How much does restaurant management software cost in the UK?
Restaurant management software has three main costs: the subscription, the equipment and the time spent setting it up. Compare written quotes for the same features.
Short answer
- It is usually paid through a monthly subscription; the exact figure is in the quote.
- The cost depends on the features you use and the devices your floor and kitchen need.
- Compare two or three written quotes for the same features.
- Devices for the floor and kitchen are a separate cost, priced on their own.
- Ask how the subscription is billed and what it includes, and get the answer in writing.
What you pay for (components)
The cost components of restaurant management software
| Component | Online (e.g. 4restaurants.net) | Installed on your own server |
|---|---|---|
| Platform and hosting | A monthly subscription | A licence, plus your own server and backups |
| Restaurant modules | Reservations, recipe cards, table orders and stock in one application | Depends on the supplier |
| Hardware | Devices for the floor and kitchen, at your own cost | The same devices, plus a server |
| Set-up time | Your team builds the floor plan and menu | Often longer, with an installer on site |
| Maintenance and backups | The supplier's responsibility, to confirm in writing | On you or an IT support provider |
What UK rules mean for the budget
- If you are VAT-registered, keep subscription and equipment invoices digitally under Making Tax Digital for VAT.
- Your recipe cards hold the allergen data guests must be given, so budget staff time to keep it accurate.
- Training time during working hours counts towards the National Minimum Wage.
A practical example
Example: a 50-cover bistro with devices for waiters and kitchen equipment. The software covers bookings, the QR menu, kitchen orders, stock and reports.
First-year cost: twelve monthly subscriptions, plus the one-off equipment and set-up costs. Compare that total with your turnover to see whether it suits you.
Common mistakes
- Comparing only the base subscription and ignoring the modules you need, such as stock or shift clock-in.
- Forgetting the cost of devices for the floor and kitchen.
- Paying for an installation your venue does not need.
- Choosing the cheapest offer without checking which features you need.
How 4restaurants.net helps
- A monthly subscription, with costs itemised in the quote, for one online application.
- Bookings, recipe cards, table orders, stock and shift clock-in in one account.
- You set up the menu and recipe cards in the application as you prepare them.