Case Study
Helping a Growing Restaurant Business Streamline Their Books
Client: A local restaurant with three locations
The Challenge
The client had been using three separate QuickBooks files to manage their accounting for each location.
They recently decided to combine everything into a single QuickBooks Online file to simplify reporting and management.
However, the move created several problems:
- The new file’s balance sheet didn’t match historical records.
- Outstanding checks and credit card deposits weren’t originally entered properly.
- Each location had a slightly different chart of accounts, creating messy categories.
- They needed historical data available for comparisons without flipping between old files.
They wanted a clean, organized QuickBooks setup, but didn’t know how to pull it all together.
To make it even trickier, they asked for it to be done while they were away on vacation.
The Solution
Gentle Frog jumped in to get it handled.
Here’s what we did:
- Corrected the new QuickBooks file so it properly reflects beginning balances, including outstanding transactions.
- Consolidated multiple charts of accounts into a clean, streamlined structure.
- Imported five years of historical profit and loss data for all three locations into the new file.
- Configured QuickBooks classes so the client can view profit and loss reports by location or for the whole business.
- Created custom tutorials specific to their new workflow, showing how to pull the right reports without confusion.
The goal was to make QuickBooks easy to use — not just “set up” but ready for real-world use when the client returned from vacation.
The Results
The client came back to:
- A fully organized QuickBooks file ready for day-to-day use.
- Easy access to current and historical financial reports — by location or overall.
- A set of custom video tutorials to help their team navigate the new system confidently.
They can now track growth, compare location performance, and prep for tax season without wasting hours flipping between old files.
The project fee was approximately $1,200.
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