Top POS Systems for Restaurants: The Ultimate Guide

As a restaurant manager or owner, you know that operating a profitable enterprise requires more than just fantastic food and first-rate customer service. It also involves efficiently managing daily operations, where a reliable Point of Sale (POS) system comes into play.

A top-notch POS system can make all the difference in streamlining your restaurant’s processes, from order taking and payment processing to inventory management and customer relationship building.

But with so many POS systems available in the market, how do you choose the one that’s perfect for your restaurant? That’s where this guide comes in.

We’ve researched and compiled a comprehensive list of the top POS systems for restaurants, along with their essential features and benefits, to help you make an informed decision. 

Top POS Systems for Restaurants

It’s crucial to comprehend the many software solutions accessible when you set out to acquire the right POS system for your restaurant.

Here, we’ve listed the top restaurant POS software solutions that garnered industry praise for their features, user-friendliness, and reliability.

1. Toast POS: Toast is a highly popular and versatile POS system designed specifically for restaurants. With its robust features like tableside ordering, inventory management, and customer relationship management, Toast can cater to the unique needs of various restaurant types, from fine dining establishments to quick-service eateries.
2. Square for Restaurants: Square, a well-known name in the POS industry, offers a restaurant-specific solution called Square for Restaurants. This cloud-based POS system is user-friendly and has valuable features, such as integrated online ordering, customizable floor plans, and built-in employee management tools.
3. TouchBistro: TouchBistro is an iPad-based POS system developed with the input of experienced restaurateurs. Its intuitive interface and powerful features, such as tableside ordering, detailed sales reporting, and labor management, make it a popular choice for restaurants of all sizes.
4. Lightspeed Restaurant: Lightspeed Restaurant is a cloud-based POS system that offers a comprehensive suite of features tailored to the food service industry. With its advanced inventory management, customizable floor plans, and in-depth reporting, Lightspeed Restaurant can significantly improve the efficiency of your restaurant operations.
5. Upserve POS:  Upserve POS, formerly known as Breadcrumb, is a feature-rich POS system designed to help restaurant owners make data-driven decisions. Its extensive analytics and reporting capabilities and seamless integration with online ordering platforms make it a strong contender in the restaurant POS market.

As you explore these top restaurant POS software options, it’s essential to consider the specific needs of your business and choose a system that offers the features and scalability you require.

In the following sections, we’ll dive deeper into the various aspects of POS systems, from their essential features to hardware options and pricing structures, to help you make a well-informed decision.

Cloud-based vs. Traditional POS Systems

When selecting the right POS system for your restaurant, one of the key factors to consider is whether to opt for a cloud-based or traditional POS solution. Both have their merits and drawbacks, So let’s examine each in more detail to aid you in making the best decision for your company.

Cloud-based POS Systems

A cloud-based POS system stores all your data on remote servers, which can be accessed via the Internet. This modern approach to POS systems offers several advantages:

• Accessibility: With an internet connection, you can access your data from anywhere. This is particularly useful for restaurant owners who manage multiple locations or need to stay connected while on the go.
• Automatic updates: Since cloud-based POS systems are updated often, you can be confident you’re always using the most recent version with the most recent features.
• Scalability: Cloud-based solutions are easily scalable, allowing you to add new locations or devices with minimal hassle.
• Lower upfront costs: Most cloud-based POS systems come with a subscription-based pricing model, meaning lower upfront costs than traditional POS systems.

However, there are some potential drawbacks to consider:

• Reliance on Internet connectivity: Since cloud-based systems rely on the Internet, downtime or connectivity issues may disrupt your operations.
• Ongoing subscription fees: While the upfront costs might be lower, remember that you’ll pay subscription fees for as long as you use the service.

Traditional POS Systems

Traditional POS systems use on-site servers to store data, usually requiring a more significant upfront investment in hardware and software. Here are some benefits of traditional POS systems:

• Offline capabilities: These systems can continue functioning even when your internet connection is down, which can be crucial for uninterrupted operations.
• Customization: Traditional POS systems often provide more options for customization, allowing you to tailor the system to your specific needs.

However, there are some notable drawbacks:

• Higher upfront costs: Traditional POS systems usually require a more significant initial investment in hardware and software.
• Limited remote access: Accessing your data remotely may not be as easy or convenient as with cloud-based systems.
• Manual updates: You may need to perform updates manually, which can be time-consuming and potentially lead to compatibility issues.

Choosing a cloud-based and traditional POS system depends on your needs and priorities. If you value accessibility, scalability, and lower upfront costs, a cloud-based system might be the right choice. On the other hand, a traditional POS system can be a better alternative if you prefer a system with offline capabilities and more customization possibilities.

Essential POS Features for Efficient Restaurant Management

Now that you’ve explored the top restaurant POS software options and weighed the pros and cons of cloud-based versus traditional systems let’s dive into the key attributes a POS system must have to provide effective restaurant management. Remember that the specific features you need may vary depending on the size and type of your restaurant, but this list will provide a solid foundation.

1. Order and Table Management: Your POS system should make managing orders, split checks, and assigning orders to tables easy. Look for features such as customizable floor plans, tableside ordering, and transferring tickets between servers.
2. Inventory Management: An efficient inventory management feature can help you track stock levels, monitor ingredient usage, and generate purchase orders, ensuring you never run out of essential items.
3. Employee Management: A good restaurant POS system should include features that help you manage employee schedules, track labor hours, and monitor performance. This can save time, improve accountability, and optimize staffing.
4. Payment Processing: Your POS system should support a variety of payment options, such as credit cards, debit cards, mobile wallets, and contactless payments, to ensure a seamless and convenient experience for your customers.
5. Customer Relationship Management (CRM): CRM features can help you collect valuable customer data, manage customer profiles, and track their preferences, enabling you to deliver personalized service and tailor your marketing efforts.
6. Integrated Online Ordering and Delivery Systems: With the rise of online ordering and delivery services, your POS system must integrate seamlessly with these platforms, allowing you to manage all orders in one place.
7. Reporting and Analytics: Comprehensive reporting and analytics tools can provide valuable insights into your restaurant’s performance, such as sales trends, popular menu items, and employee performance, helping you make data-driven decisions for your business.
8. Loyalty Programs: Look for a POS system that offers built-in loyalty programs or integrates with third-party solutions, allowing you to reward repeat customers and encourage customer retention.
9. Security and Compliance: Your POS system should prioritize data security, protecting sensitive customer information and ensuring compliance with industry standards such as PCI-DSS.

As you evaluate different POS systems, use this list of essential features as a guide, and consider your restaurant’s unique needs and goals. A comprehensive and feature-rich POS system will streamline your operations and contribute to your restaurant’s overall success.

Hardware Options for Restaurant POS Systems

Choosing the right hardware for your restaurant POS system is just as crucial as selecting the right software. The hardware components should be reliable, durable, and compatible with your chosen software. Here’s a rundown of some common hardware options to consider when setting up your restaurant POS system:

1. Tablets and iPads: Tablet-based POS systems, such as TouchBistro and Square for Restaurants, offer a compact and mobile solution perfect for restaurants with limited counter space or those looking for tableside ordering capabilities. iPads are popular for their user-friendly interface and a robust ecosystem of compatible peripherals.
2. Mobile Devices: Mobile POS solutions, such as smartphones or smaller tablets, can provide even greater flexibility for order taking and payment processing, particularly in fast-paced environments or for businesses that offer outdoor seating or catering services.
3. Touchscreen Terminals: Touchscreen terminals are a more traditional option for restaurant POS systems, providing a larger and more stationary interface. These terminals are often more durable and designed to withstand the rigors of a busy restaurant environment.
4. Receipt Printers: Your restaurant POS system should be compatible with reliable and fast receipt printers. They are essential for providing customers with physical receipts and printing kitchen or bar tickets.
5. Cash Drawers: Even in an increasingly cashless world, it’s still important to have a secure cash drawer for those customers who prefer to pay with cash.
6. Barcode Scanners: While not essential for every restaurant, barcode scanners can be useful for scanning items or coupons, particularly in fast food establishments or restaurants that sell retail products.
7. Kitchen Display Systems (KDS): A KDS can help streamline communication between the front of house and the kitchen, displaying orders in real time and helping to improve order accuracy and speed.
8. Card Readers: You’ll want suitable card readers that smoothly interface with your POS system if you want to accept various payment methods, such as credit cards, debit cards, and contactless payments.

When choosing hardware for your restaurant POS system, consider your establishment’s individual demands and the software you’ve chosen. Consider longevity, convenience, and compatibility with the program you want to employ.

By investing in the right hardware components, you can create a seamless and efficient POS system that meets the unique demands of your restaurant.

POS Systems for Small Restaurants and Fast Food Establishments

Small restaurants and fast food establishments often have unique needs and constraints regarding their POS systems. Factors such as limited counter space, a fast-paced environment, and quick order processing require a tailored POS solution.

Here are some POS systems that are particularly well-suited for small restaurants and fast-food businesses:

1. Square for Restaurants: Square for Restaurants offers a user-friendly, all-in-one solution for small restaurants and fast food establishments. With its customizable floor plans, integrated online ordering, and a variety of compatible hardware options, Square can be easily adapted to suit the specific needs of your business.
2. Revel Systems: Revel Systems is a feature-rich POS solution that caters to quick-service and fast-food establishments. Its powerful order management, customizable menu options, and drive-thru capabilities make it an excellent choice for businesses that need to process orders quickly and efficiently.
3. Epos Now: Epos Now is a versatile and affordable POS system well-suited for small restaurants and cafes. With its user-friendly interface, robust inventory management, and a range of compatible hardware, Epos Now provides a reliable and cost-effective solution for smaller establishments.
4. Clover Station: Clover Station is a compact and customizable POS system that can be tailored to the specific needs of small restaurants and fast food businesses. Its range of compatible hardware options, including handheld devices and kitchen printers, allows you to create a seamless and efficient POS system.
5. Loyverse POS: Loyverse is a free, mobile POS solution that’s ideal for small restaurants and cafes on a tight budget. With its basic inventory management, sales reporting, and built-in loyalty program, Loyverse provides essential features for smaller establishments without breaking the bank.

When choosing a POS system for your small restaurant or fast food establishment, consider your business’s unique challenges and requirements.

Opt for a system that offers the flexibility and features you need while fitting within your budget. With the right POS system, you can streamline your operations and focus on providing exceptional food and service to your customers.

Integrated Online Ordering and Delivery Systems

In today’s digital age, online ordering and delivery services have become increasingly popular and essential for restaurants of all sizes.

Integrating these systems into your restaurant’s POS can help you streamline operations, manage orders efficiently, and increase revenue. Here are some benefits of integrating online ordering and delivery systems with your POS:

1. Centralized Order Management: By integrating online ordering and delivery platforms with your POS system, you can manage all orders, whether placed in-person or online, in one central location. This helps reduce errors and improve order accuracy, leading to a better customer experience.
2. Real-time Menu Updates: When your POS system is integrated with online ordering platforms, menu updates can be synchronized across all channels. This ensures customers can always access the most up-to-date menu options and prices.
3. Faster Order Processing: Integrated systems can automatically send online orders directly to the kitchen, reducing customer wait times and improving overall order processing efficiency.
4. Enhanced Customer Data: Integrating your POS system with online ordering platforms allows you to collect valuable customer data, such as contact information, order history, and preferences. This data can help you tailor your marketing efforts and improve customer retention.
5. Increased Revenue: Offering online ordering and delivery options can help you reach a broader customer base, leading to increased revenue and growth opportunities for your restaurant.

Many top restaurant POS systems, such as Toast, Square for Restaurants, and Upserve, offer built-in integration with popular online ordering and delivery platforms like Uber Eats, DoorDash, and Grubhub.

Alternatively, you can use third-party integration tools or APIs to connect your POS system with your preferred online ordering platform.

By integrating online ordering and delivery systems with your restaurant’s POS, you can create a seamless and efficient process for managing orders, resulting in increased customer satisfaction and a stronger bottom line.

Pricing Structures for Restaurant POS Systems

Understanding the pricing structure of restaurant POS systems is crucial in selecting the right solution for your business. Various pricing models are available, and it’s essential to find one that aligns with your budget and operational needs.

Here’s an overview of the common pricing structures you’ll encounter when shopping for a POS system:

1. Subscription-based Pricing: Many cloud-based POS systems offer subscription-based pricing, which typically includes a monthly or annual fee for using the software. This pricing model often provides access to software updates and customer support, and may include add-on services like payment processing or online ordering. Examples of subscription-based POS systems include Toast, Square for Restaurants, and Upserve.
2. One-time Purchase Pricing: Traditional POS systems use on-site servers and often have a one-time purchase pricing model. This means you pay upfront for the software license and hardware components. While the initial cost may be higher, no recurring subscription fees exist. However, you may need to pay separately for software updates and customer support.
3. Tiered Pricing: Some POS systems offer tiered pricing, which means you can choose a plan that includes specific features based on your needs and budget. As your business grows or your needs change, you can upgrade to a higher-tier plan with more advanced features. Tiered pricing models are common among cloud-based POS systems like TouchBistro and Lightspeed Restaurant.
4. Pay-as-you-go Pricing: A few POS systems, like Loyverse, offer pay-as-you-go pricing, which allows you to use the basic software for free and pay for additional features or services as needed. This pricing model can be an attractive option for small restaurants or those on a tight budget.
5. Custom Pricing: Some POS providers offer customized pricing based on your business needs and requirements. This may include factors such as the number of locations, devices, or users and the complexity of your operations.

When evaluating the pricing structures of various restaurant POS systems, consider the upfront costs, long-term expenses, and potential savings. Look for a system that offers the features and scalability you need while fitting within your budget.

By carefully comparing pricing models, you can find a POS system that provides the best value and return on investment for your restaurant

How to Choose the Right POS System for Your Restaurant

Selecting the best POS system for your restaurant involves considering various factors, such as your budget, the size of your establishment, and your specific business needs. Here’s a step-by-step guide to help you choose the right POS system for your restaurant:

1. Define Your Needs: List the essential features and capabilities you need from a POS system. Consider factors such as order and table management, inventory control, employee management, and customer relationship management. Also, consider any unique aspects of your restaurant, such as online ordering, delivery services, or loyalty programs, that may require specific functionality.
2. Set a Budget: Determine how much you’re willing to invest in a POS system in terms of upfront costs and ongoing expenses. This will help you narrow your options and focus on systems that fit your budget.
3. Cloud-based vs. Traditional: Decide whether a cloud-based or traditional POS system is better for your restaurant. Consider factors such as your need for remote access, scalability, offline capabilities, and your preference for upfront or subscription-based pricing.
4. Evaluate Software Options: Research various POS software options, considering their features, pricing structures, and compatibility with your preferred hardware. Be sure to read reviews and testimonials from other restaurant owners to gain insight into each system’s strengths and weaknesses.
5. Choose Hardware Components: Select the hardware components that best suit your restaurant’s needs and layout, such as tablets, mobile devices, touchscreen terminals, or a combination. Consider your chosen software’s durability, ease of use, and compatibility.
6. Assess Integration Options: Ensure the POS system you choose integrates seamlessly with essential third-party services, such as online ordering platforms, payment processors, and accounting software. This will help you create a streamlined and efficient system that meets all your needs.
7. Test and Demo: Request a demo or trial period from POS providers to get hands-on experience with the software and hardware. This will help you determine whether the system is user-friendly, meets your needs, and fits your restaurant well.
8. Evaluate Customer Support: Choose a POS system with responsive and helpful customer support, as this will be invaluable in case of technical issues or questions about the system. Look for providers that offer various support channels, such as phone, email, and live chat.

By following this guide and carefully considering your restaurant’s unique needs, budget, and preferences, you can find the right POS system to streamline your operations, improve customer experience, and drive your business’s success.

Conclusion

In conclusion, finding the top POS system for your restaurant is crucial in streamlining operations, enhancing customer experience, and driving business success.

Throughout this post, we’ve discussed various factors to consider when selecting a POS system, including software features, hardware options, pricing structures, and integration capabilities.

We’ve also highlighted POS systems tailored for different restaurant types, such as small and fast food businesses, and emphasized the importance of integrated online ordering and delivery systems.

As you evaluate your options, remember to define your specific needs, set a budget, and consider the advantages of cloud-based versus traditional systems. Don’t forget to test and demo various POS systems, assess their customer support, and ensure seamless integration with essential third-party services.

By carefully considering all these factors and the insights provided in this post, you’ll be well-equipped to choose the best POS system for your restaurant—one that meets your unique requirements and helps you thrive in today’s competitive hospitality industry.

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.  Make sure to 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.