You focus on your cafe. I'll focus on your accounting.
You run the counter, the schedule and the milk order. I'll keep your QuickBooks matched to what actually happened at the register, from deposits and tips to food costs, delivery apps and sales tax, so you know where each month really landed.
A busy cafe rings up hundreds of small sales, and almost none of them reach the bank the way they rang up. If any of these sound like your shop, I can help.
You get everything in my regular monthly bookkeeping, plus the pieces that tend to trip up cafes and coffee shops.
Square, Toast, Clover, Shopify and other POS systems pay out in batches, minus processing fees, often a day or two later. I match each deposit to the sales it came from, so your revenue and your fees are both recorded correctly.
Card tips are your staff's money passing through your account. I track and reconcile card and cash tips in QuickBooks so they match your POS and payroll reports.
What you buy to make what you sell is one of the biggest costs you can control. I categorize it so you can actually see it.
Delivery apps deposit what's left after commissions, fees, promotions and adjustments. I record the full sale and the costs separately, so you can see what delivery really earns you.
Prepared food and drinks are generally taxable in Pennsylvania. I prepare your Pennsylvania sales tax filings, and I can track and pay the sales tax you collect for you, kept separate from your income.
Each month you get clean statements and a short, plain-language look at how the month went.
Sales of prepared food and drinks by cafes and other eating places are generally taxable, whether customers eat in or take out. In 2026, Pennsylvania also changed how the local tax applies to delivered orders, so it now depends on where the order is delivered. The rules have details and exceptions, so we'll confirm what applies to your cafe before anything is filed. I prepare your sales tax filings and can track and pay the tax for you.
Cost accounting just means knowing what it really costs to make what you sell. I set up your books so these numbers are easy to see each month, and I'll explain what they mean in plain language.
Beans, milk, syrups, cups and lids add up. Using your supplier invoices, I can help you work out what a latte or drip coffee costs to make.
What you spend on coffee, dairy, pastries and packaging, compared with what you sell, month over month.
Wages and payroll costs as a share of sales, plus prime cost: your cost of goods and labor together.
See which drinks and pastries earn the most and which barely break even.
Monthly reports show where your money goes, so you can set prices and spot waste with real numbers instead of guesses.
Start with a short email or call about your current books and what you need.
I'll look at the current state of your books and identify what needs attention.
Your fixed monthly quote is based on transaction volume and the complexity of your books.
Reconciliations, categorization and review happen consistently each month.
Plans are based on how many transactions you have each month, so you know the price up front.
After a short review of your QuickBooks, you'll get a fixed monthly price for the plan that fits. Quarterly bookkeeping is available at 75% of your monthly rate, billed monthly.
90-day money-back guarantee: if you're not happy in the first 90 days, I'll refund your fees.
Also available: tax prep, business consulting, and grant help.
Yes, any POS system. I work in QuickBooks Online and match deposits from Square, Toast, Clover, Shopify and other POS systems to your sales reports, including processing fees, refunds and tips.
I track and reconcile your card and cash tips in QuickBooks so they match your POS and payroll reports. Tips are kept separate from your sales, and each month I check that the tips collected line up with the tips your payroll paid out. Tips are paid out to your staff through payroll, which I can run for you.
Yes. For DoorDash, Uber Eats and Grubhub, I record the full sale, then the commissions, fees and adjustments separately, so you can see what each app actually costs you.
Yes. I prepare your Pennsylvania sales tax filings, and I can track and pay the sales tax for you, with the sales tax you collect kept separate from your income. Pennsylvania's rate is 6%, plus 2% in Philadelphia or 1% in Allegheny County, and prepared food and drinks are generally taxable. We'll confirm the specifics for your cafe together.
Yes. Cleanup and catch-up runs $150–$300 per month behind, confirmed after I review where your books stand. I'll reconcile the missing months, match old deposits to sales, and get you current.
Founding-client pricing for my first 10 clients, locked for 12 months: Starter (up to 100 transactions a month) $225/mo, standard $275; Growth (100–250) $375/mo, standard $450; Busy (250–500) $575/mo, standard $700; Custom (500+ or multiple locations) from $850/mo. Most cafes fit Growth. Add-ons: PA sales tax filing and payment $50/mo, payroll from $125/mo for up to 5 employees (payroll run in QuickBooks Payroll, or the system you already use), and cleanup $150–$300 per month behind. Setup is free, quarterly bookkeeping is 75% of the monthly rate, and there's a 90-day money-back guarantee.
Send a few details through my quote form or give me a call. I work with cafes and coffee shops across the Philadelphia Metro and surrounding area. No commitment either way.
— Freddie Belote, Belote Bookkeeping