Hospitality Accounting Software

Financial management for growing hospitality organizations with multiple entities, locations, and business units. Bring your financial operations together, simplify complex accounting processes, and give your team a clearer view of performance across the business with Gravity Software.  

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  • Accounting software built for the realities of hospitality growth

    • Accounting software built for the realities of hospitality growth

    Service bell representing hospitality operations

    Growth is exciting, but it can make the financial side of a hospitality business considerably more complicated. 

    A new restaurant, hotel, taproom, venue, or business acquisition may mean another legal entity to manage. Shared vendors and expenses create transactions between entities. Leadership needs to see how individual locations are performing while still understanding the financial health of the organization as a whole. 

    Accounting processes that worked when the business was smaller can quickly become time-consuming. 

    Gravity Software brings these operations into a single cloud-based accounting system, helping finance teams spend less time moving information between systems and spreadsheets and more time understanding what the numbers mean. 

    What is hospitality accounting software? 

    Hospitality accounting software helps restaurants, hotels, breweries, entertainment businesses, and other hospitality organizations manage their financial operations. In addition to core accounting functions, organizations with more complex structures may need capabilities for managing multiple entities and locations, intercompany transactions, financial consolidation, budgeting, and reporting across the business. 

  • Why hospitality accounting becomes more complicated as the business grows

    • Why hospitality accounting becomes more complicated as the business grows

    Connected business units representing growing financial complexity

    Managing the finances of a single location is relatively straightforward. Add locations, concepts, properties, or acquisitions, and the finance team has a different challenge. 

    They need to answer questions such as: 

    • Which locations are most profitable?
    • How are actual results tracking against budget?
    • Where are labor or operating costs increasing?
    • What does cash flow look like across the organization?
    • How should shared expenses be allocated?
    • Are intercompany balances correct?
    • How is the organization performing as a whole?

    Answering those questions becomes difficult when financial information is spread across separate databases and spreadsheets. 

    A centralized accounting system allows finance teams to maintain the financial integrity of each business while giving leadership a broader view of organizational performance. 

  • When hospitality organizations outgrow QuickBooks

    • When hospitality organizations outgrow QuickBooks

    Dartboard representing the need for a better accounting solution

    QuickBooks can work well for a smaller organization. Problems often emerge when growth creates a more complicated financial structure. 

    A finance team may find itself maintaining separate company files, duplicating vendor records, reconciling transactions between related businesses, exporting information to Excel, and manually assembling consolidated reports. 

    The problem isn't necessarily that QuickBooks stopped performing basic accounting functions. It's that the organization changed. 

    A hospitality company that once needed to understand one set of books may now need to compare ten locations, manage several legal entities, allocate shared expenses, and report on the entire organization. 

    At that point, adding another company file may solve the immediate problem while creating more work for the finance team later. 

    If that sounds familiar, learn more about moving beyond QuickBooks and the signs that an organization may be ready for a more scalable accounting system. 

  • Manage complex hospitality finances from one accounting system

    • Manage complex hospitality finances from one accounting system

    Key representing centralized hospitality financial management

    Gravity gives finance teams the tools to manage the financial complexity that comes with a growing hospitality organization.

    1

    Manage multiple entities without separate accounting systems

    Maintain the books for multiple entities while managing them within a common accounting environment. Finance teams can work across the organization without repeatedly switching between disconnected company files. 

    2

    Simplify intercompany accounting

    Transactions between related businesses are a normal part of many hospitality organizations. Gravity helps teams manage intercompany accounting with less manual reconciliation and duplication.

    3

    Consolidate financial reporting

    Leadership shouldn't have to wait for finance to export, combine, and manipulate spreadsheets to understand overall performance. Gravity helps organizations consolidate financial information while preserving the ability to analyze individual entities and locations.

    4

    Manage vendors centrally

    Hospitality businesses frequently purchase from the same vendors across multiple locations. Maintaining vendor information centrally helps eliminate duplicate records and provides better visibility into purchasing across the organization.

    5

    Automate approvals and routine processes

    Purchasing, invoices, approvals, and other financial activities can involve employees throughout the organization. Automated workflows such as accounts payable automation help move those processes forward without relying on email chains and manual follow-up.

    6

    Track fixed assets

    Manage furniture, kitchen equipment, renovations, technology, and other long-term fixed assets across businesses and locations while maintaining the appropriate depreciation and financial records.

  • See what's happening across locations, entities, and business units

    • See what's happening across locations, entities, and business units

    Hot-air balloon representing visibility across a hospitality organization

    Hospitality executives don't just need financial statements. They need to understand why performance is changing.

    Gravity lets teams analyze financial information across dimensions that reflect how the business actually operates.

    Depending on the organization, that might mean looking at:

    • Revenue by location
    • Expenses by department
    • EBITDA by entity
    • Budget versus actual performance
    • Cash flow
    • Labor costs
    • Profitability by business unit
    • Consolidated organizational performance

    A restaurant group might compare margins across locations. A hotel operator might analyze performance across properties and departments. A brewery might need visibility across production, distribution, and taproom operations.

    The goal is the same: make financial information easier to understand and act on.

    For organizations that need deeper analysis across locations, departments, and other areas of the business, learn more about dimensional reporting and Gravity's broader financial reporting capabilities.

  • Accounting for different hospitality business models

    • Accounting for different hospitality business models

    Buildings representing different hospitality business models

    Hospitality organizations share many financial challenges, but the details vary by business model.

    Restaurant groups

    As restaurant groups add locations, finance teams need to compare performance while managing shared expenses, vendors, and increasingly complex reporting.

    Our restaurant financial reporting guide looks more closely at financial visibility for multi-location restaurant operators.

    Restaurant franchises

    Franchise organizations may need to manage separate legal entities, royalties, intercompany activity, location-level results, and consolidated reporting across the group.

    Explore the financial considerations in our guide to restaurant franchise accounting.

    Hotels and hotel groups

    Hotel operators need visibility across properties, departments, revenue streams, and expenses without losing sight of organization-wide performance.

    Learn more about financial management for boutique hotel groups.

    Breweries

    As breweries expand into additional taprooms, distribution, production facilities, or other revenue streams, understanding profitability across the business becomes increasingly important.

    Our guide to financial management for craft breweries explores these challenges in more detail.

    Entertainment businesses, venues, and clubs

    Organizations operating multiple venues, locations, or business units need many of the same capabilities: centralized financial management with the flexibility to understand individual operations.

  • Built on the Microsoft Power Platform

    • Built on the Microsoft Power Platform

    Cloud technology representing the Microsoft Power Platform

    Gravity Software is built on the Microsoft Power Platform, allowing finance teams to work within a technology ecosystem many organizations already use.

    That foundation provides access to familiar Microsoft technologies, including Power BI for business intelligence and Power Automate for workflow automation, while Gravity provides the accounting functionality needed to manage financial operations.

    With Microsoft 365 Copilot, finance teams can also use natural language to securely access accounting information, analyze financial data, and find answers using live Gravity data. Because Gravity is built on Microsoft technology, organizations can extend these capabilities across familiar applications such as Outlook, Teams, Excel, and Word while maintaining role-based security.

    It also gives organizations flexibility to connect accounting with other systems used throughout the business rather than treating financial information as an isolated data source.

  • How Momentum manages 18 businesses and 24 legal entities with Gravity

    • How Momentum manages 18 businesses and 24 legal entities with Gravity

    Momentum Enterprises logo representing a hospitality and recreation organization that streamlined multi-entity accounting with Gravity Software

    Growth through acquisition created a challenge for Momentum Enterprises.

    The hospitality organization operates 18 businesses and 24 legal entities across New England. Managing those businesses in separate QuickBooks company files made reporting and financial analysis increasingly difficult as the organization expanded.

    Momentum moved to Gravity to bring its accounting operations together and create a financial system capable of supporting continued growth.

    The result gave its finance team more time to focus on understanding the business rather than assembling the information needed to do so.

    “Gravity Software helps us spend less time gathering and processing information and more time analyzing it.”

    — Daniel Huff, CFO, Momentum Enterprises

    See how the organization approached the transition in the Momentum hospitality accounting customer story.

  • How to choose hospitality accounting software

    • How to choose hospitality accounting software

    Balance scale representing hospitality accounting software evaluation

    The right accounting system should fit the way your organization operates today without becoming an obstacle to where it wants to go next.

    When evaluating hospitality accounting software, consider:

    Can you manage your entire organization without creating disconnected accounting environments?

    Adding a location shouldn't automatically mean adding another silo of financial information.

    If your organization operates multiple legal entities, look closely at how the system handles multi-entity accounting as the business expands.

    How does the system handle transactions between related entities?

    If intercompany activity is common, determine how much of the process requires manual entries and reconciliation.

    Can you consolidate financials without building the report in Excel?

    Finance should be able to see consolidated results without repeatedly exporting and combining information.

    Can you analyze results at the level your business requires?

    Look beyond standard financial statements. Consider whether you can analyze information by location, department, entity, property, business unit, or other meaningful dimensions.

    Can vendors and shared expenses be managed efficiently?

    Understand how the system handles vendors serving several locations and expenses that need to be allocated across the organization.

    Can routine financial processes be automated?

    Approvals and repetitive administrative tasks shouldn't consume time that could be spent on analysis and decision-making.

    Will it work with the rest of your technology?

    Consider how financial information will move between accounting and the operational systems your organization already relies on.

    Gravity supports a range of integrations to help financial and operational information work together.

    What happens when you acquire another business or open another location?

    This is one of the most important questions.

    Ask the vendor to show you what adding another entity actually looks like. A system intended to support growth should make that process easier—not recreate the same accounting infrastructure every time the organization expands.

  • Hospitality accounting resources and case studies

    • Hospitality accounting resources and case studies

    Gravity Software G2 Users Love Us badge

    Every hospitality organization faces unique financial challenges, from managing multiple locations and entities to improving reporting, controlling costs, and supporting growth. Whether you're evaluating hospitality accounting software, looking for best practices, or researching how other organizations have modernized their financial operations, these resources can help.

    Explore customer success stories, industry guides, product information, and educational content designed to help hospitality organizations improve financial visibility, streamline operations, and make more informed business decisions.

    Multi-Entity Accounting Guide
    Learn how growing organizations manage multiple entities, automate intercompany accounting, simplify consolidation, and gain financial visibility across the business.
    Restaurant Financial Reporting
    Learn how multi-location restaurant groups can improve financial visibility, control costs, and simplify reporting across every location.
    Restaurant Franchise Accounting
    Explore how restaurant franchise groups can manage multiple entities, royalties, intercompany activity, and location-level reporting as they grow.
    Boutique Hotel Accounting Software
    Check out how growing hotel groups can improve financial control, budgeting, reporting, and visibility across multiple properties.
    Brewery Accounting Software
    Take a look at the financial challenges growing breweries face across production, distribution, taprooms, and other revenue streams.
    Momentum Enterprises Customer Story
    See how Momentum Enterprises replaced multiple QuickBooks company files and gained better financial visibility across 18 businesses and 24 legal entities.
    Microsoft 365 Copilot for Accounting
    Learn how finance teams use Microsoft 365 Copilot to access accounting information, analyze financial data, automate routine tasks, and improve productivity.
    Gravity Highlights On-Demand
    Watch a 7-minute on-demand demo highlighting how Gravity Software simplifies multi-entity accounting, reporting, and automation for hospitality organizations.
  • Frequently asked questions about hospitality accounting software

    • Frequently asked questions about hospitality accounting software

    Customer support representative illustration

    Hospitality accounting becomes more complex as organizations add locations, entities, and revenue streams. These frequently asked questions address what finance teams should consider when evaluating hospitality accounting software, from multi-entity accounting and consolidated reporting to workflow automation, AI, and scalability.

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    What is hospitality accounting software?

    Hospitality accounting software is financial management software used by restaurants, hotels, breweries, venues, and other hospitality businesses. Growing organizations may require functionality beyond basic bookkeeping, including management of multiple entities and locations, intercompany transactions, consolidated financial reporting, budgeting, workflows, and business analysis.

    What should a multi-location hospitality company look for in accounting software?

    Look for a system that can provide both location-level detail and organization-wide visibility. Important considerations include multi-entity management, intercompany accounting, financial consolidation, flexible reporting, workflow automation, integrations, and the ability to add new locations or entities efficiently. 

    What is multi-entity accounting for hospitality companies?

    Multi-entity accounting allows an organization to maintain the financial records of separate legal entities while managing them as part of a broader organization. It is particularly useful when hospitality companies operate multiple locations, concepts, properties, or businesses that require separate books but consolidated financial visibility. 

    How do hospitality companies consolidate financial statements?

    Organizations using separate accounting systems may export financial information and combine it manually. Multi-entity accounting software can instead bring the underlying financial information together and produce consolidated reporting while preserving the records of the individual entities. 

    Can hospitality accounting software automate accounts payable approvals?

    Yes. Hospitality organizations can use automated accounts payable workflows to route invoices and approvals to the appropriate people, reducing manual follow-up and helping finance teams manage purchasing and payments across multiple locations. Gravity Software supports accounts payable automation and Microsoft Power Automate workflows to help automate routine financial processes.

    How can AI and Microsoft 365 Copilot help hospitality finance teams?

    AI can help hospitality finance teams spend less time searching for information, analyzing financial data, and completing routine tasks. With Microsoft 365 Copilot, Gravity users can use natural language to securely access live accounting information, analyze trends, generate visualizations, and work with financial information across familiar Microsoft applications such as Outlook and Teams while respecting existing role-based security.

    When should a hospitality company move beyond QuickBooks?

    The need to move beyond QuickBooks often emerges when maintaining separate company files, manually consolidating results, reconciling intercompany activity, duplicating vendor information, or producing organization-wide reports begins consuming significant finance-team time. 

    Does Gravity work for hospitality organizations with multiple locations?

    Yes. Gravity Software is designed for organizations managing multiple entities, locations, and business units. Hospitality finance teams can manage accounting centrally while maintaining visibility into individual locations and entities, with capabilities for consolidated reporting, intercompany accounting, workflow automation, and financial analysis.

    Spend less time assembling financial information and more time using it

    Growth shouldn't require your finance team to build increasingly complicated workarounds. Gravity gives hospitality organizations a centralized accounting system for managing complex financial operations while providing the visibility leadership needs to understand the business. 

    If your organization is adding locations, acquiring businesses, or struggling to manage financial information across separate accounting systems, it may be time for a different approach. 

    schedule a demo with Gravity Software