The Restaurant Owner's No-BS Guide to Choosing the Right POS in 2025
Let's be real—picking a restaurant POS system isn't anyone's idea of a good time. But trust me, after washing dishes at 13, slinging drinks in my 20s, and building multiple restaurant concepts that each had their own unique tech challenges, I've learned that few decisions impact your daily operations more than this one.
The right POS isn't just about taking payments; it's about creating systems that make your life easier and your business more profitable. And the wrong one? Well, let's just say I've had more than a few 2 AM panic attacks when systems crashed during a Saturday night rush.
What's Actually at Stake Here?
Before we dive into the nitty-gritty, let's talk about what's really on the line. Your POS system will:
Process every single dollar that comes into your business
Be the tech that your staff interacts with hundreds of times daily
Hold critical data about your customers, inventory, and sales
Either solve operational headaches or create new ones
Getting this wrong means lost revenue, frustrated staff, and the kind of stress that had me walking away from Pizza Fusion after we'd grown to 50 locations. Getting it right means you can focus on the parts of the business you actually love, whether that's creating memorable guest experiences or developing that perfect cocktail program (Angela's specialty).
Know Your Restaurant's Identity First
Here's a mistake I see constantly: restaurant owners shopping for POS systems before they've really crystallized what their business is about. Let me tell you a quick story.
When we were developing Penelope, our French-meets-Southern brasserie, we knew we'd need robust wine list management and the ability to handle complex modifiers for our charcuterie program. But we also needed it to be intuitive enough that our staff could learn it quickly, since we were creating a casual but elevated experience.
Understanding these needs upfront saved us from investing in a system that would have required constant workarounds.
Before you even look at POS systems, ask yourself:
What type of service model am I running? (Counter service, full service, hybrid)
What's my average ticket size and volume?
How tech-savvy is my current or planned staff?
What are my non-negotiable operational needs?
How do I plan to grow in the next 2-3 years?
Breaking Down the Core Features
Let's get practical about what matters in a modern restaurant POS system:
1. Basic Functionality
Every decent system should handle:
Menu programming with modifiers
Payment processing
Basic reporting
Check splitting
Tip management
But these are just table stakes—the bare minimum to consider a system.
2. Hardware Considerations
When we built El Segundo, our SoCal-inspired taqueria, we needed hardware that could survive salsa spills and bartenders with wet hands. Here's what to think about:
Durability: Restaurant environments are brutal on technology. Look for water-resistant, drop-tested hardware.
Mobility: Will you need tableside ordering or payment? Mobile tablets might be essential.
Connectivity: Does the system work offline when your internet inevitably goes down during your busiest service?
Compatibility: Can you use existing hardware, or are you locked into proprietary devices?
The hardware conversation gets expensive fast. Some systems offer "free" hardware with contracts, but remember my father's advice: nothing is ever really free. Make sure you understand the total cost over a 3-year period.
3. Payment Processing
This is where restaurants often leave money on the table. Key questions to ask:
What are the processing rates? (And are they flat or tiered?)
Are there additional fees for American Express or rewards cards?
Is the processor integrated or can you shop around?
How quickly do funds hit your bank account?
When we ran Kapow, our $23M Asian-fusion concept, saving just 0.3% on payment processing meant an additional $69,000 in our pocket annually. That's not small change.
4. Inventory Management
If your food costs are creeping up (and whose aren't these days?), robust inventory management is non-negotiable. Look for:
Ingredient-level tracking
Recipe costing
Variance reporting
Integration with ordering systems
Real-time depletion
Angela's systems background really shines here—she's a wizard at creating inventory controls that balance accountability with practicality.
5. Staff Management & Scheduling
Your POS should help you:
Track labor costs in real-time
Manage clock-ins and break compliance
Schedule efficiently
Track performance metrics
This becomes especially important as you scale. When we were running multiple concepts, having centralized labor tracking saved us countless hours of administrative work.
6. Reporting & Analytics
Here's where the good systems really separate from the great ones. You need:
Sales reporting by daypart, category, and item
Labor reporting with cost percentages
Comparison reporting (year-over-year, etc.)
Custom report creation
Automated distribution (getting key reports in your inbox automatically)
Data without insights is just noise. Your POS should turn numbers into actionable information.
7. Third-Party Integrations
Modern restaurant operations require your POS to play nicely with:
Accounting software
Reservation systems
Online ordering platforms
Delivery services
Loyalty programs
Marketing tools
Closed systems that don't integrate well become operational bottlenecks as you grow.
The Leading Contenders in 2025
After two decades in this industry and working with dozens of systems, here are the platforms worth considering this year:
Toast POS
Best for: Full-service restaurants looking for an all-in-one solution Standout features: Excellent tableside service capabilities, robust reporting Pricing: Starter (free) with limited features, Standard ($69/month per location)
Toast has become the industry standard for good reason. Their Android-based hardware is reliable, their support is generally responsive, and their ecosystem of products (online ordering, loyalty, etc.) works seamlessly together. Their native integrations with third-party providers are extensive, and they don't gatekeep their API like some competitors.
We've used Toast at both Penelope and El Segundo with good results, particularly appreciating their table management features and staff training resources.
Square for Restaurants
Best for: New restaurants, cafes, and quick-service concepts Standout features: Affordable entry point, intuitive interface Pricing: Free tier available, Plus tier at $60/month
Square remains the easiest system to set up and use, making it perfect for first-time operators. Their free tier provides surprising functionality, though you'll likely outgrow it if your operation has any complexity.
The main downside is that you're locked into Square's payment processing, which isn't always the most competitive rate. But the simplicity might be worth the trade-off for smaller operations.
TouchBistro
Best for: iPad-lovers who want reliability and strong table management Standout features: Intuitive interface, flexible payment processing options Pricing: Starting around $69/month
TouchBistro runs on iPads, which many staff find intuitive. Their reporting is solid, and their table management features are excellent for traditional service models.
The downside is that the iPad ecosystem sometimes limits expansion options as you grow, and hardware costs can add up quickly if you need multiple terminals.
Lightspeed Restaurant
Best for: Operators focused on detailed inventory control Standout features: Advanced inventory management, strong analytics Pricing: Starting around $59/month
If inventory management keeps you up at night (I've been there), Lightspeed offers some of the most robust controls in the industry. Their reporting is exceptional, and they integrate well with accounting platforms.
The learning curve is steeper than some competitors, but the added control can be worth it for certain concepts.
SpotOn
Best for: Multi-location operations needing strong enterprise features Standout features: Excellent multi-location management, integrated marketing tools Pricing: Custom, but competitive with other mid-tier systems
SpotOn has emerged as a strong contender, particularly for operators managing multiple concepts or locations. Their reservation system is surprisingly good, and their marketing tools offer tangible ROI.
Avoiding Common Pitfalls
After helping dozens of restaurant clients navigate POS decisions through Craft & Counsel, here are the mistakes I see most often:
1. Focusing on upfront costs instead of total cost of ownership
That "cheap" system often becomes expensive when you factor in add-ons, processing fees, and support costs. Look at the 3-year cost, not the monthly sticker price.
2. Overlooking training resources
The best system in the world is useless if your team can't use it effectively. Evaluate the quality of training materials, support hours, and how updates are communicated.
3. Not negotiating processing rates
Almost everything is negotiable, especially as you scale. Don't accept the first offer on processing rates.
4. Forgetting about growth
The system that works for your single location might become a nightmare at three locations. Think about your 2-3 year plan.
5. Ignoring integration capabilities
Closed ecosystems that don't play well with other software will create operational friction as you grow.
Our Personal Experience: Why We Ultimately Chose Toast
When we opened Penelope, our French-Southern concept that ended up doing $4.5M from just 1,500 square feet, we knew we needed a system that could handle high volume in a small space. After evaluating several options, we landed on Toast for a few key reasons:
Their hardware was durable enough for our high-volume bar program
Their reporting gave Angela the data she needed for her systems approach
Their ecosystem of products meant we could add features as we grew
Their integration with our accounting system streamlined our monthly closing process
It wasn't perfect—their support sometimes took longer than we'd like, and certain customizations required workarounds. But three years in, we're still happy with the decision.
Making Your Final Decision
Here's our framework for making the final call:
Demo every system on your shortlist with your actual menu and operational flow
Talk to current users in similar concepts (suppliers can often make introductions)
Calculate the total cost of ownership over three years
Prioritize your non-negotiables and be willing to compromise on nice-to-haves
Consider support availability during your actual operating hours
Review the contract carefully for commitment length and exit terms
And perhaps most importantly, trust your gut. You're going to spend a lot of time with this system—make sure it feels right for your specific needs.
Final Thoughts
The right POS system won't magically fix a broken concept or replace good management. But the wrong one can absolutely hamstring even the best-run operation.
Take your time with this decision. Talk to peers. Ask hard questions. And remember that the goal isn't finding the perfect system (it doesn't exist), but rather finding the right system for your specific concept, team, and growth plans.
After all, Bassil still remembers the night our old system crashed during a wine dinner at Kapow, and he had to help us take orders with pen and paper. The look on his 7-year-old face as he tried to decipher the chef's handwriting on a makeshift ticket is something I'll never forget—and a situation I hope you can avoid with the right technology partner.
If you're struggling with this decision or want a sounding board from someone who's been there, reach out to us. After 30+ years in operations, there are few restaurant technology challenges we haven't faced, fixed, or occasionally created ourselves.
Angela and Vaughan are the founders of Craft & Counsel, a restaurant consulting firm specializing in helping independent operators navigate the operational challenges of modern hospitality. With experience spanning from dishwashing to developing multi-million dollar concepts, they now help others avoid the mistakes they've made (and learned from) over decades in the business.
