Month End · Payroll · the Nightly Close
Stop Dreading the Close.Start Celebrating It.
Praxio's consultants use RPA to take the back office off your team's shoulders, at any scale from three locations to three hundred. Month end, payroll and the nightly close finish verified and posted before anyone has to chase them, so the calendar stops being something your team braces for, whether that is your spouse or in-law at three locations or a shared service center at three hundred.
30 days to value: live automation, not a pilot project
Works in whatever POS, time clock, scheduler and accounting system you already run, with no APIs and no migration
No IT approval required: the bots log in and click exactly like your staff do
Save 10+ hours in month one, or you don't pay
No sales script. No invoice. A 30 minute walkthrough of how your close, payroll and books actually run.
the reality check
Copy, Paste, Validate, Repeat,
and Never Be Wrong.
Nobody signed up for that job. Not the owner closing at midnight, and not the analyst at corporate.
In a three-unit group, the back office is you. In a three-hundred-unit chain, it is an accounting department. Either way, capable people are being asked to copy, paste, validate and decode rules nobody wrote down, and to never be wrong, on a deadline. That is not a staffing problem, and hiring does not fix it. These are the three things that break first.
The Close That Never Actually Closes
POS close, cash count, tip pool, deposit, sales to GL. Every night, at the exact hour when everyone's judgment is at its worst. Then you do the whole thing again tomorrow, and the day after that, forever.
Payroll Monday Never Moves
Hours live in the POS and the scheduler. Cash tips live in someone's head. Tip pools, tipped credit, overtime and split shifts all have to be right, and the payroll deadline does not care how Saturday went.
Three Systems, Zero Handshake
Your event system knows the private parties. Your POS knows the sales. Your books know the rest. Nobody owns the middle, so deposits don't match, event revenue lands in the wrong month, and reconciliation turns into archaeology.
The good news? This is exactly the problem we solve. Fast.
at your scale
Two Locations or Two Hundred.
Same Work, Different Tuesday.
2 to 5 locations
You Are the Back Office
You are the AP clerk, the tip pool calculator and the final approver
Your office manager runs payroll on Mondays and has come to dread it
Your spouse or in-law closes the month, because someone has to
Nobody has time to document how any of it actually works5
1,872 hours
a year at 3 locations, using 12 back-office hours per week per location at $28 an hour
What we remove: the hours you are personally absorbing, and the reason you cannot take a week off.
40 to 300 locations
The Back Office Is a Department
You already have an AP team, a controller and a shared service center
Manual work grows in a straight line with location count: more invoices, more approvals, more payment runs, more people
Month-end consolidation across entities is the bottleneck, not the data entry itself
Corporate, franchise and intercompany all have to tell the same story
62,400 hours
a year across 100 locations at the same 12 hours per week per location
What we remove: the headcount that would otherwise grow in a straight line with store count.
Standardization
One process definition rolled out consistently, instead of two hundred local variations of the same close.
Controls and Audit
Your approval hierarchy enforced, every action logged, every number traceable to its source.
Rollout Sequencing
One pilot location, then a region, then the rest, without pausing operations.
Multi-Entity
Intercompany, consolidation and flash reporting that tie out before anyone has to ask.
We do not care which end of that you are on. The work is identical, only the multiplier changes.
the function map
If Your Team Touches It Every Week,
We Can Automate It
We do not sell a module for every platform you own.
We automate functions, which is why the same approach works whether you run Toast or Square, Restaurant365 or NetSuite.
This is the full set of restaurant functions we work in.
Scheduling and Labor
Who is on the floor, and do the hours actually match the schedule?
Point of Sale
What sold, what was tendered, and what is still owed?
Cash Tip Management
Who got tipped, and can you prove the number?
Payroll
Did everyone get paid correctly, and on time?
ERP and Accounting
Does the ledger tie out to the bank?
Vendor Payments and AP
Did the vendor get paid, with an approval behind it?
Reservations and Private Events
Who booked the party, and was it billed correctly?
Reporting and Operations
What actually happened yesterday, on one page?
One approach across every one of those functions. No platform lock-in.
what we automate
One Bot for the Close. One for Payroll. One for the Books.
You do not need a new POS, a new payroll provider or a new accounting stack. The bots log into the systems you already own, exactly the way your staff do, using their existing permissions.
nightly close
Close the Day Before Midnight
Pull POS close reports, cash counts, comps and voids per location
Calculate tip pools from your rules: hours, role, shift or sales
Post daily sales, tax, discounts and tender types to your accounting system by location
Match the bank deposit to the day's sales and flag the difference
Send a one-page close summary to your phone before midnight
payroll and cash tips
Payroll Without the Monday Panic
Gather hours from the POS, time clock and scheduler in one place
Prepare declared cash tips and FICA tip credit inputs
Apply tipped credit, overtime and split shift rules per employee
Reconcile card tips against your card processor's payouts before payroll runs
Hand your provider a clean, reviewable payroll file
accounting and reconciliation
Make the Three Systems Agree
Event and party bookings to invoices, deposits and deferred revenue
POS and card processor payouts to bank deposits, fees and shortfalls
Third-party delivery commissions, refunds and adjustments
Gift card liability, chargebacks and credit card batch settlement
Month-end close package assembled before you have to ask for it
Vendor payments and AP
Stop Cutting Checks at 11 PM
Monitor the AP inbox so invoices never sit unseen
Download, read and capture line items with AI, no vendor signup
Code every invoice to the right GL account and location
Three-way match against POs and delivery receipts
Route it through the approval chain your ERP already enforces
099 prep, vendor onboarding and payment scheduling
Everything runs 24/7 with a complete audit trail. Your team reviews exceptions, not spreadsheets.
the 11 pm problem
The Close, Minute by Minute
Two versions of the same night, at the same single-location restaurant, with the same team and the same systems.
How it runs today
11:05 Pm
Pull the POS close report for the day
11:20 Pm
Count the cash drawer and log the drop
11:40 Pm
Rebuild the tip pool in a spreadsheet
12:10 am
Key sales, tax and comps into QuickBooks
12:35 am
Match the bank deposit to the day's sales
1:05 am
Realize payroll is due tomorrow
13 hrs 40 mins of your night, and it starts again in 18 hours
How it runs with praxio
11:05 Pm
Bot pulls POS, time clock and schedule data
11:08 Pm
Tip pool calculated from your written rules
11:12 Pm
Sales, tax, tenders and comps posted by location
11:15 Pm
Deposit matched, difference texted to the GM
11:18 Pm
Close summary delivered to your phone
11:20 Pm
Payroll inputs already staged for Monday
13 minutes, and only the exceptions need a human
Illustrative single-location close. The same pattern multiplies across every location you add, and your bot is built to your rules: tip pool method, GL mapping, approval thresholds, and who receives the exception alert. The person who used to do this at midnight is the one who gets their evening back, and that is usually the whole point.
The Gap Between Systems
Every System You Run Is Right.
None of Them Agree.
Restaurant software is excellent at its own job and oblivious to everyone else's. RPA does not need an integration. It works across the gap, the same way a human does.
your sources
Your event and party system
Private events, deposits, BEOs, room fees, party minimums, final counts
Your POS and payment processor
Sales, tenders, tips, comps, payouts, gift cards, voids
Your POS and payment processor
Sales, tenders, tips, comps, payouts, gift cards, voids
Your POS and payment processor
Sales, tenders, tips, comps, payouts, gift cards, voids
Your POS and payment processor
Sales, tenders, tips, comps, payouts, gift cards, voids
Your POS and payment processor
Sales, tenders, tips, comps, payouts, gift cards, voids
PRAXIO BOT
logs in like a user, no APIs
what lands in your books
Daily sales journal entry by location and revenue center
Event deposits booked as deferred revenue, recognized on the event date
Tip liability posted separately from payroll wages
Card payouts matched to bank deposits, with fees and shortfalls flagged
Month-end close package that ties out on the first review
Some of the systems you run already have certified integrations with each other. Those move data from one platform to another. They do not calculate your tip pool, satisfy an approver, or chase a $4,200 invoice at month end. That work is what we remove.
cash tips and payroll
Cash Tips Are Real Money. Prove It Without Losing a Weekend.
Tips are the most argued about, least documented number in the restaurant. We make the math defensible and the trail complete, every single pay period.
Where restaurants get stuck
Cash tips that never get declared, and a tip credit claim nobody can defend later
Tip pools built in a spreadsheet that only one person fully understands
Split shifts, double pay rates and overtime that payroll keeps misreading
Card tips that arrive days after the shift and never quite match the payout
The same three questions every period: who worked, who got tipped, who is short
What the bot does instead
Rebuilds the tip pool from POS sales, hours and your written pooling rules
Prepares declared cash tips and FICA tip credit inputs for your processor
Reconciles card tips against your card processor's payouts before payroll runs
Produces one exception list: missing punches, cash out gaps, unusual tips
Stages a clean payroll file you can review in minutes, not hours
Keeps an action log for every change, so any number can be traced back
We prepare, reconcile and document the numbers. Your payroll provider or CPA still signs off on tax treatment, and we are not a substitute for tax or legal advice.
Vendor Invoices, Approvals and Payments
From Your Vendor's Inbox to a Paid Invoice,
Approved at Every Step
Every major ERP ships approval workflows, whether you run Restaurant365, NetSuite, Sage Intacct or QuickBooks. What none of them ship is a person to do the work between the inbox and the approval queue. That is the part we own, and the approval itself never leaves your system.
01
Capture
The AP Inbox Stops Being a Black Hole
Invoices arrive by email, vendor portal or EDI. The bot watches the inbox, downloads every invoice with its attachments, and reads each line item. No vendor has to sign up for anything, and nobody has to remember to check that inbox again.
02
Code
Every Line Item Coded, Every Vendor Remembered
Each line coded to the right GL account, location, vendor and expense category. Recurring vendors are remembered, so the coding gets more accurate with every cycle instead of starting from zero every month.
03
match
Variances Caught Before an Approver Sees Them
Three-way match against the purchase order and the receiving document. Quantity and price differences are flagged up front, so your approver is approving a clean document instead of doing detective work on a produce invoice.
04
route for approval
The Invoice Climbs Your Existing Approval Chain
Routed by the rules your ERP already defines: dollar amount, location, GL account, vendor category or budget. The approver gets one link with the coding, the match result and the invoice attached, so a decision takes seconds rather than a scavenger hunt through email.
05
Chase and escalate
Nobody Has to Remember Who Is Holding It Up
No more wondering who is sitting on a $4,200 invoice at month end. The bot nudges approvers, escalates past the threshold you set, and keeps a complete record of who approved what and when.
06
pay and post
Released to Payment, Posted to the Ledger
Approved invoices are released into your payment run, payment method matched to the vendor agreement, then posted to the general ledger with the audit trail intact. Your ERP stays the system of record, and your vendor gets paid on time.
One Link, Complete Context
Your approver opens a single link and sees the invoice, the coding, the match result and the running spend against budget. Approving takes seconds, and approving on a phone actually works.
An Audit Trail You Can Defend
Every action is logged: who touched the invoice, what was changed, when it moved, and who approved it. When a vendor disputes a payment or a bank asks a question, the answer already exists.
Exceptions, Not Paperwork
Invoices that code, match and clear never need your attention. You only see the ones that genuinely need a human decision, with the evidence already assembled.
The approval workflow stays inside Restaurant365 or whatever ERP you run. We do not replace your system of record, your approval hierarchy or your controller's judgment. We do the capturing, coding, matching, routing and chasing that happens around it.
why praxio
Why Praxio vs. Everyone Else
We are not a software vendor. We are consultants who only get paid when you see measurable ROI in under 5 months. That is not marketing, it is our contract.
Zero IT Approval Required
Our bots work like human users. They log in, click and type with existing permissions, so there are no integrations, no platform migrations and no IT roadmap delays.
Any System Your Staff Can Log Into
We are not tied to a platform partnership and we do not need one. If your team can log in, the bot can work in it, whether that is a POS, an ERP, a scheduler, a time clock or a payroll provider.
30-Day Implementation
From the process walkthrough to a live automation in under a month. Not a pilot, not a proof of concept. Real results your team feels on the next close
Month-One Guarantee
If the bot does not return at least 10 hours in your first month, you do not pay. We put our money where our methodology is.
Your Team Keeps the Judgment
Bots move data, match it and flag what does not fit. Your managers and your accountant approve the exceptions, with a complete audit trail behind every action.
Your Personal Ops Genie
Call us as often as you want. No meter running, no sales pressure. Just consultants who have walked hundreds of processes and will help you think clearly about yours.
Move the three sliders to your restaurant. This is the labor you are already paying for, not a projection of revenue you might earn.
real results
What Happens When a Restaurant Stops Doing It the Hard Way
Every engagement starts with a conversation and ends with hours that show up on your P&L.
Multi-Unit Restaurant Group · Vendor Payments and AP
The problem
Invoice handling across multiple locations ran on people. Four interns and a controller absorbed the volume by hand, month-end close dragged well past the goal, and nobody had time to chase vendors or fix what was landing in the accounting system wrong.
The problem
We did not rip and replace anything. We automated the gaps: inbox monitoring, invoice download, line item capture, GL and location coding, translation of vendor descriptions into accounting platform language, and archiving. The bots logged into the client's existing accounting system exactly like a user would, with a review step for anything unusual.
what changed
All four interns redeployed to higher-value work instead of data entry
The controller back on strategy rather than keying invoices
Month-end close cut in half, moving toward a 3 hour goal
Vendors managed proactively instead of chased after the fact
$150K+
annual labor cost savings
$12K+
annual bot cost, about $3/hour
50%
faster month-end close
$200K+
cost of the four positions it replaced
Results from a multi-location restaurant group's vendor payment engagement. A walkthrough of your restaurant replaces these with your own numbers.
Questions Restaurant Owners Ask
Frequently Asked Questions
Yes, and we do not ask you to change either one. The bot logs into the same screens your staff use and performs the same steps. Toast or Square keeps handling sales, Restaurant365 or QuickBooks keeps the books, and the bot owns the space between them: daily sales posting, tender reconciliation, deposit matching and the exception list.
More relevant, not less. Manual back-office work grows in a straight line with location count: more invoices, more approvals, more payment runs, more staff time. We run the same pattern inside the shared service center you already have, working in the systems you already own. Nothing moves offshore, and you do not have to retrain a region on new software.
One location first, live inside 30 days, usually the one with the worst process or the newest opening. Once the bot runs a clean close and a clean payroll cycle there, we replicate that same bot to a region and then to the rest. You end up with one standard process definition instead of a hundred local variations, and operations keep running the whole way through.
Yes. Tripleseat bookings, deposits, BEOs and final counts get pulled and matched against POS sales and the general ledger, including events that run across a month end. Event deposits are booked as deferred revenue and recognized on the event date, so your revenue lands in the right period.
The bot rebuilds the pool from POS sales, hours and your written pooling rules, prepares declared cash tips and FICA tip credit inputs, then reconciles card tips against processor payouts before payroll runs. You still approve the pool. We make sure the math is repeatable and the documentation exists if anyone asks.
No. The bots work like human users with your existing permissions, so there are no API keys, no middleware and no platform migration. That is exactly why a restaurant with no IT department can run this.
The bot hands a clean, reviewable file to whatever you already use: Gusto, ADP, Paychex, QuickBooks Payroll, or a local processor that still wants a spreadsheet. We do not ask you to change providers.
30 days from kickoff to a live automation for a single location, and typically 30 to 60 days for a multi-unit group, depending on how many systems and locations are involved. You see your first automation inside the first month.
We maintain the bot. Screen changes, new invoice formats and updated rules are handled on our side, and monitoring alerts fire when a step behaves unexpectedly, so you hear about a problem from us rather than from your accountant.
Confidence thresholds and cross checks route anything unusual to a human with the evidence attached. Every action is logged, so a reviewer can replay exactly what happened and correct it in minutes instead of rebuilding a day by hand.
Least-privilege credentials, role-based access, encrypted storage and transit, and a complete audit log of every action a bot takes. The bots only get access to the systems and screens they need for the process we agreed on.
Yes, and that is the point. We remove the data entry, the matching and the reconciliation labor. Your accountant or CPA keeps the judgment, the review and the sign-off, which is what they were hired to do.
YOUR PERSONAL oPS gENIE
Not Ready to Commit?
That's Exactly Why You Should Call.
We offer unlimited free consultations. No pitch. No pressure. No timer.
Just real conversations with consultants who have personally walked through hundreds of business processes across dozens of industries—and who can help you see yours with fresh eyes.
Here's what most consultants won't tell you: Many processes don't need automation at all. Sometimes documenting the workflow and asking better questions is enough. The fog lifts. Your team gets aligned. The waste becomes obvious.
That conversation? It's free. And it might be the most valuable thing that happens to your business this quarter.
Book Your Free Ops Genie Call
No commitment. No invoice. No sales script.
Just a smart conversation about your operations.
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