Hospitality Accountants Melbourne | Restaurants, Cafes, Pubs & Hotels
We help our client to know their food cost, wage cost and real profit every month, not just at tax time. Number Visions helps Melbourne restaurants, cafes, pubs, bars and hotels manage tight margins, award-based payroll, GST on food and drinks, and daily cash and card takings, with hospitality accounting built around how your venue actually trades.
Specialist Accounting for Melbourne’s Hospitality Industry
Hospitality businesses don’t run like other businesses. Takings arrive every day across cash, EFTPOS, online bookings and delivery apps, while stock perishes, supplier prices move and wages are set by industry awards with penalty rates for evenings, weekends and public holidays. It is not about just getting the tax return and BAS compliance done, but also explaining why a busy month still left you short of cash. That is why accounting for the hospitality industry needs a specialist approach.
As we have specialised team which cater this industry, we understand food and beverage cost percentages, prime cost, rostering against sales, POS reconciliation and the GST rules that treat a dine-in coffee differently from a loaf of bread. We set up accounting and reporting that fits your venue, so you can see what each part of the business earns and make decisions with confidence.
With a hospitality-focused accountant, you get:
– Weekly/monthly visibility of food, beverage and wage costs against sales (COGS)
– GST, BAS and payroll handled correctly for hospitality
– Cash flow planning for quiet months and peak seasons
– Advice that matches how restaurants, cafes and venues operate
- Hospitality Businesses We Support
- Restaurants and Fine Dining
- Cafes and Coffee Shops
- Pubs, Bars and Small Bars
- Hotels, Motels and Accommodation Providers
- Takeaway, Quick-Service and Food Trucks
- Catering, Function and Event Venues
- Bakeries, Patisseries and Specialty Food Businesses
- Multi-Venue Hospitality Groups and Franchisees
Accounting Challenges Faced by Hospitality Businesses
Supplier price increases, menu prices that haven’t kept pace and unrecorded wastage can quietly push food and beverage costs above budget. Without regular cost of sales reporting, margin problems often only show up at the end of the financial year.
Hospitality payroll involves casual and part-time staff, split shifts, overtime and penalty rates under awards such as the Hospitality Industry (General) Award 2020 and the Restaurant Industry Award 2020. Errors can lead to underpayments, back pay claims and superannuation shortfalls.
Cash, card, online bookings, gift vouchers, tips and delivery platform payouts all need to match your POS reports and bank deposits. Small unreconciled differences each day can add up to large gaps in your records and your GST reporting.
Dine-in meals, hot takeaway food, cold takeaway items, alcohol and soft drinks can all have different GST treatment. Incorrect tax codes in your POS can mean paying too much GST, or too little and facing ATO adjustments later.
School holidays, events, weather and quiet winter months create uneven trading, while rent, wages, supplier bills and BAS payments stay fixed. Without forecasting, it is easy to run short of cash for payroll or quarterly tax.
Hotels and larger venues earn income from accommodation, food, bar, functions and sometimes gaming. When everything is recorded together, it becomes hard to see which areas are profitable and which are draining your margin.
Looking to simplify yourhospitality accounting processes?
Stay on top of inventory, payroll, tax compliance, and business performance with reliable financial support.
Our Hospitality Accounting & Bookkeeping Services
From daily bookkeeping and award payroll to GST, tax planning and venue reporting, our hospitality accounting services in Melbourne keep your restaurant, cafe, pub or hotel organised, compliant and profitable.
Hospitality Bookkeeping and POS Reconciliation
We reconcile your daily takings from your POS against EFTPOS settlements, cash banking, delivery platform payouts and online bookings, and record supplier bills, expenses and payments. Our bookkeeping and management accounting service keeps your books accurate and ready for reporting at any time.
Payroll, Award Compliance and Superannuation
We process payroll through Single Touch Payroll, apply the correct award rates and penalty rates for each shift, and manage PAYG withholding and superannuation. With Payday Super now in place, we help you set up processes so super reaches your staff’s funds on time with every pay run.
GST and BAS Lodgement for Hospitality
We check the GST coding in your POS and accounting software, separate taxable and GST-free sales correctly, and prepare and lodge your BAS on time. Where you are eligible, we also assess whether an ATO simplified GST accounting method suits your business.
Food, Beverage and Labour Cost Reporting
We report your food cost, beverage cost and wage cost as a percentage of sales, track supplier price changes and highlight where costs are rising, so you can adjust menu pricing, portion sizes and rosters before margins slip.
Stock, Inventory and Wastage Accounting
We help you set up regular stocktakes, record opening and closing stock, and account for wastage, staff meals and complimentary items, so your cost of sales and profit figures reflect what is really happening in your venue.
Cash Flow Forecasting and Working Capital
We prepare cash flow forecasts that account for peak and quiet periods, supplier terms, rent, payroll, super and BAS payments, helping you keep enough cash on hand to meet your obligations and plan ahead.
Tax Planning and Tax Returns
We prepare tax returns for your business and related entities and provide strategic tax planning before 30 June. This includes reviewing depreciation on kitchen equipment, furniture and fit-out, and your eligibility for small business concessions such as the instant asset write-off, while keeping you up to date with your tax compliance obligations.
New Venue Setup, Purchases and Business Structuring
Whether you are opening a new cafe or buying an existing restaurant or pub, we help with business structuring advice, ABN, GST and PAYG registrations, accounting system setup, and reviewing a business’s financials before you buy.
Multi-Venue and Franchise Reporting
For hospitality groups and franchisees, we provide venue-by-venue profit and loss reporting alongside consolidated results, so you can compare sales, costs and margins across sites and meet franchisor reporting requirements.
Virtual CFO and Business Advisory
Our outsourced CFO services give hospitality owners budgets, KPI reporting, menu pricing reviews and regular performance meetings, providing senior financial guidance without the cost of a full-time finance executive.
Take Control of Your Finances Today
Stop guessing your numbers. Get clear insights into your cash flow, job profitability, and tax obligations with bookkeeping built for tradies. Keep your finances organised and your business on track with us today.
The Tax Rules That Apply to Hospitality Businesses
Hospitality is one of the industries the ATO watches most closely because of its high transaction volumes, cash sales and large casual workforce. These are the rules we see affect Melbourne hospitality businesses most often, and how we help you stay on the right side of them.
GST on Dine-In, Takeaway and Hot Food
Under section 38-3 of the GST Act, food and beverages consumed on your premises are generally taxable, and hot food remains taxable even when taken away. Certain cold takeaway food items may be GST-free; however, items such as soft drinks, confectionery, ice cream and prepared meals are generally taxable. Restaurants, cafés and caterers with turnover of $2 million or less may also be eligible to use the ATO’s Simplified Accounting Method (SAM) to calculate GST. As part of the BAS preparation process, we review the GST treatment of the relevant sales and purchases and make any necessary adjustments to help ensure the correct amount of GST is reported to the ATO and that you do not overpay GST.
Booking Deposits, Cancellation Fees and Gift Vouchers
A booking deposit held as security generally isn’t subject to GST until it is applied to the bill or forfeited. Under the ATO’s ruling GSTR 2009/3, cancellation and no-show fees can be treated as consideration for a taxable supply, depending on your booking terms. For gift vouchers, GSTR 2003/5 explains that GST on a face-value voucher is generally accounted for when the voucher is redeemed, not when it is sold. We make sure deposits, no-show fees and vouchers are tracked so GST is reported in the right period.
Paying Staff Correctly: PAYG, Super and Non-Compliant Payments
Since 1 July 2019, section 26-105 of the Income Tax Assessment Act 1997 denies a tax deduction for wages where you were required to withhold PAYG but didn’t, or didn’t report the amount to the ATO. Cash-in-hand wages can therefore cost you the deduction as well as attract penalties. From 1 July 2026, Payday Super requires superannuation guarantee contributions, to reach employees’ super funds within seven business days of each payday. Intentional underpayment of wages has also been a criminal offence under the Fair Work Act 2009 since 1 January 2025. We run compliant payroll through Single Touch Payroll, so every wage, super contribution and deduction is properly recorded.
Cash Sales, POS Records and ATO Small Business Benchmarks
The ATO compares the figures in hospitality businesses’ tax returns against its small business benchmarks. Based on 2023–24 data, the benchmarks put cost of sales at around 31% to 39% of turnover for restaurants and 33% to 42% for coffee shops. Results well outside the range can be one of the factors that leads to an ATO review. It has also been illegal to produce, possess or use electronic sales suppression tools, software that deletes or alters POS sales records, since October 2018. We reconcile POS reports to your banking every period and compare your results with the benchmarks, so you understand your position before the ATO asks.
Accommodation, Gaming and Licensed Venues
Hotels, motels and similar properties are commercial residential premises, covered by the ATO’s ruling GSTR 2012/6. Short stays are subject to standard GST, while a concessional GST treatment can apply to long-term stays of 28 days or more. Pubs and clubs that operate gaming machines calculate GST on gambling under Division 126 of the GST Act, based on total wagers less monetary prizes paid, rather than on each individual bet. We make sure accommodation, food, bar and gaming income are separated and reported correctly.
Victorian Payroll Tax for Growing Venue Groups
Payroll tax is a state and territory tax that may apply once your total Australian taxable wages exceed the relevant payroll tax threshold. Each state and territory has its own threshold, rates and registration requirements. Related businesses can also be grouped for payroll tax purposes, which means wages across multiple venues or entities may need to be combined even where each business individually remains below the threshold. We monitor wages across your entities, assess whether grouping provisions may apply, and help with payroll tax registration, lodgements and ongoing compliance where required. The correct payroll tax treatment depends on your business structure, location and circumstances, so we review each arrangement before advising.
Benefits of Working With a Hospitality Accountant
Better Control Over Food and Beverage Costs
Regular cost of sales reporting shows when supplier prices, portion sizes or wastage are eating into your margins, so you can act before the damage is done.
Smarter Labour Cost Management
Your accountant compares wages, overtime and penalty rates with sales by day or week, helping you roster to demand and set realistic staffing budgets.
Reduced Cash and Revenue Leakage
Consistent reconciliation of POS reports, banking, tips and delivery platform payouts helps identify missing takings, excessive refunds and discounts, and other discrepancies early.
Confidence With GST, Payroll and the ATO
Correct GST coding, compliant payroll and on-time lodgements reduce your risk of penalties, interest charges and ATO reviews.
Better Planning for Seasonal Trade
Budgets and forecasts built on your own trading history help you prepare for peak periods, quiet months and major expenses such as equipment replacement or a refit.
Industries We Support
How Our Hospitality Accounting Process Works
Our process makes hospitality accounting simple and consistent, from the first review of your venue to ongoing reporting and year-round advice.
Venue and Financial Review
We start by reviewing your current accounts, POS setup, payroll, GST coding and cost reporting to identify gaps, errors and opportunities to improve your margins.
System Setup and POS Integration
We set up or restructure your cloud accounting software, such as Xero, MYOB or QuickBooks, and connect your POS, payroll, rostering and supplier systems to reduce manual data entry.
Ongoing Bookkeeping, Payroll and Reporting
We handle your reconciliations, payroll and BAS, and deliver regular reports on sales, food cost, wage cost and cash flow in a format that is easy to act on.
Strategic Advice and Tax Planning
We review your results with you, plan for tax before 30 June, and provide practical advice on pricing, rostering, expansion and opening new venues.
Why Melbourne Hospitality Businesses Choose Number Visions
Local, CPA-Led Accounting Team: Number Visions is a Melbourne-based, CPA-led accounting firm in Yarraville, supporting restaurants, cafes, pubs and venues across Melbourne and Victoria.
Hospitality-Specific Reporting: We look beyond the profit and loss statement to report on food cost, beverage cost, wage cost and prime cost, the numbers that really matter in hospitality.
Proactive Tax and Compliance Support: We plan for GST, payroll, Payday Super, payroll tax and income tax before deadlines arrive, reducing surprises and ATO risk.
Cloud Accounting That Connects to Your Venue: We work with Xero, MYOB and QuickBooks and connect them with your POS, payroll and delivery platforms for accurate, up-to-date financial information.
Clear, Practical Advice: We explain your numbers in plain English and give you practical steps to improve margins, control costs and plan for growth.
Reliable and Responsive Service: Our team works as an extension of your business, offering dependable accounting services, a clear point of contact and timely answers when you need them.
Financial Support to Keep Your Hospitality Business Profitable
Staying profitable in hospitality is hard when food prices rise, award wages increase each July and trade changes with the seasons. Number Visions gives you clear, regular reporting on sales, food and beverage costs, wages, cash flow and profit, so you can spot problems early, price your menu with confidence and plan ahead for quiet periods.
With your accounts, payroll and tax in order, you can spend more time on your customers, your team and growing your venue. Contact us today for hospitality accounting support built around your business.
Your Go-To Accounting Support for Melbourne Hospitality Industry
Stay on top of your hospitality business finances with practical accounting support that helps you understand your numbers and plan ahead.
FAQ
Frequently Ask Questions.
A hospitality accountant manages the financial side of restaurants, cafes, pubs, bars, hotels and other venues. This usually includes bookkeeping and POS reconciliation, award-based payroll and superannuation, GST and BAS lodgement, tax returns and tax planning, and reporting on food, beverage and wage costs.
Unlike a general accountant, a hospitality accountant understands industry issues such as penalty rates, GST on dine-in versus takeaway food, tips and surcharges, stock wastage and seasonal trading, and uses that knowledge to help you improve profitability.
An accountant improves profitability by showing exactly where your money goes. We help hospitality businesses track:
- Food and beverage cost as a percentage of sales
- Wage cost, including penalty rates and overtime
- Prime cost (cost of sales plus wages)
- Gross margin by menu category or venue area
- Rent, utilities and other overheads
- Supplier price changes and wastage
For example, if a café turning over $800,000 a year sees its food cost rise from 30% to 36% of sales, it is losing around $48,000 in margin. Regular reporting helps you catch this early and adjust prices, portions or suppliers.
It depends on your menu, service style and location, but the ATO’s small business benchmarks are a useful guide. Based on 2023–24 data:
- Restaurants: cost of sales of around 31% to 39% of turnover, and labour of around 18% to 34%
- Coffee shops: cost of sales of around 33% to 42% of turnover, and labour of around 21% to 35%
The exact range depends on your turnover. Results outside these ranges don’t automatically mean something is wrong, but they are worth reviewing, as the ATO also uses these benchmarks when assessing whether a business may be under-reporting its income.
Food and drinks consumed on your premises are subject to GST, and so is hot takeaway food. Some cold takeaway items, such as plain bread, fresh fruit or plain milk, may be GST-free, while soft drinks, confectionery, ice cream, sweet bakery items and prepared meals are taxable.
Because the rules are detailed, the correct treatment depends on the item and how it is sold. We review your POS setup to make sure every menu item is coded correctly.
Voluntary tips are generally not subject to GST because the customer is not paying for a supply. A compulsory service charge, or a weekend or public holiday surcharge, forms part of the price of the meal, so GST is payable on it. Tips distributed to staff are assessable income for the employee and should be recorded properly. We can help you set up your POS and payroll to handle each one correctly.
- From 1 July 2026, employers must pay superannuation at the same time as wages, with contributions required to reach employees’ super funds within seven business days of each payday, rather than quarterly.
For hospitality businesses with weekly pay runs and many casual staff, this changes cash flow timing and makes accurate payroll data essential. Late or missed contributions can attract the superannuation guarantee charge, interest and additional penalties. We help you update your payroll processes, budget for more frequent super payments and keep employee details accurate.
Hospitality accounting gives you clear visibility over the cash coming in and going out of your business. By forecasting sales, supplier payments, wages, super, rent and BAS, you can plan ahead for quiet periods and avoid cash shortfalls.
For example, a cafe that trades strongly over summer can set aside cash for the winter months and quarterly GST, rather than relying on an overdraft when trade slows.
Conduct regular stocktakes, typically weekly for food and fortnightly or monthly for beverages and dry goods, and record opening stock, purchases and closing stock to calculate your actual cost of sales. Record wastage, staff meals and complimentary items separately so they don’t distort your margins.
Grouping stock into categories such as food, beer, wine, spirits and non-alcoholic drinks also makes it easier to compare costs against sales and spot problems early.
We help new cafes, restaurants, bars and food businesses choose the right business structure, register for an ABN, GST and PAYG withholding, set up accounting and payroll systems, and prepare budgets and cash flow forecasts.
If you are buying an existing venue, we can review its financial statements, POS records and lease costs, and help you understand the tax and GST implications of the purchase before you commit.
The cost depends on the size and complexity of your business and the level of support you need. Factors that may affect the fee include:
- The number of venues and business entities
- Daily transaction volumes and sales channels
- The number of employees and how often you run payroll
- Whether bookkeeping, payroll, BAS, tax or advisory support is required
- The condition of your existing accounting records
- The accounting, POS and payroll systems you use
After an initial discussion, we provide a clearly defined scope of services and fee proposal, so you know exactly what is included before work begins.