Point of sale

Restaurant Management System: Overview, Key Features, Pricing and Implementation Strategies

Satheesh Kanchi
March 11, 2024
1 mins

Table of Content

Running a restaurant without a management system means dealing with inefficiencies, manual errors, and a constant struggle to meet customer expectations. Taking every order manually, tracking inventory on paper, and spending endless hours on staff shifts - more of a battle than science. 

Restaurant management systems have transformed the way restaurants operate. They offer a comprehensive solution to a myriad of operational challenges. With an RMS, you can automate daily tasks, streamline your operations, access customer data, and do much more.

This guide will highlight how RMS can drive your restaurant's success. We'll detail its key features, benefits, and the profound impact it can have on your business operations. 

What is a Restaurant Management System?

A Restaurant Management System (RMS) is a tool designed to help you oversee all aspects of your restaurant's operations. Think of it as your digital assistant that keeps everything from your kitchen to your cash register running smoothly. 

With an RMS, managing tables, tracking inventory, and processing orders become more accessible and efficient. It's like having an extra set of hands to help you maintain control over your business's daily activities.

In a nutshell, a restaurant management system streamlines your operations. You'll find it simpler to manage bookings, understand your customers' preferences, and ensure orders are accurate and timely. An RMS also plays a crucial role in analyzing sales data. It helps you identify trends, which can inform decisions about menu changes or promotional offers.

Core functionalities of an RMS

A Restaurant management system (RMS) is designed to organize and ease the oversight of your restaurant's activities. Let's explore its core functionalities.

Point of Sale (POS) Operations

Nearly 9 out of 10 restaurants leverage the power of POS data to shape key business initiatives such as discount offers, loyalty rewards, and targeted marketing efforts. A restaurant management system can elevate your POS operations to new heights. It streamlines the entire customer transaction journey. 

From the moment a customer places an order, the system kicks into gear, sending orders straight to the kitchen for a seamless, quick start to meal preparation. Payment processing is swift and versatile, easily accommodating cash, credit, and mobile payments. This immediate flow of sales data into your system updates your financials instantly and offers insights on popular dishes and peak times.

Inventory Management

Consider the challenge of managing stock levels. An RMS with robust inventory management tracks what's in stock, what's running low, and what needs ordering. No more guessing if you have enough ingredients for the week. An RMS tracks your ingredients down to the last garlic clove. 

The system updates stock levels in real time as dishes are prepared and sold. You receive alerts before running out of essential items. It ensures you can reorder supplies before it's too late. This streamlined approach prevents menu disruptions and maintains customer satisfaction. 

Employee Scheduling and Payroll

Scheduling can be a headache, but not with an RMS. You input employee availability, and the system generates an optimal schedule. It balances shifts fairly while meeting your restaurant's needs. 

It makes payroll simpler, too, as the system tracks hours worked, calculates earnings, and even processes paychecks. Your employees are happier because their schedules are fair and their pay is accurate. On the other hand, you can dedicate more time to business growth and less to paperwork.

Customer Relationship Management (CRM)

CRM is your strategy for keeping customers coming back. It personalizes the dining experience by remembering customer preferences and visits. Say a regular loves a particular dish; your CRM notes it. On the next visit, suggesting their favorite can make their day.  

You can send tailored offers to customers, considering their tastes and past dining experiences. Such personal touches deepen connections, enhance satisfaction, and encourage repeat visits. With this approach, you can excel at loyalty programs and personalized marketing. 

9 Reasons Why You Need a Restaurant Management System

Successfully rolling out an RMS demands thorough planning and implementation. Here, we explore nine compelling reasons why integrating an RMS into your business strategy is necessary.

Streamlines Operations for Peak Efficiency

A Restaurant Management System revolutionizes how your restaurant operates. By refining every aspect of your operations, from order intake to meal delivery, you drastically reduce wait times and elevate the overall dining experience. 

This process ensures that your staff collaborates more effectively, with each member understanding their specific role, whether in the kitchen or at the front desk. 

Moreover, you gain insights through real-time data to make decisions that boost efficiency and reduce costs. Your team communicates more effectively, slashes the chances of errors, and enhances customer satisfaction.  

Enhances Customer Service and Experience

A Restaurant Management System makes improving customer service and experience seamless. It customizes each visit according to customer preferences and past visits. 

Based on the data collected, you can welcome guests by name, recall their preferred dishes, and celebrate their special moments. Such personalized service transforms dining into a memorable event.

This system fosters loyalty, encourages return visits, and boosts your reputation. The result is a flourishing business with happy, loyal customers.

Provides Real-Time Data for Smart Decisions

An RMS offers real-time data that enhances your decision-making. It allows you to identify what's working for your restaurant anytime. Access to up-to-the-minute sales, inventory, and customer preference information helps you stay agile and successful. You can fine-tune your menu, align staffing with demand, and minimize waste.

For example, if you recognize a dish's popularity is soaring. You can capitalize on this trend instantly by ordering more ingredients to keep up with demand. Or, if you spot a dip in sales during certain hours, you might introduce special offers to boost business. Having the right information at the right time helps you make decisions that drive growth. 

Enhances Marketing and Manages Loyalty Programs Effectively

An RMS elevates your marketing and customer loyalty efforts. It gathers insights into customer preferences and allows for personalized marketing initiatives. This approach evaluates the impact of your promotions by highlighting what truly resonates with your customers.

For loyalty programs, it automates rewards tracking and redemption. It makes it easy for customers to engage with your business and feel valued. This approach increases repeat business and attracts new customers through personalized offers. 

Ensures Compliance and Enhances Security

Keeping your restaurant compliant and secure is key to thriving. An RMS helps you meet health, safety, and finance rules automatically. It ensures you stay on the right side of the law. It also guards confidential data and customer details with solid encryption and prevents unauthorized access.

Regular software updates include the latest security measures to offer peace of mind. This system helps you avoid costly fines and safeguards your reputation. It makes compliance and security hassle-free.

Optimizes Inventory Management

A Restaurant Management System reinforces your defense against security threats while ensuring you meet regulatory standards effortlessly. It uses advanced encryption to shield customer data and financial information, providing a secure environment for transactions. 

With compliance features, you navigate legal formalities without worry. The RMS also updates regularly by integrating the latest security protocols to combat emerging threats. This strategy boosts security and maintains compliance. It safeguards your business against both legal issues and cyber threats. 

Facilitates Financial Management and Reporting

A Restaurant Management System streamlines financial operations by facilitating financial management and reporting. It automates sales tracking, expense management, and payroll. You can easily monitor your restaurant's financial health. 

Real-time reporting offers insights into profit margins, cost control, and revenue trends. This means you can make data-driven decisions to optimize your finances. 

With an RMS, preparing for tax season or financial reviews becomes less of a headache. Your financial data is organized and accessible, with fewer errors and minimal time spent.

Improves Staff Management and Scheduling

Improving staff management and scheduling becomes seamless with a Restaurant Management System. It eliminates the guesswork and manual errors in scheduling to ensure your restaurant is always staffed optimally. 

An RMS provides a clear view of staff availability for easy shift swaps and fair distribution of hours. This system evaluates employee performance and spotlights the best employees and training needs.

It improves communication and keeps the team united. This reduces disagreements, boosts cooperation, and leads to a more effective team dedicated to superior customer service.

Seamless Integration with Other Applications

A well-integrated RMS enhances operational efficiency. It effortlessly connects with accounting, stock management, and customer relations tools. Such integration ensures smooth data transfer, eliminates manual input and reduces mistakes.

You gain a comprehensive business overview, from finances to customer insights. This connectivity aids in making informed decisions and simplifies processes. This translates to more time focusing on growth and less on administrative tasks. 

Key Features to Look for in an RMS

With many RMS available, knowing which features match your needs is vital. Choosing wisely can genuinely transform how you manage your inventory. In this section, we'll explore the essential features to look for in an RMS:

Sales and Tax Tracking

An RMS should simplify your financials. Sales and tax tracking capabilities mean you can monitor transactions and tax obligations in real time. This feature saves time during audits and keeps you compliant with local tax laws for accuracy in every sale.

Advanced Order Management Capabilities

Your RMS should handle orders with finesse, whether they come in person, online, or through a third party. Advanced order management streamlines this process by allowing modifications, special requests, and seamless integration with kitchen operations. This ensures orders are accurate and timely.

Comprehensive Inventory Management

Managing inventory well is critical to a restaurant's success. A reliable RMS offers clear insights into what's in stock, how fast items are used, and when to reorder. This comprehensive approach prevents stockouts and overordering, optimizes inventory costs, and reduces waste.

Reporting and Analytics Tools

Data plays a crucial role in making strategic decisions. Consider an RMS equipped with solid reporting and analytics. It sheds light on sales trends, favorite items, and how customers act. 

With this knowledge, you can smartly adjust your menu, set prices, and plan your marketing. For example, increasing vegetarian dish sales could lead you to add more options.

Marketing, Gift Cards, and Rewards Program Integration

Engaging with customers outside the dining experience keeps your restaurant top of mind. Look for an RMS that integrates marketing tools, gift card options, and loyalty programs. This feature helps personalize customer interactions, promote loyalty, and encourage repeat visits.

Cloud Accessibility and Mobile Support

In the current mobile era, remote access to your RMS is essential. Cloud access lets you oversee your restaurant from any location, and mobile support enables staff to handle tasks anywhere. This flexibility improves efficiency and response times and makes your operations more agile.

Each of these features helps your restaurant run smoothly. Together, they form a robust system that can handle the complexities of restaurant management. 

Pricing Guide for RMS

By understanding these aspects of RMS pricing, you can better navigate the options and choose a system that fits your budget while meeting your restaurant's needs. 

1. Initial Costs

Understanding initial costs is crucial. These can range from purchasing hardware to paying for the software license or the first installment of a subscription service. Initial costs depend on the complexity of your chosen RMS and whether you opt for cloud-based or on-premise solutions. For example, a basic RMS may cost $150 per year. 

2. Subscription Models

Monthly subscriptions are standard when it comes to providing flexibility and scalability. Prices vary based on features, with basic plans starting around $50 per month. More comprehensive plans catering to extensive operations or those needing advanced functionalities can exceed $200 per month.

3. Additional Fees

Be aware of additional fees beyond the subscription or purchase price. These can include charges for installation, training staff, and ongoing support. Some RMS providers offer these services for free, while others may charge extra.

4. Feature-Based Pricing

Costs can also vary based on the features you need. Inventory management, advanced analytics, and customer relationship management are valuable but may increase prices. Evaluate which features are essential for your restaurant to avoid overpaying for unnecessary functionalities.

5. Evaluating Cost Vs. Value

Finally, consider the RMS's value to your business. Investing in a pricier system that enhances efficiency, boosts customer satisfaction, and raises revenue might yield a greater ROI than a more affordable but limited system.

Implementation Strategies for an RMS

Implementing a Restaurant Management System requires careful planning and execution to ensure success. Here's how you can effectively implement an RMS in your restaurant:

Planning and Preparation Steps  

Begin with a detailed plan. Identify your restaurant's specific needs and how an RMS can meet them. Choose a system that aligns with your operational goals and budget. 

Prepare your infrastructure for the new system to ensure you have the necessary hardware and internet capability. This phase will lay the groundwork for a smooth transition.

Training Staff and Ensuring Adoption  

Staff training is crucial for successful implementation. Provide comprehensive training sessions to ensure everyone understands how to use the new system effectively. 

Focus on demonstrating the benefits of the RMS to encourage adoption. Ongoing support and open communication channels can help address any resistance or challenges during the transition.

Setting Up for Inventory and Menu Management  

Configuring the RMS for inventory and menu management is a crucial step. Input your current inventory details and menu items into the system. This setup should be meticulous to leverage the RMS's capabilities for tracking stock levels and simplifying menu updates. A well-organized system streamlines operations and enhances service delivery.

Testing and Going Live  

Before fully implementing the RMS, conduct thorough testing. This involves simulating real-life scenarios to check the system's response and making necessary adjustments. Testing helps identify any issues that need fixing to ensure the system operates smoothly. Once you're confident in its performance, you can go live.
POS providers like OneHubPOS provide device testing for each and every device and drop-ship them to your location with your preferred configurations. 

Monitoring and Optimizing Post-Implementation  

After going live, continuously monitor the system's performance. Collect feedback from staff and customers to identify areas for improvement. Use the RMS's reporting and analytics tools to gain insights into operational efficiency and customer satisfaction. 
Regularly updating the system and refining processes based on these insights are essential for optimizing performance and achieving long-term success.


Choosing the proper restaurant management system is a significant decision for your business. It does more than keep your restaurant running smoothly; it equips you with the insights to make strategic decisions, elevates the dining experience, and secures your spot in the competitive space.
OneHubPOS transforms your restaurant's operations into a seamless, efficient experience. Our advanced POS system manages menus, takes orders, and processes payments effortlessly. Our software supports your growth by providing real-time insights and secure payment options. Get in touch to know more!

How do I figure out how much to charge for food?

Pricing is a balancing act! You need to cover your costs (including the food cost per portion) while offering a price point that feels valuable to your customers. Consider factors like competition, target audience, and the overall dining experience you create.

What tools are available for tracking food costs?

Food cost calculators are great for initial estimates, but consider restaurant management software for ongoing success. This software tracks inventory, automates cost calculations, and generates reports to identify cost-saving opportunities.

Can I use a food cost calculator for different types of cuisine?

Absolutely! Many online food cost calculators can handle various cuisines. Look for tools that consider ingredient types, portion sizes, and even regional pricing variations.

How often should I calculate food cost percentage?

Consider your food cost percentage your restaurant's financial fitness tracker. It's the total cost of recipe ingredients divided by your total menu sales. Ideally, calculate this regularly, like weekly or bi-weekly, to monitor profitability and adjust pricing or portions as needed.

What is the standard costing model?

The standard costing model is like a recipe for consistent pricing. It uses historical data and market trends to predict ingredient costs, allowing you to budget, purchase, and maintain profit margins even when prices fluctuate.

What is food cost per portion?

Food cost per portion is the actual cost of creating a single serving of a dish. It considers all ingredients, including spices, garnishes, and even waste!  This number helps you understand your profitability and set menu prices effectively.

Satheesh Kanchi
CEO & Founder - OneHubPOS

Satheesh Kanchi is the Founder and CEO of OneHubPOS, He is the restaurateur behind several popular Indian restaurants in California and India. He started his career as a technology CEO, bringing that same level and learnings innovation and drive to the restaurant industry.

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