Restaurant POS Buying Guide
Everything you need to know to choose the perfect POS system for your restaurant business
1. Introduction
A Point of Sale (POS) system is the heart of your restaurant's operations. It's much more than a cash register—it's a comprehensive solution that handles orders, payments, inventory, staff management, customer data, and business analytics.
Choosing the right POS system is one of the most critical decisions you'll make for your restaurant. The right system can streamline operations, increase efficiency, reduce errors, and provide valuable insights that help grow your business.
This guide will walk you through everything you need to know to make an informed decision when selecting a POS system for your restaurant.
2. Types of POS Systems
Cloud-Based POS Systems
Cloud-based POS systems store data on remote servers and are accessible from anywhere with an internet connection.
Pros:
- Lower upfront costs (typically subscription-based)
- Automatic updates and backups
- Remote access to data and reports
- Easy scalability for multiple locations
Cons:
- Requires reliable internet connection
- Ongoing subscription costs
- Potential data security concerns
On-Premise POS Systems
On-premise systems store data locally on your own servers and typically require a one-time license purchase.
Pros:
- Works without internet connection
- One-time purchase (no ongoing subscription)
- Complete data control
- Potentially faster performance
Cons:
- Higher upfront costs
- Manual updates and backups
- Limited remote access
- Hardware maintenance responsibility
Hybrid POS Systems
Hybrid systems combine features of both cloud and on-premise systems, offering offline functionality with cloud backup.
Pros:
- Works offline with cloud synchronization
- Data redundancy and backup
- Flexible implementation options
Cons:
- Can be more complex to set up
- May have higher costs than pure cloud systems
- Limited features in offline mode
Mobile POS Systems
Mobile POS systems run on tablets or smartphones, offering flexibility and lower hardware costs.
Pros:
- Lower hardware costs
- Space-saving design
- Mobility within your restaurant
- Easier tableside ordering and payment
Cons:
- Battery life limitations
- Smaller screen size
- May require additional peripherals
3. Key Features to Look For
Essential POS Features
- Order Management: Easy input, modification, and tracking of orders
- Payment Processing: Support for multiple payment methods (credit cards, mobile payments, etc.)
- Inventory Management: Track stock levels, auto-deduct items, low stock alerts
- Employee Management: Clock-in/out, permissions, performance tracking
- Reporting & Analytics: Sales reports, inventory analysis, labor costs
- Menu Management: Easy menu updates, modifiers, seasonal changes
- Table Management: Table mapping, status tracking, reservation integration
- Customer Management: Customer database, purchase history, loyalty programs
- Kitchen Display System: Digital ticket management for kitchen staff
- Offline Mode: Ability to function during internet outages
Advanced Features to Consider
- Online Ordering: Direct integration with your website or third-party services
- Delivery Management: Driver assignment, route optimization, status tracking
- Reservation System: Table booking and management
- Self-Service Kiosks: Customer-facing ordering stations
- QR Code Ordering: Contactless menu viewing and ordering
- Gift Card Program: Digital and physical gift card management
Download the Complete POS Buying Guide
Get the full 25-page guide with in-depth analysis, comparison charts, vendor questionnaires, and more.
Download PDF (4.2 MB)4. POS Hardware Requirements
Your POS system will require specific hardware components. The exact requirements will depend on your restaurant type and chosen POS software.
POS Terminal
The main computer/tablet that runs your POS software. Options range from iPads to specialized terminals.
Card Reader
Processes credit/debit card payments. Ensure EMV compliance and contactless payment support.
Receipt Printer
Prints customer receipts and kitchen tickets. Thermal printers are most common for reliability.
Cash Drawer
Securely stores cash. Most can be triggered to open automatically after cash transactions.
Barcode Scanner
Scans inventory items and loyalty cards. Important for retail-hybrid operations.
Kitchen Display
Digital screens that replace paper tickets in the kitchen, improving efficiency.
Ready to Compare POS Systems?
We've analyzed the top restaurant POS systems to help you find the perfect match for your business.
Get POS Tips and Guides Delivered to Your Inbox
Sign up for our newsletter to receive the latest POS guides, industry trends, and exclusive offers.
Get Our POS Buying Guide for Restaurants
Enter your email to receive our free comprehensive guide to choosing the right POS system for your restaurant.
By submitting this form, you agree to our Privacy Policy.