From Overcooked Books to Perfectly Balanced Finances
Coastal Bites Grill, a Florida-based restaurant business with three locations and more than 50 employees, needed a simpler way to manage daily sales, payroll, tips, and financial reporting.
See how Otterz improved its restaurant bookkeeping workflows, reduced manual reconciliation, and helped the business close its monthly books in just 2 days instead of 14.
Location: Florida, USA
The Challenge
Managing finances across three busy restaurant locations had become increasingly difficult for Coastal Bites Grill.
Sales information came from multiple platforms, including Toast for dine-in transactions, Square for takeout, and Uber Eats for deliveries. Reconciling these records alongside payroll, employee tips, vendor invoices, and sales tax information required significant manual work.
Payroll discrepancies, inconsistent tip records, and delayed vendor payments added to the administrative burden. Monthly financial reports also took too long to prepare, making it harder for the owner to assess profitability across locations.
With month-end closing taking approximately 14 days, Coastal Bites needed a more organized restaurant bookkeeping process that could improve reporting and reduce repetitive work.
The Solution
Otterz helped Coastal Bites Grill streamline its accounting operations by connecting sales data, improving reconciliation processes, and organizing financial reporting across its three locations.
Here’s how we transformed their operations:
POS & Sales Reconciliation
Connected Toast and Square sales data with QuickBooks Online to simplify transaction reconciliation and maintain more consistent sales records.
Payroll & Tip Tracking
Introduced more structured payroll and tip allocation workflows to reduce manual calculations and make discrepancies easier to identify.
Vendor Invoice Management
Organized supplier invoices, payment reminders, and expense categories to improve accounts payable tracking and payment scheduling.
Sales Tax Recordkeeping
Improved how sales transactions and tax-related records were organized to support more efficient reporting and filing preparation.
Restaurant Dashboard
Created a dashboard showing sales, labor costs, and profit margins to help the owner monitor financial performance across locations.
The Results
Month-End Close Reduced from 14 to 2 Days
Simpler reconciliation and reporting reduced month-end closing from 14 days to 2, giving the owner faster reports.
60% Improvement in On-Time Vendor Payments
Invoice tracking and reminders helped managers pay vendors more consistently, improving payment timeliness by 60%.
More Consistent Payroll and Tip Processing
Payroll and tip workflows reduced repetitive calculations and made employee compensation records easier to review.
Clearer Reporting Across Three Restaurants
Consolidated reports helped the owner monitor sales, labor costs, and profit margins across all three restaurants.
Weekly Financial Reports Delivered Mondays
Automated Monday summaries helped the owner review results each week and make informed operating decisions sooner.
What our client
is saying
“Before Otterz, managing payroll and sales taxes across three restaurants was chaotic. Now, everything’s automated — I get clean numbers, happy staff, and zero late filings. It feels like we finally run as smoothly behind the counter as we do in the kitchen.”
Restaurant Bookkeeping Support for Growing Businesses
Running multiple restaurants means keeping track of sales from different platforms, employee compensation, vendor bills, and financial performance.
Otterz’s restaurant bookkeeping and accounting services help hospitality businesses simplify these workflows with automation and professional financial oversight.
Our bookkeeping services support transaction reconciliation and reporting, while tax and compliance services can help businesses organize tax-related financial records.
Need More Reliable Bookkeeping for Your Restaurant?
Whether you operate one restaurant or manage several locations, Otterz can help you review your existing sales reconciliation, payroll records, vendor expenses, and reporting processes.
