How can I choose the right point-of-sale (POS) system for my restaurant or bakery's specific needs?

10 best ways to choose the right POS for your restaurant or bakery

1. Identify and understand your business specific needs

Every restaurant or bakery has different operational requirements, just as every dish on your menu requires specific ingredients. Consider carefully what is most important to your business. While a busy QSR in a city hotspot might require lightning-fast KOT and checkout features, a fine-dining restaurant by the sea would benefit more from table reservation and management tools. Instead of settling for a generic system, pick a point-of-sale system that fits your exact business model.

2. Check for ease of use

Attrition in the restaurant business increased to more than 60% in 2023. You need a POS system that is simple to use and intuitive because your staff changes frequently. New hires will be able to quickly become trained on a straightforward interface with a clear UI and all the necessary menus upfront, which is packed and powered by the essential features in the backend. Additionally, this enables current employees to train new hires without constant assistance from the POS provider. During peak hours, no business can afford the mistakes, delays, and frustrated staff that a complex system can cause.

3. Ensure it’s cloud-enabled

With good reason, 94% of companies worldwide are switching to the cloud. You can keep an eye on and run your company in real time from any location using any device with a cloud-enabled point of sale system. Additionally, thousands of businesses trust the industry-grade security that protects your sensitive data. Avoid being constrained by antiquated, on-premises systems.

4. Evaluate hardware needs and compatibility

The correct hardware is just as important as software in a great point-of-sale system. Verify that the devices that are most appropriate for your company are supported by your point-of-sale system. A bakery with hundreds of SKUs will benefit from a setup that uses a barcode scanner, but a QSR with a small menu might only need a basic touchscreen POS for speedy billing. Importantly, choose software that’s compatible with widely-available hardware devices. This flexibility can save you thousands when upgrading or expanding your setup later.

5. Check for integrations, such as delivery apps and online ordering

A POS's function has changed over time. In addition to billing, modern eateries and bakeries also require integration with payment gateways, loyalty programs, accounting software, CRM systems, and food delivery apps like Swiggy and Zomato. To avoid juggling multiple platforms, see if your point-of-sale system has these integrations built in. Only a few POS providers, like Gofrugal, offer all valid business integrations along with their POS.

6. Evaluate inventory and recipe management

Zero waste and consistent taste are no longer fantasy dreams for restaurateurs. Maintaining recipe consistency, tracking ingredient inventories, and flagging items that are about to expire are all made easier with a good point-of-sale system. Regardless of who is in the kitchen, recipe management guarantees that every dish is prepared to the highest standards. This lowers waste, keeps food costs in check, and maintains your brand’s reputation for quality.

7. Verify scalability

The possibility of getting the golden ticket of opening chain stores is never zero in a food business. Select a point-of-sale system that can grow with you. With centralized reporting and dashboards that allow you to keep an eye on the state of your entire company from a single screen, your point-of-sale system should be able to manage multi-location operations with ease, whether you open new stores, franchises, or central kitchens.

8. Check local presence and customer support quality

A local guide to help you run your software. Sounds comforting, right? Try choosing a brand that has a direct or authorized partner presence in your locality so you can have someone to rely on whenever you have a need for your business. Finding an ideal product with the need of zero external assistance is almost impossible in any field, so try choosing a POS company that proactively responds and works on the customer concerns and problems.

9. Go through client testimonials and success stories

Examine reviews from companies similar to yours before choosing one. To get a realistic idea of what to expect, look for trends in both positive and negative customer feedback. Additionally, case studies and success stories from comparable companies can reassure you that the system you're selecting has already been shown to be effective in your sector.

10. Understand pricing models and take a demo & trial first

There are several different POS pricing models, including subscription-based, one-time license, and hybrid models. Make sure you are aware of the entire cost up front, including hidden costs and any unstated charges for extra features, upgrades, or support. To see the system in operation, always ask for a live demo. Even better, choose a free trial so you can try it out for yourself before deciding. A transparent, no-surprises pricing model and a risk-free trial can save you from expensive mistakes later.