What’s the most annoying thing about restaurant POS software

Welcome to our deep dive into the complex world of restaurant Point of Sale (POS) systems. We’re embarking on this journey with a specific question: “What’s the most annoying thing about restaurant POS software?”

If you’re in the restaurant business, chances are you’ve grappled with this question more times than you’d like.

Whether you’re a seasoned restaurateur or a fresh face, you know that every detail counts.

Your restaurant’s success depends on many factors, including the presentation of your dishes, the ambiance of your establishment, and the technology that supports your operations. 

The restaurant POS system is the most important of all the technologies you use. It acts as the digital backbone of your operations, connecting all management aspects, from taking orders and monitoring inventory to processing payments and producing useful reports.

Picture a busy Friday night at your restaurant, with the delicious scent of food filling the air, a constant stream of orders coming in, and excited customers eagerly awaiting their meals.

Amid all this organized confusion, your POS system takes charge, keeping everything running smoothly like a conductor leading an orchestra.

In an ideal world, your POS system works like a well-oiled machine: a digital amalgamation of a waiter, cashier, manager, and accountant. It tracks your sales, keeps your menu in order, and schedules your staff.

But we don’t live in an ideal world, do we? The reality is often littered with system crashes, inflexible settings, complicated interfaces, and frustrating costs.

When your essential tool becomes a constant annoyance, it’s time to revisit the question, “What’s the most annoying thing about restaurant POS software?

In this blog post, we will be your companions in this exploration. We will delve into the most frustrating aspects of restaurant POS software, armed with insights from real users and potential solutions to these annoyances.

So, buckle up and join us as we navigate the good, the bad, and the downright exasperating world of restaurant POS systems.

The Impact of Crashing or Freezing During Service

It’s the lunchtime rush, orders fly in, and your restaurant POS system takes an unexpected break. Restaurant owners fear crashes and freezes more than anything else.

When your point-of-sale system goes down, it’s more than simply an inconvenient situation; it may cause issues across the board.

Let’s take a look at the top five impacts of a crashing or freezing POS system:

1. Lost Orders: When your POS system crashes, the immediate and most obvious impact is lost orders. Waitstaff may be unable to send orders to the kitchen, leading to long wait times and disgruntled customers. Additionally, any orders that were in the system but hadn’t been prepared yet could be lost, leading to more confusion and delays.
2. Payment Processing Hiccups: POS systems are crucial for processing payments quickly and efficiently. When they crash or freeze, it can create a backlog of customers waiting to pay, leading to increased wait times and frustrated customers. Plus, there’s the risk of lost transactions or errors in billing.
3. Slowed Service: A frozen POS system slows down your entire service. Servers can’t send orders, bartenders can’t tab out drinks, and managers can’t oversee transactions. This not only frustrates your team but also leads to poor customer experiences.
4. Inventory Mismanagement: Many POS systems are linked with inventory management, updating in real-time as orders are placed. A system crash can throw your inventory counts into disarray, making it harder to track what ingredients are needed or what dishes are still available.
5. Increased Stress and Chaos: A crashing or freezing POS system adds unnecessary stress and chaos to a high-pressure environment. It requires managers and staff to find workarounds or revert to manual methods, diverting their attention from serving customers and managing the restaurant.

So, how can you mitigate these issues? Having a reliable POS system to withstand a busy restaurant’s demands is a start.

Regular system maintenance, updates, and backups can also help prevent crashes.

And in case the worst does happen, always have a contingency plan. This could involve training staff on manual procedures or having backup systems ready.

No solution is perfect, but with proactive measures, you can lessen the impact of a POS system crash on your restaurant’s service.

Limitations and Inflexibility with Menu Changes

A dynamic menu that adjusts according to seasonality, availability of ingredients, and customer preferences can be a restaurant’s unique selling point.

However, suppose your POS system is adaptable to these frequent changes. In that case, it can turn your innovative approach into a manageable task.

Here are five ways in which inflexible POS systems can make menu changes a tedious task:

1. Time-Consuming Updates: Changing your menu can become a long and laborious if your POS system doesn’t allow quick and easy updates. You might have to input each new dish manually, adjust prices, and modify the ingredients list, which can take considerable time, especially if you have a large and diverse menu.
2. Limited Customizability: Some POS systems might not allow for easy customization of dishes. This can be a problem when customers want to modify their order, like adding or removing ingredients. It limits the customer’s freedom to choose and can make it harder for the kitchen staff to keep track of these changes.
3. Restart Requirements: Some POS systems require a complete restart for the changes to take effect. This means you can only make on-the-fly changes during service hours without disrupting your operations, making accommodating last-minute changes or specials difficult.
4. Lack of Multi-Location Consistency: Changing the menu can be even more challenging for multi-location restaurants. Suppose your POS system doesn’t support centralized menu management. In that case, you’ll need to update each design individually, increasing the risk of inconsistencies and errors across your locations.
5. Limited Promotion Management: Running promotions or discounts is a common strategy to attract customers. However, if your POS system doesn’t support easy management of these promotions, implementing them can be time-consuming and prone to errors.

To overcome these challenges, choosing a POS system that offers flexibility and ease of use is crucial.

Look for features like easy menu customization, real-time updates, and centralized management if you have multiple locations.

With the right system, menu changes can become a seamless part of your operations, allowing you to innovate and adapt to your customers’ needs.

Difficulties in Applying Discounts and Splitting Checks

When thinking about the most annoying thing about restaurant POS software, one aspect often comes up is the difficulty in applying discounts and splitting checks.

A POS system should make the checkout process smoother, but unfortunately, some systems complicate it instead.

Here are five common issues that restaurants face when dealing with discounts and bill splitting:

1. Inefficient Discount Application: In a perfect world, applying a discount to a bill should be as easy as a few taps on the screen. However, some POS systems make you go through an extensive list of items or even require you to remove items from a bill and re-add them with the discount. This slows down the checkout process and increases the chances of errors.
2. Limited Discount Customization: Every restaurant has unique promotions and discounts. Some offer happy hour prices, while others provide weekly specials or loyalty program discounts. Suppose your POS system doesn’t allow for easy customization of deals. In that case, applying these unique promotions to the bills can be a hassle.
3. Challenges in Splitting Checks: Splitting checks can be a tricky task with some POS systems. Lower-end systems require you to manually split each item onto separate bills, which can be time-consuming and prone to errors. This can be particularly frustrating during busy hours when a group of customers wants to split their checks.
4. Inability to Split Items: Sometimes, customers want to share a dish and split the cost between their separate checks. Suppose your POS system doesn’t allow for item splitting. In that case, this simple request can be complicated, slowing the checkout process and potentially leading to billing errors.
5. Lack of Integrated Tip Calculation: In some cases, when a large group splits the check, the POS system should be able to calculate tips based on the total bill or individual amounts. If your POS system has this functionality, it can make it easier for customers to calculate their suggestions and for staff to ensure they receive the correct amounts.

Overcoming these challenges requires a POS system that’s flexible and customer-friendly. Features like an easy discount application, customizable promotions, and efficient bill splitting can make the checkout process smoother and more accurate.

By choosing a system that makes these tasks easier, you can reduce the annoying aspects of your restaurant POS software and focus more on providing excellent food and service.

The Problems with Forced Modifiers

One of the challenges that often crops up when considering the most annoying thing about restaurant POS software is the issue of forced modifiers.

Forced modifiers are your staff’s options when ordering into the system. For example, when a steak is requested, the system might prompt for a cooking temperature, like rare, medium, or well done.

The POS system’s handling of this function is crucial to ensuring order accuracy and customer pleasure. Still, it also presents some potential problems.

Here are five problems commonly associated with forced modifiers:

1. Limited Options: Some POS systems may only offer a set number of modifier options, limiting your flexibility in catering to customer preferences. Suppose a client requests an item that isn’t available as a modifier, such a certain side dish. In that case, it might be challenging to meet their needs without confusing the kitchen.
2. Complicated Interface: In some cases, the interface for adding modifiers can be overly complex or not intuitive. This can slow the ordering process and lead to mistakes, particularly during busy service times when speed and accuracy are paramount.
3. Inefficient Workflows: Some POS systems may need to handle forced modifiers more efficiently. For instance, the system might require staff to go through several screens or steps to add a modifier, which can be time-consuming and frustrating.
4. Lack of Customization: Not all restaurants have the exact needs regarding modifiers. A steakhouse might need different options than a pizza place or a vegetarian cafe. Suppose a POS system doesn’t allow for easy customization of forced modifiers. In that case, it might not fit your restaurant’s operations well.
5. Poor Communication with the Kitchen: The primary purpose of forced modifiers is to ensure the kitchen staff gets clear instructions. However, suppose the POS system must communicate these modifiers to the kitchen. In that case, it can lead to incorrect orders and dissatisfied customers.

Addressing these problems requires a POS system that offers flexibility, an intuitive interface, efficient workflows, and clear communication with the kitchen.

By choosing a system that handles forced modifiers well, you can make this aspect of order taking less annoying and more productive, improving the overall efficiency of your restaurant operations.

The Drawbacks of Pre-Programmed Back-Office Software

When we delve into the question of “What’s the most annoying thing about restaurant POS software?” one factor that consistently comes up is the limitations of pre-programmed back-office software.

This typically refers to the part of the POS system that handles tasks behind the scenes, such as inventory management, employee scheduling, and report generation.

While these tools can be handy for restaurant management, they often come with frustrations, especially when pre-programmed and needing more customization options.

Here are five common drawbacks associated with pre-programmed back-office software:

1. Limited Customization: Pre-programmed software often has fixed features and reports. This can be a significant drawback if your restaurant has unique needs or preferences that don’t align with the pre-set options. For example, you can use a report combining data from several areas (like sales, labor, and inventory), but the system only offers separate accounts.
2. Complicated Interface: A steep learning curve is often involved with pre-programmed software. Because the software is designed to accommodate a wide range of businesses, the interface can be complex and challenging to navigate, making it hard for users to find and use the needed features.
3. Lack of Relevance: Not all features or reports provided in the pre-programmed software will be helpful or relevant to your specific restaurant operation. This can lead to clutter and confusion, with unnecessary options getting in the way of the tools you need.
4. Expensive Support: While some POS providers include customer support in their packages, others charge extra for this service. If you’re stuck with a pre-programmed system that’s difficult to navigate, you might need to make expensive calls to customer support to figure out how to generate the reports you need.
5. Inflexibility with Changes: Restaurants are dynamic businesses that need to adapt quickly to changes. However, pre-programmed software may not allow for rapid adjustments, making it difficult to update your system in line with changes in your operations or the broader industry.

While pre-programmed back-office software in a POS system can offer some conveniences, its limitations often cause frustration.

Finding a system that allows for greater customization and flexibility can make managing your restaurant’s back-office tasks less of a headache, reducing the annoyance factor of your restaurant POS software.

Issues with Unwanted Pre-Bundled Software

When discussing “What’s the most annoying thing about restaurant POS software?”, we must address a common issue that many restaurant owners face: unwanted pre-bundled software.

These additional programs come packaged with the POS system, often touted as added benefits.

However, they can sometimes cause more problems than they solve, leading to frustration and unexpected costs. Here are five critical issues with unwanted pre-bundled software:

1. Paying for Unused Features: One of the main annoyances of pre-bundled software is paying for features you don’t need or use. For instance, your POS system might include a time management program or recipe-costing tool that you already have separately. Despite this redundancy, you’re still footing the bill for these unwanted features.
2. Inferior Quality: These pre-bundled programs are often less effective than standalone software explicitly designed for the task. For instance, a POS system might include an essential customer relationship management (CRM) tool but may need a dedicated CRM platform’s advanced features and a user-friendly interface.
3. Complexity and Confusion: The more software programs you run, your system becomes more complicated. This can lead to confusion among staff, especially if each program has a different user interface or requires a separate login.
4. Potential Compatibility Issues: Multiple software programs bundled together can sometimes lead to compatibility issues. This can cause glitches or slow down your system, affecting your service and productivity.
5. Limited Support: Support for these bundled software programs often falls under the POS system’s general support umbrella. This means the support team may need to gain specific knowledge or expertise about the individual programs, making it more challenging to resolve issues that arise.

While pre-bundled software in a POS system might seem like a good deal on the surface, it can often lead to frustration, unnecessary expenses, and complications.

It’s one reason restaurant owners frequently ask, “What’s the most annoying thing about restaurant POS software?

When choosing a POS system, it’s crucial to assess whether the included software meets your needs or if it might become a source of annoyance.

Navigating Slow Performance and Complicated Interfaces

In the quest to answer “What’s the most annoying thing about restaurant POS software?”, we encounter two major stumbling blocks that restaurant owners frequently face: slow performance and complicated interfaces.

These challenges can drastically affect the efficiency of operations, leading to errors, frustration, and potential loss of revenue. Let’s delve into these problems and their implications:

Slow Performance

Speed is critical in the restaurant business. During peak hours, the difference between a smooth service and a chaotic one can be how quickly orders are processed and bills are settled.

Slow performance in a POS system can lead to the following:

• Long wait times: If the POS system takes a long time to load or process orders, customers wait longer than necessary, leading to dissatisfaction and potentially lost sales.
• Frustrated staff: When staff have to wait for the system to respond, it slows their service and increases their stress levels. This can affect morale and productivity in the long run.

Complicated Interfaces

The POS system is a tool used by your staff, and if it’s not user-friendly, it can create a host of problems:

• Increased errors: If the system is hard to navigate, it’s easy for staff, especially those who are not tech-savvy, to make mistakes. This could be anything from entering orders incorrectly to miscalculating the bill, which can lead to unhappy customers.
• Wasted time: A complex interface requires more time to learn and use effectively. Time spent trying to understand the system is taken away from serving customers and performing other duties.
• Training difficulties: The more complex the system, the longer it takes new employees to get up to speed. This means more time and resources spent on training, increasing your operational costs.

While restaurant POS software is designed to streamline operations, slow performance and complicated interfaces can turn it into irritation. These factors contribute significantly to the question, “What’s the most annoying thing about restaurant POS software?” However, by carefully considering these issues when choosing a POS system, you can ensure that the software aids rather than hinders your restaurant operations.

Dealing with Limited Functionality and Lack of Integration

As we continue to explore “What’s the most annoying thing about restaurant POS software?”, we encounter two more significant issues: limited functionality and lack of integration. These drawbacks can restrict a restaurant’s operations and efficiency, leading to potential losses in time, money, and customer satisfaction. Here’s how:

Limited Functionality

A POS system is not merely a cash register but an integral part of a restaurant’s operations. It should offer a comprehensive solution that caters to a restaurant’s unique needs. However, many systems need to improve, offering only essential functions like order-taking and payment processing. This can lead to several problems:

• Inadequate reporting tools: Many restaurant owners need more than basic sales reports. They require insights into inventory, labor costs, table turnover rates, etc. POS systems with limited functionality often need these critical features.
• Manual workarounds: If the POS system doesn’t provide a function the restaurant needs, staff have to find workarounds, often manual, which can be time-consuming and prone to errors.
• Restricted growth: As your restaurant grows, you may need more advanced features like online ordering, reservations, or loyalty programs. A system with limited functionality may not be able to support these needs, hindering your growth.

Lack of Integration

In today’s digital world, a restaurant uses various tools, such as accounting software, online ordering platforms, or employee scheduling apps. A sound POS system should integrate seamlessly with these tools, but sadly, many systems still need to. This lack of integration can lead to the following:

• Data discrepancies: If your POS system doesn’t sync with your accounting software or inventory system, you’ll have to enter data, leading to potential errors and discrepancies manually.
• Increased labor: Manual data entry is not only prone to mistakes, but it’s also labor-intensive. It’s time that could be better spent on improving customer service or growing the business.
• Fragmented customer experience: If your POS system doesn’t integrate with your online ordering platform or loyalty program, it can lead to a disjointed customer experience. For instance, customers may be unable to redeem loyalty points for online orders or see up-to-date menu information.

The Inflexibility and Lack of Mobility of Some POS Systems

Continuing our exploration into “What’s the most annoying thing about restaurant POS software?”, let’s dive into two more issues: some systems’ inflexibility and lack of mobility. Both problems can create significant hurdles in restaurant operations, impacting efficiency and customer satisfaction. Let’s take a closer look:

Inflexibility

A restaurant’s needs are dynamic and can change rapidly. Whether it’s adjusting to new health regulations, updating menu items, or modifying pricing structures, a restaurant POS system must be able to adapt quickly. Unfortunately, many systems are rigid and do not easily allow such changes. This inflexibility can lead to several issues:

• Inability to adapt to changes: From adding new menu items to changing pricing, the failure of a POS system to adapt swiftly can disrupt service and confuse staff.
• Limited scalability: As your restaurant grows, you may need to add more terminals or expand to multiple locations. A rigid POS system might make it challenging to scale your operations.
• Inefficiency in operations: If your POS system doesn’t allow for workflow customizations based on your operational needs, it can lead to inefficiencies and reduced productivity.

Lack of Mobility

With technological advancements, many restaurants now prefer to use tablets or smartphones for order taking and payment processing. It allows staff to move around the restaurant, leading to quicker service and better customer interaction. However, some POS systems are restricted to specific devices or operating systems, which can limit their mobility. This limitation can cause several problems:

• Local service delivery: Servers may have to move back and forth between tables and stationary POS terminals, which can slow down service and reduce efficiency .
• Limited customer engagement: With a fixed POS system, servers are less likely to interact with customers at their tables, impacting the customer experience.
• Inability to offer modern conveniences: In today’s digital era, customers appreciate the convenience of tableside ordering and payment processing. A lack of a mobile-friendly POS system can deprive customers of these modern conveniences.

Conclusion: What’s the most annoying thing about restaurant POS software?

To summarize our exploration into “What’s the most annoying thing about restaurant POS software?”, we’ve unearthed many issues. From system crashes to inflexibility with menu changes, difficulties applying discounts, pre-programmed software limitations, and more.

However, it’s crucial to note that not all POS systems are equal. Some are designed to mitigate these annoyances, offering a more seamless experience for restaurant operations.

When selecting a POS system, restaurants should consider their specific needs and challenges, prioritizing flexibility, user-friendliness, and robust functionality.

Despite the annoyances we’ve highlighted, the right POS system can be a game-changer for a restaurant, transforming operations and enhancing the dining experience. So, while the question “What’s the most annoying thing about restaurant POS software?” might have many answers, it also opens the door to finding the perfect solution.

Jeff Smith is a Restaurant Consultant with over 20 years of hospitality experience ranging from server to owner and general manager.  He focuses on Restaurant POS technology as well as restaurant marketing.  Check out our world-famous restaurant resources page for a comprehensive offering of hand-picked resources and tools to help your business.  You can also check out some of our other restaurant business articles.