How to Choose the Best Restaurant POS System (2025)

One of the most important aspects of running and growing a restaurant is having an efficient way to make a sale. Choosing the best restaurant POS system gives you the tools to process each transaction and manage everything that comes before, after and in between – all in one place. Regardless of whether you own a cafe, a quick-service restaurant, a full-service restaurant, a bar, multiple locations, food trucks or a ghost kitchen, streamlining your operations with a good POS will leave you more time to focus on your customers and staff, and keep your restaurant moving in the right direction.

In the face of business challenges like labour shortages or increased economic uncertainty, a good POS system can also reduce labour costs and open up ways for you to maximise your staff and your business overall.

Considering the many ways a POS system can impact your operations – not to mention the time it could take to switch – it’s important to do your research so that you can weigh up the factors that matter most to you and understand exactly what you’re paying for.

What is a restaurant POS system?

A restaurant POS system is the tech backbone of your business. It’s where orders are taken, payments are processed and sales data is tracked, all in one spot. The best POS system for restaurants goes beyond the basics – it also helps you manage your menu, integrate with online ordering, organise staff rosters, sync with your kitchen and even handle customer loyalty. These tools are designed to make your day-to-day simpler and smarter.

Restaurant POS system features

Here are a few key features you may want to look out for in a restaurant POS system:

• Menu management: Add, edit or update items and modifiers easily
• Inventory tracking: Keep tabs on stock in real time
• Staff scheduling: Manage rosters, shifts and hours
• Kitchen display system (KDS): Send orders straight to the kitchen
• Integrated payments: Accept tap, chip + PIN, or mobile wallets
• Multi-location tools: Monitor performance across venues
• Reporting and insights: Make data-led decisions
• Loyalty programs: Encourage repeat visits and reward your best customers
• Marketing tools: Send promotions via email

How to evaluate your restaurant’s POS needs

Before choosing a system, it’s worth taking stock of your own business needs. Think about the size and type of your restaurant, how complex your menu is, whether you need integrations with other tools (like delivery apps or accounting software) and how much you plan to grow. Do you need a system that can scale across multiple locations? Or are you focused on streamlining one venue for now? Knowing your needs upfront makes it easier to find the right fit.

Choosing a POS system type for your restaurant

When choosing or upgrading your POS, you’ll want tech that has all the functions you need, is easy to switch to, is reliable and can scale with your business. Here’s a rundown of the three main types of POS systems used in restaurants:

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Cloud POS

A cloud POS is a web-based POS system that allows you to process payments securely through the cloud (i.e. the internet) on any device, including tablets and smartphones. This means you can access your transaction and sales history from anywhere and manage your business however and wherever you choose.

For food trucks or restaurants with multiple locations, having centralised access to store information or the ability to perform standardised system updates for every location can eliminate the hassle of running between locations and save you plenty of time in the long run.

Mobile POS

A mobile POS is a type of cloud POS system that refers exclusively to handheld devices and devices that allow customer flexibility (think tableside ordering and payments). These POS systems make it easier to eliminate traffic jams at the counter and ultimately empower your customers to check out their way. It’s a detail that matters – 2 in 3 customers are unlikely to return to a restaurant that doesn’t offer a convenient way to pay.

With Square for Restaurants, for example, you can choose from two handheld hardware options: Square Terminal, which comes with a built-in receipt printer, or the pocket-sized Square Reader. Both work best at any restaurant, including bars, breweries and ghost kitchens.

Traditional POS

Traditional POS systems (also called legacy or on-premises POS systems) are connected to local servers on a closed network, ultimately meaning they have less flexibility in comparison to a cloud or mobile POS system. They require payments to be processed at stationary terminals and for data to be accessed at your main location.

Unlike Square, traditional POS systems also require you to pay upfront licence fees and buy new versions to update to the latest software. They typically have to be installed by a professional technician.

Cloud POS for your restaurant

If your current setup is feeling clunky, it might be time to switch to a cloud POS. Here’s why it works for so many restaurants:

• Versatility and agility: Great for traditional restaurants but also flexible for various setups like pop-ups, events, food trucks, retail shops and more
• Advanced functionality: Cloud POS can be as robust as traditional POS systems, with reporting, inventory and analytics available through built-in tools or partner integrations
• Easy integrations: Seamlessly expand into new sales channels like catering, online orders or retail without starting from scratch
• Omnichannel support: Manage everything from online reservations to in-store payments in one place
• Pricing: Typically lower upfront costs, fewer hidden fees and simpler budgeting
• Faster onboarding: Train staff more quickly and hit the ground running
• Streamlined kitchen operations: Sync your POS with your back-of-house tools using a kitchen display system and other popular apps
• Customer connection: Build loyalty programs, send email promos and access customer insights in just a few clicks
• BYO device: Use your own tablet or phone – no need to buy new hardware if you don’t want to

Comparing the best POS for restaurants

Every restaurant is different, so finding the right POS system depends on your size, setup and goals. Here’s a side-by-side look at some popular restaurant POS platforms – including key features, strengths and things to consider.

1. Square for Restaurants

Best for: All-in-one flexibility across restaurant types with easy setup

Square is a user-friendly, cloud-based POS that works well for all kinds of venues, from food trucks to full-service dining and beyond. It covers everything from orders and payments to inventory management and online sales – with no long-term contracts. You can start with a Free plan and scale up with paid tiers as your needs grow. Hardware is flexible too: bring your own iPad or choose from Square’s sleek, purpose-built devices. It also offers tools to add delivery, curbside pickup or even new locations. Other built-in features include offline mode, staff management and real-time reporting to help you run things smoothly.

Pros: Simple setup, easy to use, mobile-ready, works out of the box, no lock-in contracts, free plan available

Cons: Some advanced features require upgrading to a paid plan

Good to know: Square also offers tools for rostering, invoicing, marketing, loyalty and gift cards – all managed in one app.

2. Lightspeed Restaurant

Best for: Venues with complex menus or stock-heavy operations

Lightspeed offers detailed inventory tools and menu management features. It’s useful for restaurants that want granular control, such as those that have lots of modifiers, rotating specials, intricate prep workflows or large stock lists. The interface is cloud-based with plenty of data insights.

Pros: Detailed inventory management and analytics

Cons: Steeper learning curve, higher monthly cost

Good to know: Lightspeed is suitable for venues that also sell retail or manage multiple suppliers.

3. Abacus POS

Best for: Multi-site hospitality groups, franchises and large venues

Abacus is an Android-based POS solution designed for restaurants, cafes and hospitality groups that require centralised management, advanced reporting and franchise-specific tools. It’s widely used by chains and franchises across Australia.

Pros: Stock management, franchise features, integrations with delivery partners

Cons: Requires Abacus-specific hardware, more features than a small venue may need

Good to know: Abacus can be a practical option for restaurants looking for an Android-based solution.

4. SwiftPOS

Best for: Pubs, clubs and high-volume hospitality venues

SwiftPOS is a POS platform for hospitality venues that require deep customisation and scalability. It offers advanced table service features and real-time reporting, and supports venue sizes ranging from small cafes to stadiums. Its extensive third-party integrations make it ideal for venues with complex operational needs.

Pros: Customisable interface, scalable from small to very large venues

Cons: Steep learning curve for advanced features, more involved tech setup, smaller venues seeking quick out-of-the-box setup may prefer simpler solutions

Good to know: SwiftPOS’s hybrid cloud solution allows up to 30 days of continuous trading without internet access.

Make the switch

Sometimes, it’s clear your current POS isn’t keeping up. Maybe it’s slowing down service, making updates hard or just not built for how you work today. Does your system feel inefficient, outdated or inflexible? You’re not alone: a 2025 Square report found that 85% of restaurant leaders are looking to invest in tech to improve their business over the next year. If your current setup is holding you back, it might be time to reassess.

Understanding when to change POS providers comes down to a few signs: rising costs, slow updates, limited integration options or lack of support. If your business is growing and your current setup can’t grow with you, that’s another clue. Switching might feel like a hassle, but if you’re moving to a simple and user-friendly POS system, your team can pick it up fast and get back to doing what they do best.

I’ve had $25,000 POSes, $10,000 POSes. Square was a very easy option for us. I’ve used it in the past, it’s budget accessible. It’s the Apple of the POS. And for me, it’s also been a part of our journey to open other venues. ”

Benji Terkalas

Whether you’re on the hunt for the first POS system for your restaurant or interested in making a switch, always remember to make a decision that makes the most sense for your business, your team and your customers.

FAQs

How much does a POS system cost for a restaurant?

Costs can vary widely. Traditional POS systems can cost thousands upfront, with additional fees for software updates and maintenance. Cloud POS systems tend to have lower upfront costs and simpler pricing models.

Which POS system has no monthly fee?

Square for Restaurants offers a Free plan with essential POS features and no monthly software fee. With flexible add-ons available, you can customise your setup to suit your restaurant’s budget and needs – such as managing orders, staff or inventory – all while keeping costs transparent and straightforward.