What restaurant accounting software actually has to do
Most software sold as restaurant accounting is a reporting layer. It reads sales totals and draws charts. That is useful, but it is not bookkeeping, and at the end of the quarter somebody still has to produce a set of books that balances.
Real accounting means double entry: every amount lands in two places, the ledger balances, and there is an account behind each figure. It means a chart of accounts you can shape, journal entries you can inspect, and periods you can close so last month stops moving. Quickbuy does this inside the same system that takes the order.
How a sale becomes a journal entry
An order is settled at the till, on a QR menu, or against a customer wallet. Quickbuy resolves the accounts for that location, then writes one balanced entry: the money is debited to wherever it landed, revenue is credited net of tax, and VAT is credited to its own liability account.
The entry carries a reference back to the order, so a figure on the profit and loss can be traced to the table it came from. Nothing is batched overnight and nothing is summarised, which is why the ledger and the sales report never disagree.
Suppliers, bills and what things actually cost
Purchase orders, requisitions and supplier bills run through the same ledger. A bill moves from draft to pending approval to approved, and only a posted bill affects your accounts. Aged payables show what is owed and how late it is.
Because inventory and purchasing sit in the same system, cost of goods is grounded in what you actually bought rather than an estimate typed in later. Ingredient costs appear as their own line on the profit and loss, which is the number most restaurant operators care about most.
VAT, periods and closing the month
Every posting carries its VAT treatment, so the return is assembled from the ledger rather than reconstructed. Rates are managed per location. You generate the return, reconcile it, review it, and file it with the Federal Tax Authority yourself.
When a month is finished you close the period. Closed periods are locked against new postings, so the figures you reported stay the figures you reported. If something genuinely needs correcting, a period can be unlocked, and the audit trail records that it happened.
Getting started without moving everything at once
Quickbuy seeds a chart of accounts suited to a restaurant, which you can rename, extend or restructure. Opening balances go in against the accounts you choose, and from that point sales post themselves.
Most operators start by running Quickbuy alongside whatever they use today for a single period, comparing the two sets of books, and switching once the numbers match. Book a demo and we will map your accounts and your VAT setup with you before anything changes.