The Essential Computer Systems You Need to Run Your Restaurant or Bar

In today’s world, suitable computer systems and software are crucial for running a successful restaurant or bar business. With customers expecting fast, seamless service and behind-the-scenes operations requiring complex coordination, the right tech stack is essential.

This comprehensive guide leaves no stone unturned, covering the critical computer systems and software programs you need to operate efficiently. From point-of-sale (POS) systems to inventory management, security surveillance, online ordering integrations, and disaster recovery protocols, we’ve outlined everything you need to know to choose the best solutions for your establishment. With this information, you can feel fully informed and prepared to make the right decisions for your business.

POS Systems

The POS or point-of-sale system is the heart of your restaurant or bar’s operations. This is the interface where staff input orders, process payments, and manage transactions. Choosing the right POS is crucial. Look for systems that:

• Are user-friendly and easy to train staff on
• It can integrate with other software like accounting, inventory, etc.
• Provide detailed sales and inventory reporting
• Have robust security features to prevent fraud
• Can accommodate remote management and updates
• Have 24/7 customer service support

Popular POS systems like Toast, Square, Clover, and Revel offer great options for bars and restaurants. Get demos, read reviews, and understand how the POS will accommodate your unique business needs.

Inventory Management

A great POS system requires inventory management software to track supply levels, monitor costs, and optimise ordering. Look for systems that:

• Integrate with your POS for real-time inventory tracking
• Provide recipe/menu costing to calculate profit margins
• Offer purchase order creation and vendor management
• Provide stock monitoring and alerts for low inventory
• Generate insightful inventory reports and analytics

Some top options are Toast Back Office, Square for Retail, Orderly, and Upserve Inventory.

Accounting Software

Robust accounting software is critical for financial management. Look for systems that:

• Integrate with your POS system for automatic revenue/sales tracking
• Automate accounts payable/receivable
• Provide detailed reporting on sales, profits, inventory costs, labour, etc.
• Offer budgeting and forecasting tools
• Provide invoice creation, billing, and payment processing

QuickBooks Online and Xero are popular choices for bars and restaurants.

Security Camera Surveillance

Security camera systems help monitor operations, improve safety, and prevent theft. Key features to look for include:

• Remote accessibility via mobile apps
• Motion-sensor alerts
• High-resolution recording quality
• Low-light and night recording capabilities
• Wide viewing angles to cover critical areas
• Simple installation and management

Top brands like Arlo, Nest, and Ring offer cost-effective, feature-rich options suitable for small bars and restaurants.

Online Ordering Integrations

In today’s mobile world, integrating with online ordering platforms is essential for reaching new customers. Popular options like Uber Eats, DoorDash, Postmates, and Grubhub help expand your delivery radius. Consider costs, delivery logistics, and how the platforms integrate with your POS.

Labor Management Software

Optimising your staffing and controlling labour costs is more accessible with labour management software. Look for systems that:

• Integrate with your POS system for automatic labor tracking
• Provide scheduling tools to manage shifts and time off
• Have demand forecasting capabilities to predict staffing needs
• Offer payroll integrations
• Provide robust reporting on labour hours, costs, and more

HotSchedules, Deputy, and 7shifts are leading options.

The Right Hardware

The critical hardware elements are POS systems, printers, barcode scanners, tablets, and computers. Make sure to:

• Choose hardware that seamlessly integrates with your software
• Have backup terminals and printers in case of failures
• Maintain spare parts like tablets, printer cartridges, etc.
• Label and organise spare hardware and parts for easy access
• Keep hardware up to date and replace ageing equipment

Disaster Recovery Protocols

No matter how robust your systems are, problems can always arise. Make sure to:

• Document all your systems, logins, and support resources
• Outline step-by-step procedures for recovering from system failures
• Keep spare hardware on hand to swap failed units
• Train staff on basic troubleshooting and recovery processes
• Have backup “old school” processes in place (e.g. paper orders and credit card imprints)

Staying Proactive

Once you’ve implemented your systems, it’s important to stay proactive. Be sure to:

• Train staff extensively on using all systems properly
• Schedule refresher training sessions
• Monitor systems for performance and scaling needs
• Keep software up-to-date and compliant
• Replace aging hardware before failures occur

It’s important to note that while these systems can greatly improve your operations, they also come with a cost. Consider the initial setup costs, ongoing maintenance fees, and potential training expenses when budgeting for these systems. By making wise technology choices and implementing robust processes, you can streamline operations, delight customers, and position your business for success.

FAQs

Q: What are the most essential features to look for in a POS system?

A: The most critical POS features include integration with other software, detailed reporting, security protections, mobile management capabilities, customer support availability, and ease of use. Make sure to choose a system robust enough for your unique business needs.

Q: Do I need a separate inventory management system, or will my POS handle it?

A: While some POS systems offer built-in inventory management, having a dedicated system is often beneficial. Standalone inventory software provides greater insight into supply levels, costs, and other critical metrics. Integrations allow inventory data to flow between the POS and inventory system.

Q: How much security camera coverage do I need?

A: As a general rule, you should have security cameras covering critical areas like entrances, exits, kitchens, dining areas, bars, POS terminals, inventory storage, and cash/safe areas. Aim for overlapping views and no major blind spots. Eight to twelve cameras can usually cover a small—to medium-sized restaurant or bar.

Q: Should I choose free online ordering platforms or pay for my branded platform?

A: Free third-party platforms like UberEats and DoorDash increase exposure but charge commissions and fees. Your branded platform allows you to control the customer experience but requires upfront development and marketing costs. Evaluate your delivery volume, budget, and growth plans when deciding what makes economic sense.

Q: What happens if my systems go down? How can I prepare for that?

System failures will inevitably happen – power outages, internet connectivity issues, software glitches, etc. In these situations, having backup ‘old school’ processes like paper orders, imprint credit card processing, and offline menu/pricing references can keep your operations running smoothly. Document procedures for recovery scenarios and train staff on basic troubleshooting.

Conclusion

Running a successful modern restaurant or bar means leveraging technology to enhance customer experiences while controlling costs and streamlining operations. With robust POS systems, inventory management, security surveillance, online ordering, labour management, and disaster recovery protocols, you can efficiently manage the heart of your business. Remember to invest in solutions designed specifically for your industry, continuously train staff, stay on top of upgrades, and have contingency plans in place. Your establishment is positioned for prosperity with suitable computer systems and software infrastructure guiding it.