How to Buy a Small Restaurant Cash Register: A Guide for New Restaurant Owners

How to Choose a Small Restaurant Cash Register

Starting a small restaurant is an exciting endeavor, but it also involves making critical decisions about the tools you’ll use to run your business. With 95% of restaurateurs agreeing that restaurant technology enhances business efficiency and 73% of diners believing it improves their guest experience, selecting the right cash register or point of sale (POS) system becomes one of the most important decisions. Modern systems do more than process payments — they streamline operations, manage inventory, and even enhance the customer experience.

This comprehensive guide will help you navigate the process of choosing a cash register for your small restaurant. Packed with actionable insights, this is a resource you can refer back to as you evaluate and compare your options.

What is a modern small restaurant cash register?

Today’s small restaurant cash registers are no longer just payment processing tools. They’re comprehensive systems that integrate sales tracking, kitchen communication, and inventory management to keep your operations running smoothly.

Definitions and features

Point of sale (POS) technology

POS technology allows businesses to process transactions, manage inventory, and track customer data in a seamless and integrated way. Modern cash registers combine several tools in one platform:

• Payment processing: Support for cash, cards, mobile wallets, and contactless payments.

• Order management: Real-time updates to track orders and send them directly to the kitchen.

• Hardware components: Includes touchscreen monitors, receipt printers, and kitchen printers or display systems.

Small restaurant-specific capabilities

Small restaurant-specific capabilities in a POS system are designed to address the unique needs of foodservice businesses, enhancing efficiency and customer service. These features include:

• Table management: Assign and track tables, manage reservations, and split bills with ease.

• Menu customization: Quickly update your menu to reflect specials, seasonal changes, or new items.

• Inventory tracking: Link inventory levels to menu items to avoid running out of ingredients during service and receive alerts when it’s time to reorder.

These features ensure smoother operations during peak hours and reduce errors, helping you deliver a better dining experience.

Chef Wayne Carrington, founder and owner of Roc-N-Ramen, successfully fused his small restaurant’s unique interactive dining experience with advanced POS technology, allowing them to streamline operations while preserving the warm, family-oriented dining experience that guests have come to love. Carrington shared, “With Toast Mobile Order & Pay, the average check size is up 15%. That's another $120,000 per year when we're at full capacity. It's transformed our business.”

Unique requirements for small restaurants

Small restaurants have specific operational needs that differ from larger establishments or fast-food setups. A well-chosen cash register system can address these challenges and improve efficiency, accuracy, and profitability. Here’s what to consider:

Efficient sales processing

Small restaurants often deal with complex orders, including split bills, group payments, and detailed modifications. The right system will:

• Support customization: Allow for order modifications like “no onions” or “extra sauce” to be seamlessly communicated to the kitchen.

• Manage split payments: Handle situations where customers want to split bills by amount, item, or evenly among a group.

• Calculate tips and taxes automatically: Ensure accuracy and compliance with local tax regulations.

• Handle tabs or open orders: Useful for repeat customers or bar service, enabling payment at the end of their visit.

Advanced inventory management

Efficient inventory management is critical for controlling food costs and preventing waste — two essential components of profitability. Look for features like:

• Ingredient-level tracking: Deduct specific quantities from inventory with each menu item sold (e.g., reducing tomato inventory for every salad ordered).

• Low-stock alerts: Notify you when key ingredients are running low so you can reorder before running out.

• Integration with suppliers: Automate reordering to save time and ensure a consistent supply of ingredients.

• Menu performance analytics: Use data to identify high-performing dishes and those with low profitability, helping you refine your offerings.

Enhanced customer experience

Customer satisfaction is at the heart of a small restaurant’s success. A good cash register system can improve the dining experience by:

• Personalizing service: Store customer preferences, order history, and allergy information to create a more tailored experience.

• Integrating reservations: Sync with reservation platforms to optimize seating and avoid double-booking tables.

• Loyalty program integration: Offer discounts or rewards to repeat customers to encourage them to return.

Additional operational features

Small restaurants often need specialized tools to streamline operations:

• Visual table layouts: Monitor open, reserved, and occupied tables at a glance.

• Kitchen printer or display integration: Ensure that orders reach the kitchen accurately and efficiently.

• Delivery and takeout compatibility: Seamlessly process off-premises orders and integrate with third-party delivery apps like DoorDash or Uber Eats.

By meeting these unique requirements, your POS system can become a valuable ally in the daily running of your restaurant.

Mongers Market + Kitchen utilizes Toast POS to maintain menu flexibility, enabling quick adjustments based on market availability and prices. The system's user-friendly interface allows for on-the-spot changes without extensive backend work, supporting their focus on fresh, local seafood offerings. 

Key dimensions to evaluate when buying a small restaurant cash register

Selecting the right cash register involves balancing functionality, cost, and long-term scalability. Focus on these key factors:

Functionality

The system should make processing orders, managing payments, and tracking inventory easy:

• Sales transactions: Ensure the system can handle custom orders, discounts, and tip adjustments with ease.

• Inventory management: Real-time tracking should be tied directly to menu items, with automatic low-stock alerts.

• Reporting capabilities: Generate detailed reports on sales trends, menu performance, and staff productivity.

Ease of use

Your system should support, not slow down, your team:

• System interface: Choose a user-friendly touchscreen interface that fits your workflow.

• Employee support: Ensure training resources are available for staff and managers to minimize downtime.

Scalability

Plan for future growth by selecting a system that can adapt to your needs:

• Business growth: Add new terminals, locations, or integrations as your business expands.

• Easy updates: Update menus, loyalty programs, or delivery options instantly.

Integration

The system should seamlessly connect with other tools you use:

• Reservation system: Ensure the system seamlessly connects with reservation platforms to manage bookings efficiently.

• Accounting tools: Confirm the system connects with accounting software to streamline bookkeeping.

• Order management: Verify the system integrates effortlessly with delivery platforms to connect online orders with in-house operations. 

Cost

Understand the full cost of ownership:

• Hardware costs: Consider the expenses for screens, printers, and any additional peripherals.

• Software fees: Evaluate the monthly or annual subscription costs.

• Transaction fees: Understand the percentage charged for each payment processed. 

• Maintenance: Clarify the costs for technical support and software updates. 

When choosing a small restaurant cash register, it's important to balance functionality, cost, and scalability to ensure the system meets both current needs and future growth.

Unity Taqueria, a digital-first restaurant, has enhanced its delivery operations by integrating Toast's online ordering and delivery channels to streamline orders and maintain high staff wages.

Types of cash register hardware for small restaurants

Below are the different types of cash register hardware available for small restaurants to help you choose the right tools for your business needs.

Traditional cash registers

Traditional cash registers primarily handle sales transactions, providing a simple and reliable method for processing payments and recording sales. These are suitable for limited operations since they lack advanced features like inventory tracking or integration.

Point of sale (POS) terminals

Designed for full-service restaurants, POS terminals offer table management, inventory tracking, and kitchen integration, enabling businesses to process transactions, track sales, and manage customer interactions in a streamlined, efficient manner. 

Mobile handheld POS systems

Ideal for restaurants with limited space, mobile handheld POS systems allow staff to process orders and payments directly at the table, enhancing efficiency and customer service. 

Self-service kiosks

54% of millennials say a self-ordering kiosk improves the guest experience. Great for fast-casual or quick-service setups, self-service kiosks allow customers to place and pay for orders independently, streamlining the ordering process and reducing wait times. 

When considering cash register options, evaluate your restaurant's specific needs, including functionality, cost, and scalability, to choose the system that best supports your operations.

Park Burger, a Denver-based restaurant, has enhanced its operations by integrating Toast's handheld POS system, Toast Go. This technology has streamlined their ordering process, resulting in a 20% reduction in ticket times and improved overall efficiency.

Top features to look for in a small restaurant cash register

When choosing a cash register for your small restaurant, consider these top features to ensure the system meets your specific needs and supports smooth operations:

• Inventory management: Provides real-time tracking, low-stock alerts, and supplier integration.

• Table management: Displays visual table layouts and tracks table occupancy and reservations.

• Sales reporting: Delivers data on menu performance, peak hours, and profitability.

• Customer Relationship Management (CRM): Saves customer preferences, manages reservations, and tracks loyalty rewards.

• Integration with payment processors: Supports mobile wallets, contactless payments, and tipping.

• Kitchen integration: Ensures seamless order communication with printers or display systems.

• Secure transactions: Certifies compliance with PCI standards for safe customer payments.

Carefully evaluate the essential features that align with your restaurant's needs to ensure the system you choose enhances efficiency, supports growth, and simplifies operations.

Steps to choose the right small restaurant cash register

Consider your restaurant's goals and unique requirements as you follow these steps to select the ideal cash register system:

1. Evaluate your needs: Identify the specific challenges your restaurant faces, such as inventory tracking, split payments, or delivery integration.

2. Prioritize must-have features: Focus on features that directly impact your operations, like table management or kitchen integration.

3. Compare costs: Review hardware costs, software subscriptions, transaction fees, and maintenance charges.

4. Test usability: Request demos or trials to see how the system performs in real-world scenarios.

5. Research recommendations: Seek advice from other small restaurant owners and read reviews about systems they’ve used.

6. Confirm scalability and support: Choose a system that can grow with your restaurant and offers reliable customer support.

By carefully considering your restaurant's goals, operational needs, and future growth, you'll be equipped to choose a cash register system that addresses your unique challenges, streamlines processes, and supports long-term success.

Final thoughts

Your cash register is a cornerstone of your small restaurant’s success, impacting every aspect of your operations. From managing orders to tracking inventory and improving the customer experience, the right system can save time, reduce errors, and boost profitability. By focusing on your restaurant’s unique needs, prioritizing essential features, and testing options thoroughly, you’ll find a solution that supports your goals and grows with your business. Keep this guide handy as you make your decision — it’s an investment that will pay off every day.

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