How to Pick the Best POS for a Restaurant

The best POS for restaurants streamlines restaurant operations from the front of the house to the kitchen, improves customer service, and integrates seamlessly with your business operations. Selecting the right point-of-sale (POS) system is essential for your restaurant’s success. But with so many options available, how do you choose the best system for your restaurant’s needs?

1. Define Your Needs

Start by identifying your restaurant’s specific requirements. This will ensure you choose a POS system that aligns with your operational goals.

• Evaluate Your Business Type: Are you running a quick-service restaurant, fine dining establishment, or multi-location chain?
• Make a List of Essential Features: Which POS features from the Key Features section below does your restaurant need?
• Decide on System Type: Does a cloud-based or on-premises solution best suit your infrastructure and access needs?

2. Explore Your Options

Research the POS systems available in the market that have the key features that meet your restaurant’s requirements.

• Compare Features and Pricing: Identify systems offering the functionality you need at a price point that fits your budget.
• Look for Tailored Solutions: Some providers allow you to customise packages to avoid unnecessary costs.
• Read Reviews and Testimonials: Explore forums, review sites, and case studies specific to the restaurant industry to gain insights into user experiences.
• Consider Scalability: Ensure the system can grow with your business, accommodating future needs.

3. Test Before You Commit

Evaluate the systems firsthand to ensure they meet your expectations before you commit.

• Request Demos or Trials: Test user interfaces, features, and ease of navigation.
• Check Support Availability: Confirm the provider offers robust customer support, including training and 24/7 assistance if needed.
• Assess Security Measures: For cloud-based systems, verify data protection and compliance with industry standards.

Key Features to Consider in a Restaurant POS System

It is essential to prioritise the POS features that will most benefit your specific restaurant business.

Ease of Use and User-Friendly Interface

A POS system needs an intuitive interface to streamline operations and reduce errors. This is essential for teams with limited tech skills or high turnover. Prioritise touchscreen designs and quick access to key tools like order entry and payment processing.

Mobility and Tableside Service

Mobile POS systems empower servers to take orders, split tabs, and process payments directly at the table, enhancing efficiency. These systems also support upselling by providing detailed menu information and recommendations on-screen. With reduced wait times and improved accuracy, mobile POS technology elevates operational speed and customer satisfaction.

Menu Management Features

A robust POS system enables menu updates in real time, including modifications and special offers. Inventory countdown keeps servers informed about low-stock dishes, enhancing communication and customer satisfaction. Menu changes can be made effortlessly from any terminal or smartphone.

Food Safety

Food safety features ensure compliance with regulations while protecting customers. Allergy alerts and nutritional information improve menu transparency, reducing risks for diners. A POS system with these tools enhances customer trust and promotes a safer dining experience.

Payment Processing and Integration

The best POS systems handle credit and debit cards, mobile payments, and cash seamlessly. Using the built-in payment gateway that comes with a given POS system is convenient. However, integrating with a separate payment processor offers more flexibility to accept a wide range of payment methods while ensuring secure transactions.

Security Features

Ensuring your POS system is secure is crucial due to the rise of credit card fraud and data breaches. According to Statista, the cost of a data breach ranged from $4.17 million in France to $5.31 million in Germany in 2024. For restaurants, these costs can be devastating.

A system that complies with the Payment Card Industry Data Security Standard (PCI DSS) Level 1 and offers encryption and tokenisation protects sensitive customer data. Security builds customer trust, reduces fraud risk, and prevents costly breaches.

Online Ordering and Delivery Management

Comprehensive POS solutions support online ordering that allows customers to place orders, pay, and schedule pickups with ease. Delivery management integrates with in-house or third-party services, which streamlines logistics for timely fulfilment. These features enhance customer satisfaction and drive revenue by meeting modern dining preferences.

Offline Capabilities

A powerful POS system with an offline mode ensures your restaurant operations continue smoothly during internet outages. Essential features like order taking, payment processing, and inventory updates remain functional until the connection is restored. This minimises disruptions and keeps customers satisfied during technical challenges.

Customer Relationship Management (CRM) Features

CRM tools in a POS system track customer preferences, order history, and special dates like birthdays. This data supports personalised service and targeted promotions, fostering stronger customer connections.

Loyalty Programmes

Integrated loyalty programmes reward customers for spending, encouraging repeat visits and boosting retention. Building a loyal customer base strengthens relationships and supports long-term success.

Employee Management

Managing staff schedules and tracking labour costs is simplified with a POS system that offers employee management tools. These systems track hours worked, monitor productivity, and reduce administrative burdens.

Real-Time Advanced Inventory Management

Effective inventory management is essential for restaurant success. Advanced POS systems track inventory in real-time, reducing waste and ensuring popular items stay in stock. Cloud-based systems centralise inventory tracking, streamlining operations across multiple locations.

Recipe Costing

Recipe costing features calculate the exact cost of preparing each dish, ensuring accurate pricing to maintain profitability. By tracking ingredient quantities and prices, this tool helps control food costs and adjust menu prices as ingredient costs change.

Advanced Reporting and Analytics

A POS system provides robust reporting and analytics to help restaurant owners make data-driven decisions. Insights into sales trends, labour costs, and customer preferences help restaurant owners develop more profitable business strategies.

Multi-Location Functionality

A multi-location POS system centralises inventory, sales, and menu management for consistency across sites. It streamlines operations, reduces errors, and simplifies scaling. This ensures high-quality customer experiences at every location.

Integration With Other Tools

A reliable POS system has seamless integration with your existing tools like accounting software, payroll systems, online ordering apps, and e-mail marketing software. This reduces manual data entry, saving time and improving accuracy.

Onboarding and Customer Support

Onboarding and 24/7 support are crucial for restaurants investing in a new POS system. Quick setup tailored to your needs minimises downtime, even for non-technical users. Round-the-clock support is necessary to reduce downtime and keep operations running smoothly.

Types of POS Systems

The following are four types of POS systems to consider for your restaurant.

Legacy POS Systems

These traditional POS systems are installed on-site and store data locally. While they avoid internet dependency, they have high hardware costs, require regular maintenance, and can be complex for staff to learn.

Cloud-Based POS Systems

Cloud-based POS systems store data remotely, offering easy access across multiple devices without significant hardware expenses. These systems are user-friendly and frequently updated. On the flip side, they require an internet connection and need to have robust security features to prevent data breaches.

Tablet POS Systems

Tablet POS systems utilise tablets which make them suitable for restaurants where larger screens are helpful for order-taking and payment processing.

Mobile POS Systems

Mobile POS systems operate on smartphones, allowing staff to process orders, manage inventory, and take payments anywhere. They are ideal for fast-paced restaurants, food trucks, and pop-up restaurants, improving efficiency and customer service.

Compatibility With Android and iOS Devices

A tablet or mobile POS system compatible with Android and iOS devices provides flexibility for using various hardware. This ensures you can integrate the tablets or phones your team already has. It also helps reduce costs and keeps your system adaptable to future tech upgrades.

Choosing the Right POS System for Your Service Model

A POS system designed for your service model ensures it meets your unique operational needs and improves efficiency. The requirements of a fast-service restaurant differ greatly from those of a fine-dining establishment.

Here’s what you need to consider based on your service model:

• Quick-service restaurants (QSRs) need a POS system that supports fast, on-the-go ordering, quick payment processing, and efficient menu updates.
• Full-service restaurants (FSRs) benefit from a POS system with advanced table management, course firing, and mobile ordering capabilities to improve service and reduce wait times.
• Cafes, coffee shops, and bakeries need a POS system that integrates customer loyalty programmes and supports high-volume order processing during busy periods.
• Bars and nightclubs require systems that can handle large volumes of transactions quickly, offer customisable floor plans, and include features for managing tabs and food and drink orders.

Cost Considerations for Restaurant POS Systems

Restaurant POS system costs vary widely, making it essential for owners to understand what drives those differences.

Hardware Costs

Costs depend on the type of hardware required, such as terminals, card readers, and a cash drawer, with add-ons like a kitchen display system increasing expenses. Installation and delivery fees should also be considered.

Software Features

Restaurant POS software subscription costs rise with advanced features like robust inventory management or online ordering. Add-ons for loyalty programmes and multi-location management may increase expenses.

Payment Processing Fees

Payment processing fees differ by provider. Some POS systems include built-in processing, while others integrate with third-party providers for greater flexibility and cost savings.

Understanding whether a subscription or markup payment processing model best fits your restaurant’s needs is crucial when choosing a payment processor. However, security should always be a priority over fees. Selecting a secure payment processor ensures both compliance and customer trust.

Number of Locations and Users

Expanding to additional sites or users often incurs extra fees from the POS provider. Scalable systems ensure consistent performance as your business grows.

Streamline Operations With the Right POS System

A well-chosen POS system improves customer satisfaction by reducing wait times and ensuring order accuracy. Features like mobile compatibility add convenience, while loyalty programmes encourage repeat business and stronger customer relationships.

Aligning your POS system’s features with your restaurant’s needs streamlines operations and enhances the dining experience. Partnering with a reliable POS provider and a secure payment processor ensures long-term support and scalability, positioning your restaurant for success.