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. Apply Now Apply Now