7 Steps to Optimizing Use of Your Restaurant Point of Sale Software

Success in today’s restaurant industry demands the best point of sale (POS) software. POS software is the hub of your financial operations, allowing you to process payments, streamline operations, and improve customer service.

Whether you need your restaurant’s first POS system or want to upgrade to a better model with more features, recognize that not all POS systems are the same or offer the same functionality. You need to find the right one for your specific needs.

1. Understanding Point of Sale Software 

The best point of sale software for restaurants streamlines operations between front of house (FOH) and back of house (BOH). It’s the system used to enter in-house orders, process payments, and generate receipts. 

POS software also typically communicates orders to BOH staff through a kitchen display system (KDS), so they know which orders to prepare, when, and how. It tracks all sales and simplifies both accounting and employee management through time tracking tools and the ability to schedule shifts.  

For sit-down restaurants, POS restaurant software helps with table management showing where to seat new customers for optimal timing and turnover. POS software improves inventory management, providing managers and owners with key data about which menu items sell best when and what inventory needs replenishing.  

2. Core Benefits of POS Systems 

A good POS system benefits your restaurant in many ways, from improving order accuracy to providing valuable business insights through data analytics. Without a useful restaurant POS system, restaurants have to rely on manual orders. 

This antiquated approach requires wait staff or cashiers to handwrite orders, bring written orders to the kitchen, and kitchen staff to properly interpret orders—which few restaurants still engage in. Not only does this increase the chance of sending out the order incorrectly and angering customers, but it also wastes food and time. 

The best restaurant POS systems work with a KDS, so all restaurants—from full service restaurants (FSRs) to quick service restaurants (QSRs) and food trucks—communicate customer orders quickly from the moment they order to receiving their orders and paying.  

A POS system gives you valuable data about your business and overall customer trends, such as which menu items generate the most revenue, so you see what to order more of and which menu items don’t sell enough to justify their cost. 

Some restaurant POS softwares also enables businesses to offer online ordering that integrates with mobile apps and restaurant websites. This creates additional opportunities for income that otherwise would be left behind. 

3. Choosing the Right POS System 

Not all POS systems are equal, and your restaurant deserves the best fit for your growth stage and business goals! We recommend not signing up for the first one you see on organic search engine results pages (SERPs). You’ll miss out on valuable features if you choose a generic POS that also works for retail businesses. You need an option with restaurant-specific features, such as table management.  

Make sure the POS you choose is easy to use and integrates well with other software your business already uses. Set aside time, energy, and resources to train your staff on how to use it. 

Having an intuitive system that most people find easy to learn is beneficial. Your restaurant POS should support multiple payment methods so your customers should find the experience as seamless as employees do. 

Now that you’re familiar with the essentials, there are a few POS platforms we recommend to our clients. Here are six top POS systems available for restaurants: 

1. Toast POS: Toast POS is specifically built for the restaurant industry and features an easy-to-use interface, inventory tracking, kitchen display system, and strong analytics capabilities. It’s an excellent choice for full-service and casual dining restaurants, especially those with multiple locations. 
2. Square for Business: Square is an extremely affordable and easy to use restaurant POS system that integrates with other Square products and thousands of other platforms. It allows for basic inventory management and payroll and is a good fit for smaller restaurants, cafes, and fast-casual restaurants. 
3. Lightspeed: Lightspeed is a data-heavy restaurant POS system that’s ideal for multi-location chains and fine dining establishments that require a more intensive set of features. It’s customizable and has its own CRM tools available. 
4. TouchBistro: TouchBistro is an iPad-based restaurant POS system that’s both affordable and user-friendly. It’s a good solution for food trucks, small restaurants, and cafes that need a cost-effective and reliable POS. 
5. Revel Systems: Revel Systems is a robust POS system designed for enterprise-level management for franchises, larger restaurants, and other multi-location restaurant businesses. It’s more complex and customizable than others, which might be worth it for very large businesses who need it. 
6. Clover POS: Clover POS offers a wide range of flexible hardware options for restaurants and has a suite of restaurant management tools available, particularly for employee management. It has both countertop and handheld POS devices for small to medium restaurants.

4. Implementing Your POS System 

There are two primary tasks associated with implementing a new POS system in your restaurant: installation and staff training. Each POS system has its own installation process. However, before investing in one, assess your restaurant’s layout and network compatibility for your favorite POS system. You’ll need to determine how many terminals, printers, card readers, and KDSs to order. 

Some POS providers will install and set them up for you; however, some require you to take care of that. If you must connect the network and configure the POS system, you’ll need someone from your team to do it or hire a third party. 

Once your POS system is installed, staff training becomes a priority. It’s best to hold initial training outside of restaurant operating hours so servers, kitchen staff, and hosts learn without impacting service. 

5. Integrating POS with Other Systems 

Your restaurant's POS system should not operate on its own. It’s important that it integrates with other systems you already use, such as reservation systems and loyalty programs.

Check with the POS system and the other platforms to request integration guides. Your chosen POS provider should already have resources available to guide you through the integration process.  

Once you integrate your restaurant’s software tools, it’s possible to use the data collected by the POS system for strategic decisions, such as menu changes and promotional offers. This enables you to make data-driven choices that move your business forward. 

6. Optimizing the Use of Your POS System 

A well-optimized POS system improves customer experiences at your restaurant by enabling faster checkout speeds and more personalized service. With efficient order processing, your staff can focus on delivering quality interactions, while data from the system helps tailor promotions and menu recommendations based on customer preferences. 

Your POS system also enhances inventory and staff management. Many POS systems allow you to make and distribute employee schedules and double as an employee time clock, so you don’t need to rely on an outside system. Inventory management functionality tracks what you have in stock versus what you sold to know what to order. 

7. Troubleshooting Common POS Issues 

Like other types of software, sometimes you may have to troubleshoot technical issues that arise in POS systems from time to time. For issues like slow performance and freezing, restarting the system or updating to the latest version often solves the problem.  

Maintaining your restaurant POS system regularly ensures its reliability and security. This includes regular software updates to patch vulnerabilities and optimize features, as well as cleaning hardware components like printers and card readers to prevent malfunctions. Regularly backing up data and monitoring connectivity further protects your system from disruptions, allowing your restaurant to operate smoothly and provide a seamless experience for customers. 

The Next Steps 

Adopting the right restaurant POS is foundational for any restaurant. The long-term benefits include increased efficiency, better customer service, and higher profitability. Yet, it isn’t the only type of software to revolutionize hospitality businesses. 

Other digital solutions, such as loyalty programs, combined with your POS system, transform and scale your business. Book a demo with our team to see how these tools work for your business.