New potential client with two restaurants. First time working with this niche. Need setup/pricing guidance.

Title: Navigating the World of Restaurant Accounting: Seeking Expert Insights for Our First Client

As we embark on a new partnership with a prospective client who operates two distinct restaurants, we find ourselves navigating uncharted territory. While we’re enthusiastic about the opportunity, especially given the unique demands of the restaurant industry, it’s imperative that we set the right foundation—both in terms of structure and pricing.

Understanding the Client’s Needs

Here’s a breakdown of what we know so far about our potential client:

• The businesses are structured as separate legal entities and we plan to initiate our services with one restaurant using a single QuickBooks Online (QBO) account as a pilot.
• The client has opened a new checking account as of mid-April 2025, along with at least one credit card. Previous financial accounts have been closed, and we’ll have access only to PDF statements for those.
• We are required to perform a full financial catch-up for the entirety of 2025.
• Purchases for both restaurants are frequently made on a single receipt, necessitating a split (e.g., 25/75 allocation).
• There might be personal expenditures mixed in with business transactions.
• Unfortunately, receipts are being discarded at this time, and there is no organized system in place for scanning or storing them.
• The bill payment process is informal, indicating room for improvement.
• The client is open to utilizing QuickBooks Online and is counting on us for setup assistance.
• They anticipate meeting with us in person, likely twice a month.

Given our standard practice of charging fixed fees based on the volume of transactions across accounts, we seek guidance on the appropriate pricing for these services.

Key Considerations and Questions

As we move forward, we would greatly appreciate insights on several crucial points:

1. Company Files Setup: With both restaurants being separate LLCs, should we establish two distinct QBO company files?

2. Chart of Accounts: What are some best practices for structuring the chart of accounts tailored specifically for restaurants? Are there particular key accounts we should be sure to include?

3. Point of Sale (POS) Integration: Is it advisable to connect the POS directly to QBO, or would it be more efficient to utilize manual sales journal entries?

4. We currently plan to exclude POS volume from the transaction count for pricing considerations.
5. If opting for journal entries, how frequently should these be posted—should it be daily, weekly,