Restaurant Digital Ordering Systems: Costs

In brief: costs consist of three parts: hardware (tablets or QR codes on tables), software subscription fees, and potential integration with your POS system. The main recurring cost is the subscription fee.

The three cost components

A digital ordering system typically consists of three elements: hardware (tablets or printed QR codes on tables), the software/monthly platform fee, and any integration with your existing POS system. The first mistake many managers make is focusing only on the tablet price while ignoring the fact that the true recurring cost is the software subscription.

QR codes vs. physical tablets: two different cost philosophies

A system based on printed QR codes (where the customer orders from their own phone) has almost zero hardware cost—only the printing of stickers—and scales easily across many tables without extra expense. A physical tablet system, however, requires a device per table or per waiter, with purchase, maintenance, and replacement costs in case of damage, which in a restaurant with 20 tables can easily exceed 2,000-3,000€ in hardware alone.

Monthly fees: what to expect

Digital ordering platforms in Italy typically have monthly fees ranging from 20-30€ for a single location with basic features, up to 100€+ for multi-location solutions with advanced analytics, payment integration, and multi-role management (store manager, staff). Watch out for costs: some platforms charge a percentage commission on every order, which over time weighs more than a fixed monthly fee.

Compatibility with your POS: the essential question

Before choosing any system, the number one question to ask the supplier is: 'Is it compatible with my current POS system?'. Replacing a system that your staff is already comfortable with is a huge cost in terms of training and resistance to change—the best solution is almost always one that integrates rather than replaces.

The true ROI to look for

Savings aren't just about waiter time: digital orders reduce transcription errors, speed up table turnover during peak hours, and often increase average ticket size thanks to visual upselling (dish photos, suggestions). Costs should always be compared against these three effects, not just the monthly fee.

A calculation example for a typical month

For a venue with 15 tables and two shifts per day, saving even just 2-3 minutes per order (less time taking orders verbally, fewer errors to correct) easily translates into several hours of labor recovered each week—a value which, when translated into staff costs, almost always exceeds the monthly fee of a good digital ordering system.

Trial period: why you should always ask for one

Before committing to an annual subscription, check if the supplier offers a free trial period (typically 14 days). This allows you to concretely validate time savings in your specific venue, with your own staff and actual volumes, instead of relying solely on generic supplier estimates.

Frequently Asked Questions

QR or tablet?

QR costs less and uses the customer's phone; tablets are for staff use.

Do I need to change my POS?

Usually, no. Read about POS and ordering systems.

Where can I see the prices?

On our plans page.

How can I try it?

With a 14-day free trial. Visit the page for restaurants and bars.

3 steps to take today

1. List hardware and subscription costs.
2. Ask for the total annual cost.
3. Try it for one service.