Hospitality Accounting Software | Gravity Software

Accounting software built for the realities of hospitality growth

Accounting software built for the realities of hospitality growth

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 helps hospitality finance teams manage this complexity by connecting financial operations across entities, locations, and business units—reducing manual work while improving reporting and visibility.

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

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.

Manage complex hospitality finances from one accounting system

Manage complex hospitality finances from one accounting system

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.

Learn how accounts payable automation can improve vendor relationships while reducing manual work and improving payment processes.

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.

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 managing multiple companies in QuickBooks Online, 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.

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, Gravity Software combines dimensional reporting, financial reporting, and business intelligence with Microsoft Power BI to help finance teams analyze trends, compare performance, and make more informed decisions.

Accounting for different hospitality business models

Accounting for 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.

For a broader look at managing financial operations across franchise businesses, explore Gravity Software's franchise accounting software.

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.

Entertainment, recreation, and event businesses

Family entertainment centers, recreational facilities, event venues, and clubs often manage multiple locations, legal entities, and shared expenses while tracking financial performance across their operations.

Gravity Software helps these organizations simplify multi-entity accounting, allocate costs, and improve financial visibility across locations and business units.

Built on the Microsoft Power Platform

Built on 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.

Microsoft 365 Copilot allows finance teams to interact with Gravity's financial data using natural language, helping them find information, analyze results, and streamline accounting workflows. Microsoft Entra ID security and role-based permissions help control access to financial information.

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

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

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:

1

Multi-entity accounting and consolidation

Look for a system that manages multiple legal entities within a centralized accounting environment, simplifies intercompany transactions, and consolidates financial results without relying on spreadsheets.

2

Financial reporting and visibility

Evaluate whether finance teams can analyze performance by location, property, department, business unit, or other financial dimensions while maintaining visibility across the entire organization.

3

Shared vendors and expense allocations

Consider how the software manages vendors serving multiple locations and allocates shared expenses across entities, departments, or business units.

4

Accounting automation and integrations

Look for automated approvals, accounts payable workflows, and connections to the operational systems your hospitality organization already uses.

5

Scalability for future growth

Ask vendors to demonstrate how easily the system accommodates additional locations, acquisitions, and legal entities without creating separate accounting environments.

6

Security and financial controls

Evaluate whether the system provides role-based permissions, entity-level access controls, audit trails, and approval workflows to help protect financial information and maintain accountability across locations and business units.

Hospitality accounting resources and case studies

Hospitality accounting resources and case studies

Gravity Software G2 Users Love Us badge

Explore customer stories, industry guides, and educational resources to learn how hospitality organizations simplify multi-entity accounting, improve financial reporting, automate processes, and gain greater visibility across their operations.

Multi-location restaurant accounting

Learn how growing restaurant groups simplify accounting across locations, manage shared expenses, automate intercompany transactions, and improve consolidated reporting.

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.

British Institute of Innkeeping customer story

See how the British Institute of Innkeeping moved beyond Sage 50cloud and improved financial reporting and consolidation with Gravity Software.

Multi-entity accounting guide

Learn how growing organizations manage multiple entities, automate intercompany accounting, simplify consolidation, and gain financial visibility across the business.

Legacy accounting solutions vs. modern alternatives

Explore the limitations of legacy accounting systems and how modern cloud accounting software helps growing organizations simplify financial management, improve reporting, and support multi-entity growth.

Hospitality multi-entity accounting customer story

See how a growing hospitality organization simplified intercompany accounting, accelerated month-end close, and reduced manual consolidations across dozens of entities.

Frequently asked questions about hospitality accounting software

Frequently asked questions about hospitality accounting software

Find answers to common questions about hospitality accounting software, including multi-entity accounting, consolidated financial reporting, automation, AI, and managing multiple locations.

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 helps hospitality finance teams analyze financial information, find answers, and reduce repetitive work. With Microsoft 365 Copilot, Gravity users can interact with live accounting data using natural language, analyze financial results, and access information through familiar Microsoft applications while maintaining role-based security.

When should a hospitality company move beyond QuickBooks?

Yes. Gravity Software helps hospitality organizations manage accounting across multiple entities, locations, and business units within a centralized platform. Finance teams can maintain location-level visibility while simplifying intercompany accounting, consolidated reporting, and financial analysis.

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

Managing financial operations across multiple hospitality locations shouldn't require endless spreadsheets, manual consolidations, or disconnected accounting systems.

Gravity Software helps hospitality finance teams simplify intercompany transactions, streamline consolidated reporting, and gain greater financial visibility across entities, locations, and business units.

Watch this 11-minute demo highlighting how Gravity Software simplifies multi-entity accounting, consolidated financial reporting, and accounting automation for growing organizations.

Schedule a personalized demo to see how Gravity Software can help your hospitality organization reduce manual work and make more informed financial decisions.