Hospitality Accounting & Hotel Bookkeeping Services

We automate postings from your Property Management System (PMS) and POS into the accounting software nightly. Each day’s room bookings, restaurant sales, and other charges are reconciled against bank deposits. Any discrepancies are flagged immediately to ensure your cash on hand matches your books.

Occupancy or lodging taxes are special taxes on hotel room rates, collected by many cities and states. We calculate, record, and file these taxes on your behalf. By automating the calculation based on room sales, we ensure you remain compliant with all local lodging tax regulations.

We set up accounts for each department (front desk, housekeeping, F&B, spa, etc.). Revenue and expenses are recorded separately so you can see the profit margin of each area. For instance, you’ll know exactly how much the restaurant earned and spent, enabling smarter menu pricing and staffing decisions.

Our accounting system tracks all labor costs, including wages, overtime, and tips. We capture shift schedules and tip pools, ensuring each employee’s earnings and withholdings are calculated properly. Multi-state payroll compliance (if you have staff in different tax jurisdictions) is also handled seamlessly.

We provide real-time dashboards showing metrics like Occupancy Rate, Average Daily Rate (ADR), and RevPAR (Revenue per Available Room). These KPIs, along with cash flow and departmental KPIs, are updated regularly so you can monitor performance and adjust strategy quickly.

After each day, hotels perform a “night audit” to close out the day’s business. We reconcile the night audit reports with your accounting records automatically. If, for example, a room charge was not deposited or a cash discrepancy exists, we flag it right away so it can be corrected.

We connect your PMS (like Opera, Cloudbeds, or RoomRaccoon) and POS (Toast, Square, Lightspeed) directly to your accounting software. This integration uses APIs or connectors to automatically post transactions. The goal is to minimize manual data entry and synchronize all revenue streams.

Automation reduces human error and speeds up financial processes. For example, linking the PMS means room revenue is posted instantly without retyping. It also enables same-day financial visibility: you can review yesterday’s sales on Monday morning instead of waiting for end-of-month reports.

OTA commissions (Booking.com, Expedia, etc.) are recorded as expenses tied to room sales. Our system allocates the gross room revenue and the commission fee correctly. This way, you see both the total sales and the net amount after commissions, ensuring margins are accurate.

Brand hotels (like Marriott or Hilton) often must submit standardized financial reports. We format your bookkeeping to meet franchise requirements, providing detailed P&Ls and revenue reports. This means you can easily supply accurate data to the franchisor each period.

We build cash flow models using historical data and upcoming bookings. This identifies low-season cash needs and high-season revenue opportunities. For example, knowing an annual conference will fill rooms, we ensure expenses (like inventory orders) align with that boost.
Virtual CFO Services

Reports include monthly profit & loss statements, department-level P&Ls, cash flow projections, and budget vs. actual comparisons. We also provide insights like average revenue per guest and occupancy trends. These reports help you make strategic decisions with real data.

While pricing strategy is often driven by market factors, our data can inform pricing decisions. By analyzing occupancy and revenue trends, you can adjust rates to maximize income (RevPAR). Real-time financial visibility allows you to respond quickly to changes in demand.

Begin by automating key processes: integrate your PMS and POS with accounting, and set up departmental accounts. Review your current reports and identify gaps (like missing daily reconciliations). Working with a specialized hotel accounting team can also help implement best practices quickly.