March Madness: Sweet 16 of Restaurant Accounting & Operations Tools
March Madness is heating up, and while basketball fans are focused on the Sweet 16, we’re bringing the bracket challenge to restaurant technology. From accounting platforms to POS systems, payroll providers, and AP automation tools, these solutions are the backbone of a restaurant’s financial success.
After some tough matchups, we’ve narrowed the field down to our Final Four. Let’s break down the winners.
Accounting Software
QuickBooks Online vs. Xero
Xero is a great accounting solution, especially for businesses looking for unlimited users and automation. However, QuickBooks Online wins out with its stronger restaurant integrations, intuitive interface, and reporting capabilities. It remains the go-to choice for small and mid-sized restaurant operators who need a reliable and scalable accounting system.
Winner: QuickBooks Online
Restaurant365 vs. Sage Intacct
Sage Intacct is a powerful cloud-based ERP, but it’s often overbuilt for restaurants. Restaurant365, on the other hand, was designed specifically for the industry, offering accounting, inventory, labor tracking, and reporting in one platform. This all-in-one approach makes it the better choice for multi-location restaurants.
Winner: Restaurant365
QuickBooks Online vs. Restaurant365
While Restaurant365 is built for larger multi-unit operations, QuickBooks Online remains the most accessible, affordable, and widely used accounting software for restaurants of all sizes.
Ultimate Winner: QuickBooks Online
POS Systems
Toast vs. Clover
Clover offers a user-friendly POS, but it lacks the deep restaurant-specific features that operators need. Toast, built exclusively for restaurants, wins with customizable order management, kitchen display integration, and data-driven reporting. Its ecosystem includes everything from online ordering to payroll, making it a true restaurant powerhouse.
Winner: Toast
Lightspeed vs. Square
Square is great for quick setup and small operations, but Lightspeed’s stronger reporting, deeper customization, and scalability make it a better choice for multi-unit restaurants looking for robust data and operational control.
Winner: Lightspeed
Toast vs. Lightspeed
Lightspeed is a strong competitor, but Toast’s dedicated focus on restaurant operations, plus its growing integrations with menu management, payroll, and invoice automation, make it the best choice for restaurants in 2025.
Ultimate Winner: Toast
Payroll & Workforce Management
ADP vs. Paycor
Paycor offers solid payroll services, but ADP’s scalability, compliance tools, and HR solutions make it the better fit for restaurants looking to manage growing teams, handle payroll taxes, and offer benefits.
Winner: ADP
Gusto vs. Paychex
Paychex has long been a major player in payroll, but Gusto’s automation, easy setup, and affordable pricing make it the go-to choice for smaller restaurant groups. Its built-in benefits administration and payroll tax filings are especially appealing.
Winner: Gusto
ADP vs. Gusto
Gusto is a great option for small businesses, but ADP’s ability to handle complex payroll structures, tax compliance across multiple states, and full-service HR solutions make it the best choice for growing restaurant operations.
Ultimate Winner: ADP
Accounts Payable & Expense Management
xtraChef vs. Ottimate
Ottimate offers invoice automation, but xtraChef stands out because it’s part of the Toast POS ecosystem. This seamless connection between POS sales, invoice management, and cost control gives Toast users an unmatched level of insight into their finances.
Winner: xtraChef
MarginEdge vs. Bill.com
Bill.com is widely used for invoice payments, but MarginEdge is built specifically for restaurants. Its real-time food cost tracking, automated invoice processing, and deep integrations with restaurant accounting systems make it a superior choice.
Winner: MarginEdge
xtraChef vs. MarginEdge
Both tools are strong for invoice management, but xtraChef’s Toast integration, detailed cost tracking, and ability to tie AP automation directly to POS sales data make it the ultimate winner.
Ultimate Winner: xtraChef
Final Four Recap
After some tough matchups, these four solutions emerged as the best in their respective categories:
QuickBooks Online – Best Accounting Software
Toast – Best POS System
ADP – Best Payroll Provider
xtraChef – Best AP & Expense Management Tool
This lineup represents the strongest combination of software solutions for restaurant owners. Each tool plays a critical role in streamlining financial operations, improving efficiency, and providing real-time insights that drive profitability. At ACE’d Accounting Solutions, we work with all of these tools—along with many others—to create customized solutions that fit the unique needs of each restaurant we support.
No two restaurants are the same, and neither should their financial systems be. Whether you need help integrating these tools, optimizing your reporting, or gaining better control over your restaurant’s finances, we’re here to help. Let’s build your winning lineup—get in touch today!
