What to look for in a restaurant POS system?

Your cash register system is the beating heart of your restaurant. It allows you to accept payments, sure, but it also keeps track of your sales and makes your accounting easier.

But there’s more: the tech revolution has turned the world of cash registers on its head. New and improved cash registers have an unprecedented range of features. Your Point Of Sale (POS) system can have a strong impact on the performances of your establishment.

How? By allowing your teams to manage tables, orders and checks more efficiently. But 2.0 POS systems can also make the lives of your diners easier, thus helping you build guest satisfaction and loyalty.

If you know all of this, you’re understandably eager to acquire a new and improved POS system. But how do you choose the right one?

You might find it hard to figure out the difference between all the software developers out there. Do you really need all the fancy features they’re offering you? sunday is here to help you ask yourself the right questions… And find the POS system that’ll boost your sales. Ka-ching!

What's a cash register software program?

First things first: it’s essential to understand what you are buying in order to make an informed choice. But all the technical terms and acronyms may make it hard for you: POS, Point of Sale System, cash register software…  What’s the difference between all of this? It’s actually easier than it seems.

A Point Of Sale system is the computer system in charge of making and recording all your transactions. It is composed of hardware (a computer, a credit card reader, a ticket printer, a cash drawer…) and cash register software.

The cash register software is the “brain” of your POS system: it is the software that makes the rest of the machine work.

You can buy the software independently of the hardware (you will have to use your own computer equipment, a PC or tablet for example), or you can buy a terminal with a pre-installed software.

Anything else you should know before comparing cash register software providers? Yes!

3 things every restaurant owner should know about cash register softwares

Your restaurant is not a mall

Try Googling “cash register software” and you’re in for a pleasant surprise: you have a seemingly infinite number of options (most of them are free!) Does it mean you should download the first software program you find on the Internet? Not so fast!

We really advise you to choose a POS system specifically designed for restaurants. You wouldn’t run your restaurant like a flowershop, a bookstore or a mall: your dinerss don’t take the product they need directly from the shelves before standing in line at the cash register.

You don’t scan the barcodes of every item you sell… But you do need to take orders at tableside and be able to split the bill between several guests.

A restaurant cash register software program will be able to adapt to the specific needs of your establishment and will offer you features that will make your life easier (floor plan management for example).

The difference between on-premise and cloud-based software

The first generation of cash register software was installed on terminals. You bought the hardware and the “brain” (the software) was included and ready to go.

This had certain advantages in terms of security and made it possible for restaurant owners to work without the internet : all their data was stored on their hardware (no WiFi? No problem!) The advent of cloud services has turned things around.

Newer software was made available on the web: they run without you needing to install anything locally (just like Netflix can run on your computer without you having to install the app). Many restaurant owners have opted for a cloud-based cash register software.

They have the benefit of being more mobile and allowing you to access your POS data even when you’re not physically at the restaurant. The main drawback? They only work if you’re connected to the internet!

This is where hybrid solutions come in: with them, you can get the best of both worlds. But it’s still important to understand the difference between cloud and non-cloud software to better navigate the POS landscape

PCI DSS compliance

POS systems are not just about innovative features that can make you run your business faster and more efficiently.

They can also help you stay PCI compliant. Following the PCI DSS (Payments Card Industry Data Security Standards) can help you protect your diners and yourself and avoid fraud. Depending on the size of your business, your level of required PCI compliance can differ.

The questions you should ask yourself

1 – Do I need a mobile POS?

The cloud “revolution” has made POS software mobile! This means that your waiters, if they are well equipped, will no longer have to go back and forth between the dining room, the kitchen and the bar.

They can transmit orders to the kitchen staff in just a few clicks. More mobility means you can also access your cash register data from any computer, even if you are not in your restaurant.

This can be more or less important depending on the type of establishment you run: Do you own a restaurant franchise? A bistro with small capacity? Or a large venue spanning over several floors?

2 – What hardware do I plan to use?

Any software program is not right for any piece of hardware. Some require a special kind of terminal to run. This means that you have to buy specific pieces of hardware and learn how to use them.

Other software can run on all types of equipment, especially if they are cloud-based. If your waiters are already used to certain devices, such as iPads or iPhones, make sure your software runs on iOS. The same goes if they prefer Android!

3 – Is the software easy to use?

UX (or User Experience) is a field of design entirely dedicated to making the use of software or platforms simple and intuitive.

It is important that you pick a software with good UX: this is what will make your staff comfortable enough to handle the software on a daily basis and take advantage of all its features.

Depending on the IT skills of your team, and on the number of people who will use the software every day, you may need to choose a simple software that does not require a lot of training.

It also depends on your turnover: if you regularly hire temporary workers (during the high season for example), it is essential that they can get used to the software in one day.

4 – What features do I really need?

In this article, we go through all the features that you can find in a good POS system. Some of them are quite impressive: you can handle your bookings and your floor plan on your POS.

These features can make your life way easier… especially if you accommodate a high volume of diners every night. On the other hand, they might be completely useless if you run a small bistro that does not accept reservations.

Similarly, a food truck owner will not need to manage a floor plan… Knowing the features you absolutely need can help you choose a POS that offers them, but also avoid spending money on unnecessary options.

5 – What’s the price structure ?

Now that you have sorted out the essential features you need, you can turn to the question of price. Software editors range from free to premium. Prices can vary greatly, but do not make rash comparisons: some editors offer a one-time purchase with a preset price.

Others work on a subscription basis and require you to pay a monthly fee for a certain period of time (a bit like a mobile operator). This monthly payment may or may not include all the features you will need. Before you compare prices, consider the payment structure!

6 – Will I be able to accept any payment method ?

The restaurant industry is undergoing another revolution: the payment revolution. Cash, credit cards and checks are now old school.

Newer, faster, payment methods are changing the experience of eating out. Guests can now pay with their phone (through Apple Pay for instance) or by QR code (that’s our specialty here at sunday).

The best POS systems are able to integrate these innovative methods. So don’t forget to ask your software editor about integration.