Choosing a new restaurant POS system is probably one of the biggest decisions you’ll make for your business this year. It’s not just about finding a fancy calculator to take payments; it’s about the heartbeat of your operations. If your system is slow, your service is slow. If it’s confusing, your staff gets frustrated. And if it doesn't track your stock properly? Well, there goes your profit margin.
At What EPOS, we’ve seen it all: from tiny cafes using basic tablets to massive multi-site restaurants with complex setups. We know that the sheer number of options out there, from the sumup pos for smaller setups to the heavy-duty toast pos, can be overwhelming.
In this guide, we’re going to break down the ten essential things you need to know before you sign any contracts. Whether you’re looking for the best pos system for a high-end bistro or the cheapest pos system for a pop-up, we’ve got you covered.
1. Payment Processing Needs to Be Seamless
First things first: you need to get paid. It sounds obvious, but you’d be surprised how many businesses get tripped up by restrictive payment processing. Modern customers expect variety. Whether it’s Apple Pay, Google Pay, or a standard chip-and-pin, your epos system needs to handle it all without a hitch.
Recent data shows that over 50% of diners now expect contactless options as standard. If your hardware is old and clunky, you're not just slowing down the queue; you’re annoying your customers. We often suggest looking at integrated solutions. For example, if you want something simple and mobile, our SumUp POS system review explains how their hardware is great for those who need to stay light on their feet.
2. Table and Order Management is Your Secret Weapon
Have you ever seen a server wandering around a dining room looking for "Table 4" while the food gets cold? That’s a management failure that a good restaurant pos system can fix.
You should look for a system that allows you to create a custom floor plan that matches your actual layout. It should handle flexible check-splitting (because we all know the nightmare of a group of twelve wanting to pay separately) and provide real-time updates across all terminals. If a customer at the bar orders a drink, the server on the floor should see that on their handheld device instantly.
Alt text: A digital floor plan on a restaurant POS system showing table statuses.
3. The Power of a Kitchen Display System (KDS)
Gone are the days of handwritten tickets getting lost or covered in grease. If you’re running a busy kitchen, a Kitchen Display System is a game-changer. Research suggests that restaurants using a KDS can cut order errors by up to 90%.
Digital screens are much harder to ignore than a fluttering piece of paper. They allow for color-coded prioritisation, meaning your chefs know exactly which order has been waiting the longest. When we look at the Toast EPOS for restaurants, their KDS integration is one of the standout features for high-volume hospitality venues.
4. Why Mobility Matters (Tableside Ordering)
If your staff has to run back to a central till every time they take an order, you’re losing time and money. Tableside ordering via handheld tablets or mobile POS devices is becoming the industry standard.
It speeds up service significantly because the order is sent to the kitchen before the server even leaves the table. Plus, it gives your staff more time to interact with guests and perhaps suggest that extra side of fries or a second bottle of wine. It’s these small upsells that make a huge difference to your bottom line.
5. Online Ordering and Delivery Integration
Since 2020, the way people eat has changed forever. Even if you’re primarily a dine-in spot, having a solid online ordering presence is vital. About 67% of consumers prefer ordering directly through a restaurant’s own app or website rather than third-party platforms that take a massive commission.
Your pos system should ideally integrate your website orders, Deliveroo, and UberEats into one single feed. This prevents "tablet fatigue": where you have five different devices chiming at once. If you’re already using a platform like Shopify for your merchandise or hampers, checking out our Shopify POS review might help you see how to bridge that gap.
Alt text: A restaurant staff member managing online delivery orders on a central POS screen.
6. Real-Time Inventory Management
Running out of the "special of the day" halfway through Friday night is a nightmare. A top-tier epos system will track your inventory at an ingredient level.
This means if someone orders a burger, the system automatically deducts the bun, the patty, and the cheese from your stock levels. You can set up automated alerts to tell you when you’re running low on steak or draught lager. This level of detail helps you spot "shrinkage" (the polite term for waste or theft) and ensures your food cost stay exactly where they should be.
7. Deep Reporting and Analytics
To grow your business, you need data. You shouldn't just be looking at your total sales at the end of the night. You need to know:
- Which menu items are your "stars" (high profit, high popularity)?
- Which items are "dogs" (low profit, low popularity)?
- When are your peak hours, and are you overstaffed during the lulls?
The best pos system will offer cloud-based reporting, so you can check your sales from your phone while you’re at home or at the wholesalers. It’s all about having that birds-eye view of your business health at all times.
8. Customer Relationship Management (CRM)
Getting a new customer is expensive; keeping an old one is cheap. A good retail pos system or restaurant till will include CRM features. This allows you to capture email addresses (with permission, of course) and track what people are buying.
Imagine being able to send a discount code for a free dessert to everyone who hasn't visited in thirty days. Or offering a loyalty program where the "10th coffee is free" is tracked digitally rather than on a cardboard card that everyone loses. It makes your customers feel valued and keeps your brand top-of-mind.
9. Cloud-Based Reliability and Security
The old-school way was having a massive server in the back office. If that broke, your whole restaurant stopped. Modern systems are cloud-based. This means your data is backed up automatically and the software stays updated without you having to do anything.
Even if your internet goes down, many modern systems like the Epos Now till system have an "offline mode." This allows you to keep taking orders and payments, which then sync up once the Wi-Fi is back. We’ve written extensively about why we think this is one of the most reliable options on the market: it’s definitely worth checking out our full review if you want a robust, all-rounder system.
Alt text: A sleek cloud-based POS terminal on a modern restaurant bar counter.
10. Employee Management and Staff Costs
Labour is likely your biggest expense after food. Your pos system should help you manage it. Features like staff "clock-in/clock-out" functions help you track hours accurately for payroll.
More advanced systems will actually show you your labour cost as a percentage of sales in real-time. If you see that your labour cost is hitting 50% on a slow Tuesday afternoon, you know it’s time to send someone home. It’s these small adjustments that turn a struggling restaurant into a profitable one.
Which System Should You Choose?
We know there’s a lot to take in here. If you're feeling a bit lost, we usually recommend starting with a versatile, well-supported option. In our experience, the Epos Now till system is one of the most balanced choices for UK restaurants. It’s got the power of a high-end system but is surprisingly easy to use for new staff. You can read our in-depth Epos Now review here to see if it’s the right fit for your floor plan.
If budget is your primary concern right now, it’s worth looking at the cheapest pos systems for restaurants to see where you can save a few quid without sacrificing essential features.
Final Thoughts
Upgrading your pos system is an investment in your sanity as much as your business. When the technology works, you can focus on what you actually love: the food and the guests.
Take your time, get a few demos, and make sure the system you choose can grow with you. If you’re planning on opening a second location in two years, make sure your software can handle multi-site management today.
Still have questions? Feel free to browse our other epos till system reviews or get in touch with us. We’re always happy to help a fellow business owner find the right tech for the job.
Alt text: Close up of a server using a handheld POS device to take a customer's order at a table.