POS Software
The system used to build the menu, enter orders, manage modifiers, calculate totals, track sales and produce reports.
Restaurant POS System Guide
Restaurant POS • Hardware • Payments • Kitchen
What Does a Restaurant POS System Actually Need?
A restaurant POS system is more than the screen where an order is entered. The complete setup can include POS software, payment devices, printers or kitchen displays, cash drawers, customer displays, networking and the connections that move an order from the customer to the kitchen and into your reports.
Use this guide whether you are opening a new restaurant, replacing an older POS system or adding another location.
Quick Answer
A restaurant POS should match the way your business takes orders, accepts payments and sends work to the kitchen. Start with your service flow first, then decide how many terminals, handhelds, payment devices, printers, displays and network connections are actually needed.
Start With the Complete System
The Restaurant POS Stack at a Glance
Not every restaurant needs every component below. The goal is to understand the pieces first, then choose the setup that fits your workflow instead of buying hardware simply because it is available.
POS Terminal
The stationary or mobile device staff use to enter orders and complete transactions.
Payment Device
The terminal or reader used for chip, contactless and other supported card-present payments.
Kitchen Output
Kitchen printers, bar printers, kitchen display screens or a combination that sends items to the correct prep area.
Receipt Printer
A front-counter or server-station printer for customer receipts when printed receipts are part of the workflow.
Cash Drawer
Used when the restaurant accepts cash and wants the drawer controlled through the POS transaction workflow.
Customer Display
A customer-facing screen can show order details, totals, payment prompts or other information depending on the POS.
Network & Internet
The wired and wireless infrastructure that keeps POS devices, printers, payment equipment and online services connected.
Think in Workflows
Follow the Order From Customer to Report
A useful way to evaluate a POS system is to follow one real order through the restaurant. Each step should be clear, fast and understandable to the staff who use it.
1. Order
2. POS
3. Payment
4. Kitchen
5. Receipt
6. Reporting
Important Distinction
A POS Terminal and a Payment Terminal Are Not the Same Thing
The POS handles the order and business workflow. The payment device handles the card interaction. They may be integrated closely, combined into one device or connected as separate pieces depending on the system. Confirm how the two communicate before choosing hardware.
Match the System to the Restaurant
Different Service Styles Need Different POS Workflows
The best setup for a table-service restaurant can be unnecessarily complicated for a small counter-service shop. Start with where orders begin, where they need to go and how customers normally pay.
Full-Service Restaurant
- Table and seat management
- Server stations or handhelds
- Kitchen and bar routing
- Tips, split checks and payment-at-table options
Quick-Service Restaurant
- Fast counter entry
- Simple modifier flow
- Customer-facing order confirmation
- High-volume kitchen routing
Pizza & Takeout
- Complex sizes, toppings and modifiers
- Phone and online orders
- Takeout or delivery workflow
- Kitchen printing by prep area
Café & Bakery
- Counter ordering
- Fast payment flow
- Labels or prep tickets when needed
- Simple customer pickup process
Food Truck
- Compact or mobile hardware
- Reliable cellular or internet connectivity
- Portable payment acceptance
- Simple kitchen handoff
Catering
- Deposits and larger transactions
- Mobile payment options
- Quotes or event-order workflow
- Customer information and follow-up
Hardware Planning
What Restaurant POS Hardware Should You Consider?
Hardware decisions should come after the workflow is mapped. One restaurant may need multiple fixed terminals and kitchen printers; another may operate efficiently with a small counter station and one payment device.
| Component | What It Does | Questions to Ask |
|---|---|---|
| Main POS Terminal | Runs the order-entry and checkout interface. | Where will it sit? Who uses it? How many people need access during peak periods? |
| Handheld POS | Lets staff enter orders or take payments away from a fixed station. | Does mobility actually improve your service flow? How will it connect throughout the restaurant? |
| Payment Terminal | Handles card-present transactions. | Is it integrated with the POS? Does it support the payment methods you expect to accept? |
| Kitchen Printer | Prints prep tickets for kitchen or bar stations. | Which items route here? Is the printer type appropriate for the environment? |
| Receipt Printer | Prints customer receipts. | Do you need printed receipts at every station or only selected locations? |
| Cash Drawer | Stores cash and can open through the POS transaction flow. | How many cash-handling locations will you operate? |
| Customer Display | Shows order, total or payment information to the customer. | What does the customer need to see during checkout? |
Capacity Planning
How Many POS Terminals Does a Restaurant Need?
There is no correct number based only on restaurant size. Think about the busiest 15–30 minutes of the day and ask how many employees may need to enter orders or accept payments at the same time.
Peak Order Volume
A setup that works at 3 PM may create a line during the lunch or dinner rush. Design for peak demand, not the quietest period.
Service Locations
Separate bar, patio, takeout, drive-through or front-counter areas can create the need for additional order-entry points.
Staff Workflow
Count how many employees need simultaneous access and whether shared stations would cause people to wait for one another.
Mobile Ordering
Handheld devices can reduce pressure on fixed stations, but only when they fit the restaurant's actual service process.
Fixed vs. Mobile
Stationary POS vs. Handheld POS
Many restaurants use both. A fixed terminal can serve as the main checkout or manager station while handhelds can reduce walking and keep servers closer to guests.
Stationary POS Works Well When…
- Orders start at a counter
- Cash handling is concentrated in one location
- Managers need a dependable central station
- Large screens make complex menus easier to navigate
Handheld POS Can Help When…
- Servers enter orders tableside
- Customers pay at the table
- Staff cover patios or large dining rooms
- Lines form because too few fixed stations are available
Kitchen Workflow
Printers, KDS and Kitchen Routing
The POS should send the right items to the right preparation area. A drink may need to go to the bar while an entrée goes to the kitchen and a dessert goes to another station.
Kitchen Printers
Impact printers are commonly used where heat, steam or grease can make thermal printing less desirable. Match paper and ribbon to the exact printer model.
Kitchen Display System
A KDS replaces or supplements printed tickets with screens that show orders, timing and order status depending on the POS platform.
Routing Rules
Configure menu items so they reach the correct station automatically. Test modifiers, special instructions and multi-station orders before opening.
Checkout & Processing
Plan Payment Processing With the POS, Not After It
Payment processing affects the checkout experience, payment hardware, settlement and support. Before committing to a POS, understand how the system handles the payment provider and what happens when there is a payment-related problem.
Confirm the Payment Workflow
- Chip and contactless payments
- Tips and signatures
- Voids and refunds
- Pre-authorizations if applicable
- End-of-day settlement
Confirm the Support Workflow
- Who supports the payment terminal?
- Who supports the POS integration?
- Who handles settlement questions?
- What happens if the terminal stops communicating?
- Where are transaction reports found?
Connectivity Matters
Your POS Is Only as Reliable as the Network Around It
Modern restaurant systems can rely on local networking, internet access or both. Plan connectivity before equipment installation so terminals, printers and payment devices are placed where they can communicate reliably.
Wired Where Practical
Stationary terminals and network printers can benefit from stable wired connections when the location and system support them.
Wi-Fi Coverage
Do not assume one access point covers the entire restaurant. Test the actual areas where handheld devices will be used.
Guest vs. Business Traffic
Plan guest Wi-Fi separately from critical business devices instead of placing every device on one unmanaged network.
Outage Plan
Ask the POS and payment providers what functions remain available during an internet outage and what staff should do until service returns.
Software Matters Too
Restaurant POS Features Worth Evaluating
Feature lists can become overwhelming. Focus on the functions your restaurant will actually use every day and the reports managers need to operate the business.
Menu & Modifier Control
Build items, sizes, options, add-ons and special instructions in a way staff can use quickly.
Employee Permissions
Control who can discount, void, refund, change settings or access sensitive reports.
Sales Reporting
Review sales, payment types, categories, employees and time periods that matter to your operation.
Online Ordering
Understand whether online orders enter the POS automatically and how they reach the kitchen.
Multi-Location Tools
If expansion is planned, check how menus, users and reporting work across multiple locations.
Integrations
Confirm the POS connects to the tools you actually need instead of assuming every integration is available.
Before You Sign
Questions to Ask a Restaurant POS Provider
System & Hardware
- What hardware is required?
- Which devices are optional?
- Can hardware be replaced individually?
- Which printers and accessories are compatible?
Payments
- Which processors or payment options are supported?
- Is the payment device integrated with the POS?
- How are refunds and settlement handled?
- Who supports payment problems?
Setup & Training
- Who builds the menu?
- Who installs the equipment?
- How is staff trained?
- What should be tested before opening?
Ongoing Costs & Support
- What is one-time vs. monthly?
- Are software or support fees separate?
- What support hours are available?
- What happens when hardware fails?
Before Installation or Opening Day
Restaurant POS Setup Checklist
A POS is not ready because the screen turns on. Run realistic transactions from beginning to end and make sure staff know the normal workflow before customers arrive.
Menu
- Items and prices are correct
- Modifiers work correctly
- Taxes and service settings are reviewed
- Unavailable items can be managed
Hardware
- Each terminal is labeled and tested
- Printers are named clearly
- Cash drawers open correctly
- Payment devices communicate with the POS
Kitchen
- Items route to the correct station
- Modifiers and notes appear correctly
- Takeout and online orders are tested
- Paper and ribbons are stocked
Staff
- Employees can sign in
- Managers know void/refund procedures
- Opening and closing procedures are understood
- Support contact information is available
Need Help Planning the Setup?
Build the POS Around the Restaurant, Not the Other Way Around
Tell RH Now what type of restaurant you operate, how customers order, your current or expected volume, and what you need for POS hardware, payment processing, internet, printers, website, menus or other business technology.
Frequently Asked Questions
Restaurant POS System FAQ
What is included in a restaurant POS system?
A complete setup can include POS software, one or more terminals, payment devices, receipt or kitchen printers, cash drawers, customer displays, kitchen displays and the network that connects them. The exact combination depends on the restaurant.
Is a payment terminal the same as a POS terminal?
No. The POS terminal handles the order and business workflow, while the payment terminal handles the customer's card interaction. Some systems combine these functions closely, but they are different jobs.
How many POS terminals should a restaurant have?
Base the number on peak order volume, service areas and how many employees need simultaneous access. A small restaurant may need one or two stations, while a larger or multi-area operation may need more.
Do restaurants still need kitchen printers?
Many do, although some use a kitchen display system or a combination of displays and printers. The right approach depends on the kitchen environment, workflow and POS platform.
Can restaurant POS systems work if the internet goes down?
Offline behavior varies by POS and payment provider. Ask exactly which functions continue during an outage, which transactions may be limited and what staff should do until connectivity returns.
Should I choose the POS or payment processor first?
Evaluate them together. The processing options, supported payment hardware and integration model can affect both cost and checkout workflow.
When should a new restaurant install the POS?
Install and configure it early enough to build the menu, test kitchen routing, connect payments and train staff before opening. Avoid making the first full system test the day customers arrive.
Restaurant Startup Technology Series
Continue Your Restaurant Technology Plan
Use the full RH Now series to move between the major technology decisions involved in opening or upgrading a restaurant.
Reviewed by RH Now • Last reviewed: October 9, 2026
POS features, payment options, integrations, offline behavior and hardware compatibility vary by provider and configuration. Confirm requirements with the vendors involved before purchasing or installing equipment.