Examples
Every service on the site, shown as the thing you would actually receive. The restaurants, shops and collectors below are made up and the figures are illustrative, but each example is cut from a real job and shaped the way the real one was.
Seven work orders. Each one ends in a page you can read.
The fix list that comes back after the payables are rebuilt from the bank forward. Your bookkeeper works it top to bottom.
Fix list, first page| # | Finding | Amount | Action |
|---|---|---|---|
| 1 | Checking shows $41,200 in the ledger and $19,850 at the bank. 23 uncleared items, two over a year old. | $21,350 | Void the two stale checks, clear the rest against the statement. |
| 2 | Produce vendor booked twice: "Front Range Produce" and "Front Range Produce LLC". Both carry open bills for the same invoices. | $6,410 | Merge, keep the name on the invoice, close the duplicates. |
| 3 | Rent for March posted to Repairs. | $7,200 | Reclass to Occupancy. |
| 4 | Linen service paid by card since June, never entered. Seven invoices in the inbox, none in the ledger. | $2,870 | Enter and match to the card statement. |
| 5 | Sales tax clearing account carries a balance that never clears. | $3,115 | Reconcile to the filed returns; the difference is a July overpayment. |
Every line names its source: statement page, invoice number, or bank line. Nothing is marked paid without one.
One page, on your phone, refreshed before you wake up. Last night's sales against the projection, by category, with covers and labor. Then the money out: total owed, what is past due, what hits this week, and who pays it.
Morning recap| Last night, Wed Oct 15 | Projected | Actual | Against plan |
|---|---|---|---|
| Net sales | $6,800 | $7,180 | +6% |
| Food | $4,700 | $4,910 | +4% |
| Wine | $1,350 | $1,520 | +13% |
| Beer and cocktails | $750 | $750 | even |
| Covers | 141 | 148 | +5% |
| Check average | $48.20 | $48.50 | +1% |
| Labor, front and back | $2,180 | $2,310 | +6% |
Projection is the same weekday over the last six weeks, adjusted for the reservation book at 4 PM. Week to date: $21,400 against $20,900 projected. Wine ran ahead on 61 glass pours and 9 bottles; labor ran over on a late cut.
| Vendor | Invoice | Amount | Due | Who pays |
|---|---|---|---|---|
| Front Range Produce | 48811 | $1,940 | Oct 9, past due | Check run Friday |
| Mountain Meat Co | 7732 | $3,020 | Oct 12, past due | ACH, approve today |
| Linen service | Oct statement | $410 | Oct 20 | Card on file |
| Wine distributor A | 112093 | $2,660 | Oct 21 | Check run Friday |
| Gas and electric | Oct | $1,380 | Oct 22 | Auto draft |
Plain English. Sales first, money out second. The two past due lines are the only decisions in the page.
A week ahead by day of the week. Deposits from the point of sale against everything going out, so the day that goes negative shows up before it arrives.
Week ahead| Day | In | Out | What goes out | Close |
|---|---|---|---|---|
| Mon | $6,200 | $1,380 | Utilities | $24,670 |
| Tue | $5,900 | $2,660 | Wine distributor A | $27,910 |
| Wed | $7,100 | $18,400 | Payroll | $16,610 |
| Thu | $9,400 | $4,960 | Produce, meat (past due) | $21,050 |
| Fri | $14,800 | $7,200 | Rent | $28,650 |
| Sat | $16,300 | $0 | $44,950 | |
| Sun | $9,700 | $3,115 | Sales tax, flagged | $51,535 |
Deposits are forecast from the same weekday over the last six weeks. Wednesday is the thin day every week; the forecast says so on Monday.
The approval sheet you see before anything changes. Every rename, merge and reclass proposed as a dry run. Nothing moves until you tick it.
Approval sheet| Current | Proposed | Why | Approve |
|---|---|---|---|
| Front Range Produce LLC | merge into Front Range Produce | Same tax ID on both invoices | ☐ |
| SHAMROCK FOODS #2211 | Shamrock Foods | Name matches the payment platform record | ☐ |
| Misc Vendor | split: Window Cleaning Co, Hood Cleaning Co | Two payees hiding in one | ☐ |
| Phone: none (121 of 140 vendors) | sourced from each vendor's own invoice | Contact data was missing on 86% of records | ☐ |
The sheet is the contract. What is not approved is not done.
A daily email that writes itself from the point of sale and the bank. Last night against the same night last week, and what to forward to the bookkeeper.
Daily emailWhat a Toast, Restaurant365 and QuickBooks review finds, and what it fixes. One sentence in, a working integration out.
Findings and fixes| Found | Fixed |
|---|---|
| Daily sales posting as one lump to "Sales". Tips, tax and gift cards inside it. | Mapped to Food, Beverage, Wine, Tips payable, Sales tax payable, Gift card liability. |
| Card deposits landing two days after the sale with the processor fee netted out, so nothing matched the bank. | Deposit rule set for the two day lag and the fee booked to Merchant fees. 31 days matched in one pass. |
| Vendor list in the accounting system had 140 names; the invoice platform had 96. Same vendors, different spellings. | One list, invoice spelling wins, duplicates merged with an approval sheet. |
| Inventory counts entered in a spreadsheet and never in the system. | Count sheet rebuilt in the system, two counts a month on the calendar. |
Each fix is documented with a screenshot so the next person can see how it was set.
Every plate and every pour costed from the invoice price, with yield and waste built in. Targets by category and a count that takes an hour.
Plate card and targets| Ingredient | Qty | Cost |
|---|---|---|
| Short rib, bone in (62% yield) | 10 oz | $6.84 |
| Red wine, braise | 3 oz | $0.52 |
| Mirepoix and stock | 6 oz | $0.71 |
| Polenta | 5 oz | $0.38 |
| Gremolata, garnish | $0.22 | |
| Waste allowance 4% | $0.35 | |
| Plate cost | $9.02 | |
| Food cost at $34 | 26.5% |
| Category | Target | Last 4 weeks |
|---|---|---|
| Food | 29% | 28.1% |
| Wine, bottle | 33% | 31.4% |
| Wine, glass | 24% | 27.9% |
| Beer | 22% | 21.0% |
| Cocktails | 18% | 23.6% |
Glass pours and cocktails are over target: the pour is heavy, not the price. Jiggers and a pour test on the Friday meeting.
Read as a financial document first, then as a sommelier.
Pour cost and margin by section, dead stock, pricing out of step with the room, and the corrected list with every accent and appellation right.
Audit summary| Section | Wines | Pour cost | Profit per bottle | Note |
|---|---|---|---|---|
| Sparkling | 7 | 27% | $41 | Two Proseccos at the same price, keep one. |
| White | 19 | 30% | $36 | No Chenin, no Grüner for a menu this green. |
| Rosé | 4 | 38% | $22 | Priced for July in October. |
| Red, Old World | 28 | 31% | $44 | Three vintages listed that are no longer in the cellar. |
| Red, New World | 21 | 41% | $31 | Cabernet priced below the shop two doors down. |
| Dessert and fortified | 5 | 24% | $52 | Sold 3 bottles in 90 days. Pour it by the glass instead. |
Nine wines have not sold in 120 days: $2,140 at cost sitting still. Twelve spelling and appellation corrections on the printed list, including two producers whose names were wrong.
Pours priced against your own menu, pour cost and profit per bottle for each, availability confirmed before anything is proposed.
Proposed glass list| Pour | Bottle cost | Glass | Pour cost | Profit per bottle | Pairs with |
|---|---|---|---|---|---|
| Crémant de Loire brut | $13 | $13 | 20% | $52 | Oysters, fried chicken |
| Albariño, Rías Baixas | $11 | $12 | 18% | $49 | Trout, green salads |
| Chardonnay, Mâcon | $14 | $14 | 20% | $56 | Roast chicken, squash |
| Gamay, Beaujolais village | $12 | $13 | 18% | $53 | Burger, charcuterie |
| Garnacha, Campo de Borja | $9 | $11 | 16% | $46 | Lamb, braises |
| Cabernet, Paso Robles | $17 | $16 | 21% | $63 | Short rib, steak |
Five pours per bottle. Every wine checked against the distributor's current stock the day the list was written.
Regional guides with maps, producer profiles, tasting sheets and a short training the floor can use that night.
Study guide page| On our list | Say this | Sell it with |
|---|---|---|
| Saint-Joseph 2021 | Syrah from granite slopes. Pepper, olive, violets. Lighter than people expect. | Duck, mushrooms, the lamb |
| Crozes-Hermitage 2022 | The flatter land below the hill. Juicier, friendlier, the value of the region. | Burger, sausage, pizza night |
Ends with a five question quiz on the phone. Who passed is on the sheet the next morning.
Full inventory with market value and drinking windows, what to open this year, and a buying plan for the gaps. Sourced through trade channels, managed after that.
Inventory and buying plan| Open this year | Btl | Value | Why now |
|---|---|---|---|
| Chablis premier cru 2017 | 4 | $62 | Last year of its window; still bright, will not improve. |
| Rioja reserva 2012 | 6 | $38 | Peak. Pour at the November dinner. |
| Barolo 2013 | 3 | $145 | Entering window. Open one, hold two. |
| Buy this year | Btl | Budget | Gap it fills |
|---|---|---|---|
| German Riesling, Kabinett and Spätlese | 12 | $420 | No sweet white in the house for the spice you cook. |
| Champagne, grower, non vintage | 12 | $660 | You open one a month and have four left. |
| Northern Rhône Syrah 2022 | 6 | $390 | Nothing in the cellar for 2030 to 2040 in red. |
Allocated bottles that never reach a shop shelf are sourced through trade channels; the plan says which three.
A wine selection for a dinner, a wedding or a collector's evening, with a pairing note for each course the host can read aloud.
Dinner cardA sommelier level reference for every producer you carry, with history, vineyards, in stock wines and pricing, laid out for the shop floor or the training room.
One producer pageEleven hectares of Syrah on the granite terraces above Tournon, farmed organically since 2009. Whole cluster fermentation, used oak only. The estate bottling is the one to show a guest who thinks Syrah means big.
| Wine | Vintage | Bottle | Style | Availability |
|---|---|---|---|---|
| Saint-Joseph rouge | 2022 | $29 | Red, Syrah | In stock |
| Saint-Joseph blanc | 2023 | $31 | White, Marsanne | Limited |
| Côte-Rôtie "Les Terrasses" | 2021 | $78 | Red, Syrah | Allocated |
Pairings, a map of the vineyards, and the three questions a guest asks about the region are on the facing page.
These are live. Click them.
A cellar or a wine list on a world map, down to the parcel. Upload a CellarTracker export and it becomes yours.
Live demoClick France, then Burgundy, then zoom into Morey-Saint-Denis. Rank a bottle, build the dinner, print the insurance report.
A shop drawn location by location: find a bottle, count, reorder, design the plan from a photo, and round trip your Excel sheet.
Live demoTry Find a bottle with "rioja", then Count, then Design your room with the sample photo.