What does restaurant management software cost for a US restaurant?
The cost of restaurant management software has three parts: the monthly subscription, the hardware on the floor and in the kitchen, and any setup or support you add. Exact figures depend on the quote, and what each quote includes should be confirmed in writing before you sign.
Short answer
- Restaurant management software is usually sold as a monthly subscription, and the exact figure is set in the written quote.
- The cost moves with the modules you use, the number of devices on the floor and in the kitchen, and any setup or training you add.
- For a US restaurant, the safest step is to compare two or three written quotes for the same list of modules.
- Tablets, kitchen displays and any register or card terminal are separate costs, to settle with your suppliers.
- Ask whether any setup, training or support fees apply, so that you compare the same total across quotes.
What you pay for (components)
The cost components of restaurant management software
| Component | Online (e.g. 4restaurants.net) | On-premises (installed locally) |
|---|---|---|
| Platform and hosting | A monthly subscription for the online application | A software licence, plus your own server and backups |
| Restaurant modules | Table reservations, a menu with recipe cards, kitchen orders and ingredient stock, in one application | Modules depend on the chosen vendor |
| Hardware | Tablets for the floor and kitchen displays, bought at your own cost, plus any register or card terminal you use separately | The same hardware, plus a dedicated server computer |
| Maintenance and backups | The vendor's responsibility, to confirm in the contract | On you or on an IT administrator |
What US rules mean for software costs
- Sales tax is set by state and locality. Ask your accountant how to treat the subscription and the hardware for tax, and how sales tax applies to your menu.
- Your register and card equipment is a separate cost. The rules it must follow depend on your state and your processor, so confirm them with your provider.
- Packaged foods must declare the nine major allergens under US labelling law. Menu disclosure for on-site dishes depends on your state and city, so budget time to check it.
Practical example
Example: a 50-seat bistro with tablets for servers and kitchen displays. For a venue like this, the application covers table reservations on a floor plan, the QR digital menu, table orders sent to the kitchen, ingredient stock and sales reports, while the hardware is listed separately in the start-up budget.
Common mistakes
- Comparing only the base subscription and ignoring the modules you need, such as stock or shift time-tracking.
- Forgetting the cost of your tablets, your displays and any register or card terminal you run separately.
- Picking the cheapest quote without checking which hardware and modules you actually need.
How 4restaurants.net helps
- A monthly subscription, with the costs itemised in the quote, for an online application.
- Table reservations, a menu with recipe cards, kitchen orders, stock and shift time-tracking in one account.
- You set up the menu and recipe cards in the application as you prepare them.