Choosing a restaurant ordering system is a decision that can transform your daily operations. Between complex solutions built for large chains and tools that are too basic, finding the right balance isn't easy — especially when you're a small restaurant with a limited budget.

This guide helps you make sense of it all, with concrete criteria and questions to ask yourself before committing.

Why Switch from Paper to Digital?

If you're still taking orders on paper or a notepad, you know the problems: handwriting errors, orders lost between the dining room and kitchen, time wasted recopying, and zero visibility on your sales.

A restaurant ordering system solves these pain points in one tool. Orders go directly from the server to the kitchen display (KDS), with no middleman. The result: fewer errors, faster service, and actionable data on your sales.

But not all POS systems are created equal — what works for a 50-location chain isn't necessarily right for a neighbourhood bistro.

The 5 Essential Criteria

1. Ease of Use

This is the number one criterion. If your team takes more than a day to learn the system, it's too complicated. A good restaurant POS should be intuitive from the first use.

Ask yourself: can a new server take orders on their very first shift, without lengthy training?

2. Built-In Kitchen Display (KDS)

A kitchen display system replaces paper tickets in the kitchen. Orders appear in real time, with priorities and modifications clearly visible.

This is a key differentiator. Many restaurant POS systems offer order-taking but not kitchen display — forcing you to buy a separate system. To learn more, read our complete guide to kitchen display systems (KDS).

3. Pricing and Business Model

Restaurant POS pricing varies enormously. Some charge hundreds of dollars per month with annual commitments. Others offer more accessible plans.

What to check before committing:

Is there a free tier to get started?
Does the price include the kitchen display (KDS), or is it an add-on?
Are there long-term contracts?
Is pricing per terminal or per restaurant?

4. Hardware Compatibility

Some restaurant POS systems require specific hardware (proprietary tablets, branded printers, etc.). Others run on any tablet or smartphone.

For a small restaurant, hardware flexibility is a major advantage. Being able to use a tablet you already own significantly reduces the upfront investment. For more on this, read our article on what you really need from a restaurant cash register.

5. Features That Actually Matter

Don't be seduced by a list of 200 features you'll never use half of. For a small restaurant, what matters is:

Fast, intuitive order-taking
Real-time kitchen display
Menu management (add/edit dishes)
Order tracking (in progress, completed)
Basic sales analytics
Multi-language support if you serve an international clientele

Mistakes to Avoid

Committing to 12 or 24 months without testing. Many restaurant POS providers impose long contracts. Choose a no-commitment solution that gives you the freedom to switch if it doesn't work out.

Choosing on price alone. The cheapest option isn't always the best. A free POS system that costs you 30 minutes per service in bugs and slowdowns is more expensive than a $30/month subscription that works flawlessly. We break this down in our article on free restaurant POS systems: what to know.

Ignoring customer support. When your system crashes on a Saturday night during the rush, you need a fast response. Check support hours and available channels (chat, phone, email).

Forgetting scalability. Even if you're small today, think about tomorrow. Can the system handle multiple locations? Add new features as you grow?

How Bistromo Fits In

Bistromo was built specifically for small restaurants making the switch from paper to digital. The system includes order-taking and kitchen display (KDS) in one solution, with no special hardware required — a simple tablet is all you need.

The free plan handles up to 300 orders per month, which covers the needs of many small establishments. To go further, the Pro plan at $29/month offers unlimited orders, with no contract.

In Summary

The best restaurant POS system isn't the one with the most features — it's the one that fits naturally into your daily service, that your team adopts without friction, and that stays within your budget.

Take the time to test before committing. Most good tools offer a free trial or freemium plan that lets you judge for yourself. And if you want a broader view of the entire digital transformation journey, check out our complete guide to digitizing your restaurant.