The Best Accounting Software for Small Restaurants in 2025

Restaurant365 - All-in-One Restaurant Management Platform

Restaurant365 brings together many critical restaurant management functions in one cloud-based system. It's designed specifically for restaurant operations, whether you run a single location or manage multiple sites across different areas. The platform connects your financial tasks with day-to-day operations, helping you make smarter business decisions.

What makes Restaurant365 particularly useful is how it integrates with over 70 different point-of-sale systems, creating a smooth flow of information throughout your business. Restaurant owners can track performance metrics in real-time, allowing for quick adjustments to staffing, inventory, and other operational factors as needed.

The company has steadily grown its footprint to support more than 40,000 restaurant locations nationwide. Their recent acquisition of ExpandShare has added AI-powered training capabilities to help restaurant teams develop their skills and improve service quality.

Internet Reviews

Restaurant users generally praise Restaurant365 for its comprehensive approach to restaurant management. Many highlight the value of having accounting, inventory, and scheduling tools in one platform. The software gets positive feedback for its ability to connect with various POS systems, which helps restaurant managers avoid duplicate data entry.

Some reviews mention challenges with the learning curve, noting that new users might need time to become comfortable with all the features. A few customers have also reported wanting more flexibility with customization options. The customer support experience seems to vary, with some users reporting excellent service while others mention delays in response times.

Features

• Comprehensive Accounting Management: Streamline financial operations with advanced general ledger, accounts payable, and accounts receivable tracking that provides real-time insights for multi-location restaurant businesses.
• Smart Inventory Control: Automatically track ingredient costs, manage recipe creation, and optimize purchasing with real-time inventory valuation and automated ordering suggestions.
• Intelligent Workforce Scheduling: Create optimized employee schedules based on sales forecasts, manage shift swaps through mobile app, and integrate payroll and HR functions seamlessly.
• Advanced Financial Analytics: Access comprehensive dashboards with real-time reporting, prime cost analysis, and customizable financial insights to drive strategic decision-making.
• Seamless System Connections: Connect effortlessly with over 70 point-of-sale systems, vendor platforms, and banking networks to ensure smooth data transfer and operational efficiency.
• Multi-Location Flexibility: Support unlimited users across different restaurant locations with flexible access controls and scalable management tools.
• Resource Optimization Tools: Leverage intelligent forecasting and cost management features to control expenses, predict financial performance, and maximize restaurant profitability.

Simplified Pricing Information

• Essential Plan starts at $469 per month per location, billed quarterly, including accounting, inventory management, and scheduling software.
• Professional Plan priced at $689 per month per location, billed quarterly, offering enhanced reporting and advanced inventory management tools beyond the Essential Plan.
• Custom Plan available for specific business needs, requiring a direct quote from Restaurant365.
• Payroll and HR software available as additional add-on services with separate pricing.

Overall Opinion

Restaurant365 offers a robust solution for restaurants looking to streamline their operations with integrated software. The platform shines in its ability to connect various systems and provide real-time data that helps owners make informed decisions. While the price point is higher than some competitors, many users find value in having accounting, inventory, and scheduling tools in one system.

The software works best for established restaurants or small chains that need better operational visibility and can benefit from the comprehensive feature set. New or very small operations might find the system more powerful than they need at first. Consider your specific requirements and growth plans when evaluating if Restaurant365 is the right fit for your restaurant business.

QuickBooks - by Intuit

QuickBooks stands as one of the most recognized accounting solutions for small businesses, including restaurants. This financial management software handles everything from basic bookkeeping to comprehensive financial oversight, making it suitable for restaurant operations of all sizes.

For restaurant owners, QuickBooks offers specialized tools that simplify daily operations. The platform automatically imports transactions from your bank accounts and credit cards, reducing manual data entry time. This automation lets you focus more on running your restaurant and less on managing receipts and invoices.

Available in both cloud-based and desktop versions, QuickBooks gives restaurant managers flexibility in how they access their financial data. The cloud option works well for owners who need to check numbers while moving between locations or working from home.

Internet Reviews

Online sentiment about QuickBooks reveals a mixed picture. Many restaurant owners praise its comprehensive feature set and powerful app integration capabilities. The software's widespread adoption means finding support resources and accountants familiar with the platform is relatively easy.

However, recent customer feedback highlights concerns about payment services and support quality. Some users report unexpected account terminations and difficulty retrieving held payments. The customer service experience seems inconsistent, with many pointing to long wait times and challenging resolution processes.

Features

• Comprehensive Financial Management: Track your restaurant's finances with tools for invoicing, expense tracking, and reporting that scales with your business.
• Customizable Invoicing: Create professional invoices with your restaurant logo, send them directly to vendors or catering clients, and set up recurring billing.
• Online Payment Processing: Accept digital payments to get paid faster and simplify your financial transactions.
• Automated Expense Tracking: Categorize expenses automatically, track bills, and manage payments to food vendors with minimal manual effort.
• Inventory Management: Monitor food stock levels, receive low inventory alerts, and track ingredient costs.
• Payroll Processing: Manage restaurant staff payments with automated direct deposits, tax calculations, and tip reporting.
• Detailed Financial Reporting: Generate profit and loss statements, sales reports, and cash flow analyses to make informed decisions.
• Bank Account Integration: Connect bank accounts to automatically import and match transactions, simplifying reconciliation.
• Tax Management Tools: Categorize expenses for tax deductions, prepare 1099 forms for contractors, and support tax filing.
• Mobile Access: Check your restaurant's financial health from anywhere using smartphone apps.

Simplified Pricing Information

• QuickBooks Solopreneur costs $20 monthly, suitable for small food trucks or single-location cafes with basic needs.
• QuickBooks Online offers four tiers: Simple Start ($35/month), Essentials ($65/month), Plus ($99/month), and Advanced ($235/month), accommodating restaurants from small to multi-location.
• QuickBooks Enterprise ranges from $1,703/year to $5,364/year, designed for larger restaurant groups or franchises with complex needs.
• Additional payroll services cost between $50-$130 monthly plus $6-$11 per employee, helping manage restaurant staff payments and tip reporting.

Overall Opinion

QuickBooks provides restaurant owners with a reliable accounting foundation that integrates well with many restaurant-specific tools. Its widespread adoption means finding accountants familiar with the system is relatively easy, which can be valuable during tax season or when seeking financial advice.

The software shines in its ability to scale alongside your restaurant business, from a single location to multiple venues. However, the higher pricing tiers and potential support issues might give some small restaurant owners pause. Those concerned about customer service quality might want to start with a shorter commitment to test the waters.

For restaurants needing robust financial tracking with industry-standard tools, QuickBooks remains a solid choice despite its imperfections. Just be prepared to possibly navigate occasional support challenges while benefiting from its comprehensive feature set.

MarginEdge - Restaurant Management Simplified

MarginEdge stands out as a complete back-office solution built specifically for restaurants. The platform integrates with your existing point-of-sale systems to provide real-time insights into your restaurant's financial performance.

What makes MarginEdge particularly useful for small restaurants is how it automates tedious tasks like invoice processing and inventory tracking. Restaurant owners can simply snap photos of invoices or email them directly to the system, which then extracts and processes the data automatically.

The software connects the dots between your daily operations and financial reporting, giving you a clearer picture of food costs, recipe profitability, and overall performance. Whether you run a single location or multiple units, MarginEdge offers tools to streamline operations and improve decision-making.

Internet Reviews

Restaurant operators consistently praise MarginEdge for its ability to simplify their administrative workload. Many users highlight the platform's strong integration capabilities with popular POS systems and accounting software like QuickBooks and Xero.

The customer service team receives particularly positive feedback, with users noting their responsiveness and helpfulness when navigating challenges. Several reviews mention how the invoice processing feature has saved hours of manual data entry each week.

Some customers note that the OCR technology occasionally struggles with complex invoices, and a few report payment processing delays. Several users mention they're waiting for a dedicated labor management module to round out the platform's capabilities.

Features

• Real-Time Cost Tracking: Monitor food expenses instantly as invoices are processed, identifying price changes and generating daily profit and loss statements for restaurants.
• Automated Invoice Processing: Upload invoices through mobile app, email, or EDI, eliminating manual data entry with automatic extraction from various invoice types.
• Inventory Management: Simplify tracking by comparing purchased items with sales data, automating food usage calculations and helping optimize inventory levels.
• Recipe and Menu Management: Centralize recipe management with real-time ingredient price updates and menu engineering tools to analyze item profitability.
• Back Office Efficiencies: Automate bill payments, ordering, and system syncing, supporting multi-unit locations and managing internal transfers.
• Integration Capabilities: Connect with over 60 POS systems and accounting software like QuickBooks, enabling comprehensive financial insights.
• Daily Financial Reporting: Generate daily profit and loss statements, track budgets across categories, and provide actionable financial management tools for restaurants.

Simplified Pricing Information

• Basic Plan costs $330 per month per restaurant location when paid monthly.
• Annual discount available at $300 per location per month when paid yearly.
• MarginEdge + Freepour Plan is available at $480 per month per location.
• QuickBooks Online Plus integration adds $90 per month to the base pricing.
• Each restaurant location is priced separately, with full feature access included in the base pricing.

Overall Opinion

MarginEdge offers a solid solution for small restaurants looking to streamline their back-office operations. The software excels at automating manual tasks like invoice processing and inventory management, potentially saving hours of administrative work each week.

While the price point is higher than some basic accounting tools, the specialized restaurant features provide value that generic solutions can't match. The platform's ability to connect with existing POS systems and accounting software means you can enhance your current setup without a complete overhaul.

For restaurants struggling with food cost analysis, inventory management, or recipe profitability, MarginEdge provides practical solutions to common challenges. The combination of automation and restaurant-specific insights makes it worth considering, especially if manual data entry is eating into your valuable time.

Xero - Cloud Accounting for Restaurant Owners

Xero brings powerful accounting capabilities to restaurant owners who need financial clarity without the complexity. This New Zealand-based platform stands out with its clean, intuitive interface that helps busy restaurateurs manage their books without getting bogged down in accounting jargon.

What makes Xero particularly suitable for restaurants is its real-time dashboard that gives you an instant view of your cash position, outstanding invoices, and upcoming bills. You can quickly check your financial health between the lunch and dinner rush, making it easier to stay on top of your restaurant's finances.

The platform connects with point-of-sale systems and food vendor apps, creating a seamless flow of financial data. This integration helps restaurant owners track food costs, manage inventory, and understand profit margins across different menu items.

Features

• Online Invoicing and Payment Management: Create custom invoices with payment links, accept multiple payment methods, and automate payment reminders to streamline your billing process.
• Advanced Banking Reconciliation: Connect with over 21,000 global banks, automatically import transactions, and easily match statement lines to simplify financial tracking.
• Comprehensive Expense Management: Track and categorize business expenses, upload receipts via mobile app, and maintain clear visibility of cash flow and financial health.
• Project and Inventory Tracking: Manage project budgets, quotes, and invoicing while tracking stock levels and inventory movements in real-time.
• Integrated Payroll Solutions: Streamline employee payments, calculate deductions automatically, and ensure tax compliance across different regions.
• Robust Financial Reporting: Generate detailed financial reports, access advanced analytics, and gain insights to make informed business decisions.
• Multi-Currency and Global Integration: Support transactions in over 160 currencies, integrate with multiple business apps, and facilitate international operations seamlessly.

Simplified Pricing Information

• Standard Plan offers unlimited invoices and bill payments, suitable for local restaurants without international transactions.
• Premium Plan includes multi-currency support, designed for restaurants with international suppliers or multiple locations.
• Add-on features like Xero Projects and Xero Expenses are available at additional costs, helpful for tracking special events or catering projects.
• Pricing scales based on your restaurant's size and needs, with options that grow as your business expands.

Internet Reviews

Restaurant owners who use Xero consistently praise its user-friendly interface and time-saving automation features. Many mention how the mobile app lets them check finances between busy service periods or while meeting with suppliers. Users love the easy bank reconciliation process, which saves hours of bookkeeping time each week.

Common complaints focus on occasional bank feed disconnections that require manual fixes and the learning curve for some of the more advanced features. Some users note that customer support can be inconsistent, with response times varying depending on their plan level.

Overall Opinion

Xero offers a solid accounting solution for restaurants looking to streamline their financial management. Its strong point is making complex accounting tasks approachable for busy restaurant owners who don't have accounting backgrounds. The mobile capabilities are particularly valuable in a fast-paced restaurant environment where owners are rarely sitting at a desk.

While it has some limitations with bank connections and advanced features, the platform provides excellent value for small to medium-sized restaurants. The ability to access financial data from anywhere helps restaurant owners make informed purchasing, staffing, and menu pricing decisions, making Xero a strong contender for your restaurant's accounting needs in 2025.

Wave - Free Accounting Software for Small Restaurants

Wave offers restaurant owners a straightforward approach to financial management without the complexity of traditional accounting software. This platform combines essential accounting, invoicing, and payment processing tools in one accessible package that works well for small eateries and food trucks.

What makes Wave stand out is its genuinely free core accounting features. Small restaurant owners can track expenses, manage bookkeeping, and create professional invoices without monthly subscription costs. The platform's clean interface helps busy restaurateurs handle finances without needing an accounting degree.

The mobile app allows you to capture receipts for ingredients or equipment on the spot and manage invoices between serving customers. For growing restaurants, Wave offers paid add-ons like payroll processing that can scale with your business needs.

Internet Reviews

Users consistently praise Wave for making financial management less intimidating. Restaurant owners appreciate how it helps them look more professional when dealing with suppliers and vendors. The automated features save precious time that can be redirected to improving food and service.

Some reviews mention occasional frustrations with customer support, particularly for free-tier users who primarily rely on the help center rather than direct assistance. Payment processing fees are another point of discussion, though many find the transaction costs reasonable compared to other options in the market.

Features

• Unlimited Invoicing and Payments: Create and send unlimited professional invoices with multi-currency support, customizable templates, and automated payment reminders.
• Robust Accounting System: Leverage double-entry bookkeeping with automated transaction reconciliation, financial reporting, and seamless bank account integration.
• Smart Expense Management: Capture digital receipts, track business expenses efficiently, and manage spending with mobile-friendly receipt scanning.
• Streamlined Payroll Processing: Handle employee and contractor payroll with automated tax form generation and state-specific tax filing support.
• Real-Time Cash Flow Insights: Monitor pending and completed payments, track customer interactions, and gain comprehensive financial visibility.
• Business Productivity Features: Enjoy task management, invoice tracking, cloud backup, and integrated financial tools designed for small business efficiency.

Simplified Pricing Information

• Free version offers unlimited invoices, bookkeeping, and expense management without monthly fees, with standard transaction fees for online payments.
• Pro Plan costs $16 per month, providing auto-importing bank transactions, reduced transaction fees for first 10 monthly transactions, and unlimited receipt scanning.
• Transaction fees for online payments: 2.9% + $0.60 per transaction for Visa/Mastercard/Discover, 3.4% + $0.60 for American Express, and ACH bank payments at $1 or 1% per transaction.
• Optional add-ons include Receipt Scanning at $8 monthly for Starter users, and Payroll services starting at $40 per month plus $6 per active employee or contractor in supported states.

Overall Opinion

Wave hits a sweet spot for small restaurants that need professional financial tools without a hefty price tag. The free accounting and invoicing features provide substantial value, while paid add-ons remain optional as your business grows. For restaurant owners who want to focus more on food and less on finances, Wave offers a practical solution that keeps the books organized without requiring accounting expertise.

The platform works best for smaller operations like cafes, food trucks, or restaurants with straightforward financial needs. Larger establishments with complex inventory management or franchise reporting might eventually outgrow Wave's capabilities. Overall, it's an excellent starting point for restaurants looking to professionalize their financial management without significant investment.