”

Xero is our pick for growing restaurant teams because it allows unlimited users on every plan, without charging extra for each person who needs access. We particularly like this flexibility for restaurants where owners, managers and bookkeepers all need to work with the same financial records. Xero also offers bank reconciliation, expense tracking and supplier bill management, helping restaurants keep up with daily sales and payments to food vendors. Its integrations with POS and other restaurant management systems can further reduce manual data entry and help keep financial information organized.

Xero helps restaurant owners keep their books up to date with automated bank reconciliation and detailed transaction records. Source: Xero

One thing restaurant owners should watch is Xero’s entry-level plan limits. Early allows just 20 invoices and five bills per month, which could be restrictive for a restaurant that receives frequent deliveries from multiple suppliers. Growing removes those limits, while Established adds multicurrency support and project tracking. Xero also offers inventory management tools, including its separately priced Inventory Plus product, but restaurants needing detailed recipe costing, ingredient tracking or food waste management may still need specialized software.

Xero offers three plans, starting at $27 per month. All plans include unlimited users, bank reconciliation and financial reporting, while higher tiers add more extensive bill management, automation and cash flow forecasting. The chart below shows regular U.S. monthly prices before promotional discounts and taxes.

Here are a few things to keep in mind when considering Xero:

• Choosing a plan: Early limits businesses to 20 invoices and five bills per month. Restaurants that receive frequent deliveries from food suppliers may quickly exceed the bill limit, making Growing a more practical choice at $59 per month.
• Unlimited users: All three plans allow unlimited users without additional per-person fees. That can be a significant advantage for growing restaurants where owners, managers and bookkeepers all need access to financial records.
• Additional costs: Inventory Plus is available as a paid add-on for Growing and Established. Payroll through Gusto, payment processing and some third-party restaurant integrations may also cost extra.
• Free trial: Xero offers a 30-day free trial. Promotional discounts may also be available, so check the current terms before signing up.

Xero Accounting Software earned 8.5 out of 10 on TrustRadius, based on more than 800 reviews. Customers like its easy bank reconciliation, invoicing features and ability to share financial information with accountants and bookkeepers. On the downside, some want more flexibility with reports and better inventory tools, while others have run into problems with integrations and bank reconciliation.

One user highlighted its collaborative features: “Xero is a great platform for you to easily communicate between your bookkeeper or accountant and your leadership team.”

Zoho Books is our pick for restaurant accounting automation because it offers tools that can take some of the repetitive work off an owner’s plate. We particularly like its recurring transactions, automated bank feeds and customizable workflows, which can help restaurants stay on top of supplier bills, payments and other everyday accounting tasks. The Professional plan adds workflow rules and purchase approvals, making it especially useful for restaurants where managers need to approve purchases before they’re made.

Zoho Books also offers inventory management features that may appeal to restaurants looking to keep their accounting and stock records in one place. The Professional plan includes inventory tracking, while Elite adds more advanced capabilities, such as warehouse management and batch tracking. These tools can help businesses manage stock across locations, although restaurants that need detailed recipe costing, ingredient conversions or food waste tracking may still need specialized software.

Zoho Books gives restaurant owners an overview of outstanding customer payments, supplier bills and cash flow. Source: Zoho

One thing to watch is that Zoho’s more advanced automation and inventory tools are reserved for higher-tier plans. Restaurant owners should also check how well Zoho Books connects with their POS, payroll and delivery platforms before committing, since those integrations can make a big difference in how much manual work the software actually saves.

Zoho Books offers a free plan and five paid plans, starting at $15 per month with annual billing. All plans include invoicing, expense tracking and bank reconciliation, while higher tiers add supplier bill management, inventory tracking and more advanced automation. The chart below shows regular U.S. prices before promotional discounts and taxes, with monthly and annual billing options.

Here are a few things to keep in mind when considering Zoho Books:

• Choosing a plan: Professional is worth considering for restaurants because it’s the first tier with supplier bill management, purchase approvals and inventory tracking. Premium adds more advanced automation, including custom approval workflows.
• Inventory management: Elite includes warehouse management, batch tracking and other advanced stock tools. However, restaurants that need recipe costing, ingredient conversions or food waste tracking may still need specialized software.
• Additional users and costs: Plans include between one and 15 users, depending on the tier. Additional users cost $3 per month each, or $2.50 with annual billing. Payment processing and certain add-ons may cost extra.
• Free plan and trial: The free plan is intended for businesses with annual revenue of $50,000 or less, making it less practical for most established restaurants. Zoho also offers a 14-day free trial of its paid features.

Zoho Books earned 8.7 out of 10 on TrustRadius, based on nearly 200 reviews. Users frequently praise its automated invoicing, expense tracking and ability to provide a clear picture of business finances. Some reviewers report difficulties with bank connections and third-party integrations, while others would like more flexibility in customizing the interface.

One user appreciated having financial information in one place: “Well suited for entering and tracking sales and expenses, especially if you want a one stop platform to house all the data.”

ZarMoney is our pick for restaurant inventory and reports because it combines accounting, inventory management and financial reporting at a relatively affordable price. We particularly like its inventory tracking, purchase order management and stock transfer features, which can be useful for restaurants that sell packaged products or manage supplies across multiple locations. ZarMoney also offers customizable reports that help owners keep an eye on expenses, inventory values and overall financial performance.

Another advantage is its straightforward pricing. The Small Business plan starts at $20 per month and includes two users, making it an affordable option for restaurant owners who want to give a manager or bookkeeper access to their financial records. Businesses can add users as their teams grow, although each additional account increases the monthly cost.

ZarMoney gives restaurant owners a visual overview of bills, profitability, sales trends and inventory receipts. Source: ZarMoney

ZarMoney does have some drawbacks for restaurants. Its inventory tools aren’t built specifically for the industry, so you may need separate software to handle recipe costing, ingredient tracking and food waste. Before signing up, check whether ZarMoney works with your POS system, especially if you want sales and inventory data transferred automatically into your books.

ZarMoney offers a Small Business plan starting at $20 per month and an Enterprise plan starting at $350 per month. Both include accounting and inventory management tools, while Enterprise is designed for larger teams that need more customization and support. The chart below outlines the plans and their regular monthly prices.

Here are a few things to keep in mind when considering ZarMoney:

• Inventory management: The Small Business plan includes inventory tracking and purchasing tools, making it an affordable option for restaurants that need basic stock management alongside their accounting software. However, restaurants that need detailed recipe costing or food waste tracking may require specialized software.
• Additional users: The Small Business plan includes two users, with each additional user costing $10 per month. Enterprise pricing starts at $350 per month for businesses with 30 or more users.
• Free trial: ZarMoney offers a 15-day free trial, giving you an opportunity to test its accounting and inventory features before subscribing.

ZarMoney earned 4.7 out of 5 on Capterra, based on 95 reviews. Users frequently praise its ease of use, customer support and inventory management tools. However, some reviewers report limitations with inventory tracking, integrations and certain advanced features.

“I’d highly recommend anyone looking for an online accounting system to look seriously at ZarMoney. It’s packed full of goodness,” one user wrote.

Oracle NetSuite is our pick for multilocation restaurant groups because it brings accounting, purchasing, inventory management and financial reporting together in one system. We particularly like its ability to give owners a clearer picture of how their restaurants are performing, rather than having to piece together financial information from different locations. For restaurant groups operating separate business entities, NetSuite OneWorld adds subsidiary management and consolidated reporting, making it easier to track finances across the entire organization.

NetSuite also offers budgeting, forecasting and automated workflows, which can be valuable for restaurant groups managing multiple locations, suppliers and employees. Its customizable ERP platform allows businesses to build a system around their needs, although the features and modules included depend on their particular subscription.

Oracle NetSuite gives restaurant groups a centralized view of financial performance, including sales, expenses, profitability and outstanding payments. Source: Oracle NetSuite

The trade-off is cost and complexity. NetSuite requires a more involved implementation than the other accounting platforms on our list, and restaurant groups may need additional integrations for POS systems, recipe costing or food waste management. Before committing, make sure your quote covers the specific features and integrations your restaurants need.

Oracle NetSuite doesn’t publish standard subscription prices. Instead, businesses receive a custom quote based on the software, modules and user licenses they need. NetSuite charges an annual licensing fee, plus a one-time implementation fee. The chart below outlines its pricing structure.

Here are a few things to keep in mind when considering NetSuite:

• Managing multiple locations: NetSuite OneWorld supports multiple subsidiaries, consolidated financial reporting and intercompany accounting. Restaurant groups operating separate business entities should make sure OneWorld is included in their quote if they need these capabilities.
• Additional costs: Make sure your quote covers user licenses, additional modules, implementation, data migration, training and ongoing support. POS integrations and specialized restaurant inventory tools may also add to the total cost.
• Product demonstrations: NetSuite offers product tours and test-drive opportunities, but it doesn’t offer the standard 30-day free trial available with many small-business

Oracle NetSuite Accounting earned 8.1 out of 10 on TrustRadius, based on more than 1,400 reviews of its broader ERP platform. Users frequently praise its financial reporting, customization options and ability to bring accounting, inventory and other business operations together. However, some reviewers mention complicated setup, a dated interface and occasional performance issues.

“NetSuite ERP is the master of all of our financial data. We use it to track inventory across multiple warehouses, record transactions, and track P&L,” one user wrote.