A Guide to POS Systems for Hospitality

Point of Sale (POS) systems, the combination of software and hardware used to process transactions, are critical to the hospitality industry. The days of cash being king are over. Hotels, restaurants and other branches of this expansive industry are almost uniquely reliant on them as part of their very business model, so it’s critical to choose the right system to improve your business operations, customer service and, ultimately, profitability.

What is a Hospitality POS System?

Hospitality POS systems are tailor-made for the needs of the industry. Indeed, such is the sheer size of the hospitality industry, and there are multiple options in the sector, including hotels, restaurants, coffee shops, brick-and-mortar retailers, and many more. 

Restaurant POS systems, for example, are focused on mobility and ease of payments, using tablet technology to ensure the swift and seamless processing of payments. Those used in hotels don’t need to be as mobile, but they need to be dependable and robust, because they can often deal with large amounts of money. 

The key features of hospitality POS systems are that they should be secure, reliable and fast. The general public expects seamless transactions, and at the same time, the banks and clearing houses demand security screening and fraud prevention, while it is in the best interests of everybody that they are as secure as they can be while offering this seamlessness. It’s a delicate balancing act. 

Types of POS Systems for Hospitality

Traditional POS

The vast majority of hospitality businesses still use what are known as ‘traditional’ POS systems to some extent or other. These come with considerable advantages. They are an extremely mature technology and are therefore very reliable and secure. But they do require you to keep everything on your premises–often including a server–and they’re not as agile as they could be, while they also come with maintenance costs. 

Cloud-based POS

Many cloud-based POS systems have entered the market in recent years, increasingly tilting towards more specific parts of the hospitality industry. They are focused on mobility and accessibility in a fast-paced industry. Reliability is important. Hospitality businesses cannot afford to have customers waiting or, worse, being unable to make payments. 

Mobile POS

Mobile POS systems are at the extreme end of the mobility scale. Handheld devices or even apps on mobile phones offer the most flexible POS solutions. Security might not be as locked down as on others out of necessity, but mobile POS systems are best suited to businesses that accept smaller payments. 

Tablet POS

Tablet POS systems for customer-facing hospitality environments are designed to hit a sweet spot of usability, portability (if required) and flexibility.

Integrated POS

An integrated POS connects your business’s payment processing hardware (such as a credit card reader) to its software (card processing software, inventory tracking, etc). This integration allows your payment system to become more efficient and connected, while managing your stock-checking for you. 

Hotel POS Systems

Hotel POS systems offer security and robustness but feature industry-specific features such as check-in/check-out functionality, billing, and room service management.

Restaurant POS Systems

Restaurant POS systems are designed to meet the challenges of this industry. Entire menus can be stored on them, while table management and tracking can also be carried out, as well as order management and even customer loyalty programmes. They offer an all-in-one solution which goes beyond payment processing alone. 

Key Features to Look for in Hospitality POS Systems

A well-designed hospitality management system enhances both efficiency and guest experience. Here’s how each feature benefits the industry:

User-friendly interface for staff and management

Staff shouldn’t require a computer science degree to work with your POS system. A good system simplifies daily tasks, reducing the time needed for training and errors, ensuring smooth operations for both customer-facing employees and managers.

Integration with other hospitality systems

Streamlining your POS system to work with other systems could save your business a lot of money. Look for a system that seamlessly connects booking, accounting, and point-of-sale platforms, which could minimise manual data entry and improve workflow efficiency.

Reporting and analytics for better decision-making

We live in the information age, and many POS systems can provide highly detailed insights into such granular matters as occupancy rates, revenue trends, or broader views such as overall operational efficiency. These can benefit your business by allowing for informed strategic planning and better cost control.

Customer relationship management (CRM) features 

Repeat customers can be the backbone of a business, and CRM systems can personalise guest experiences, track preferences, and manage loyalty programmes, which should help with both your customer satisfaction and retention levels.

Inventory management and stock control 

Retail businesses should look for POS systems which allow them to take advantage of much more than payment processing. By linking a POS to your stockroom, you can make sure that you have everything you need in stock at any given time, ensuring efficient supply management and reductions in waste while preventing shortages and optimising procurement to enhance cost-effectiveness. 

How to Choose the Best POS System for Your Hospitality Business

Assessing business size and specific needs 

A hospitality POS system must align with your business size and type. Hotels, restaurants, and bars have distinct operational needs, from room management to menu optimisation.

Scalability and flexibility

Scalability and flexibility ensure the system can grow with demand, adapting to seasonal changes or business expansion.

Cost vs functionality

Getting the balance right between cost and functionality is crucial when choosing a POS system. Find one that meets your operational requirements without unnecessary expenses and which can maximise your business's efficiency.

Customer support and efficiency

Your systems need to be easy to use, and they need to be reliable. Customer support and training guarantee smooth implementation, minimising downtime and ensuring staff can use the system effectively without causing disruptive delays. 

Benefits of Using POS Systems in the Hospitality Industry

Optimising hospitality POS systems relies on efficiency, customer satisfaction, and smart resource management. If you can get that balance right, you can reap considerable rewards.

Streamlined operations and time-saving features 

Taking advantage of software that goes beyond mere payment processing, such as automating reservations, order processing, and staff scheduling, reduces manual workloads, which can lead to improvements in your overall productivity and service speed.

Enhanced customer experience through faster service and accurate billing

Digital ordering and automated billing eliminate errors, ensuring seamless transactions and minimising delays, leading to higher guest satisfaction. Even parts of your accountancy could be automated if you get the right POS system. 

Improved inventory management and reduced waste

Real-time tracking of stock levels helps prevent shortages and over-purchasing, cutting costs and supporting sustainability efforts. Again, it’s also possible to automate some areas of stock replenishment. 

Data-driven decision-making through real-time reporting and analytics

Insights into operational performance can empower you to make informed strategic adjustments for greater profitability.

Best POS Systems for Hospitality in the UK

There are many different POS systems available, including those which are tailored for use within the hospitality industry. Here’s a selection of some of the best, with their features and pricing details. (All dollar prices are US dollar prices.)

Clover

• Features: Customisable POS, cloud syncing, employee management, analytics.

• Pricing: Various plans are available; hardware costs depend on the provider. Card transaction fees start at 1.49%.

Square

• Features: Free POS software, inventory tracking, online store integration.

• Pricing: No monthly fees; in-person transaction fees start at 1.75%.

Lightspeed Restaurants

• Features: Advanced inventory management, real-time reporting, loyalty programmes.

• Pricing: Monthly fees start at $89 (if paid annually), scaling up for larger businesses.

TouchBistro

• Features: Tableside ordering, menu management, analytics.

• Pricing: Starts at $69/month, with additional modules available.

eatPOS

• Features: Cloud-based management, multi-branch support, and fraud prevention.

• Pricing: The Starter plan is free; the professional plan is £25/month.

EposNow

• Features: Cloud-based POS, stock control, reporting tools.

• Pricing: Hardware starts at £249, software pricing varies.

Gardiff

• Features: Customisable EPOS, online ordering, kitchen display system.

• Pricing: Rental plans start at £20/week and increase for more advanced features.

Goodtill (SumUp)

• Features: iPad-based POS, loyalty programmes, stock management.

• Pricing: Starts at £49/month, with optional modules.

JeM

• Features: iPad-based POS, table management, customer self-ordering.

• Pricing: Plans start at £299/year, with premium options available.

Lolly

• Features: AI-powered POS, mobile ordering, loyalty programs.

• Pricing: Custom pricing based on business needs.

NFS Aloha

• Features: Advanced reporting, fraud prevention, stock control.

• Pricing: Bespoke pricing based on business size.

Tabology

• Features: Hospitality-focused POS, customer ordering, stock control.

• Pricing: Starts at £39/month, scaling up for advanced features.

Tillpoint

• Features: Cloud-based POS, inventory tracking, staff management.

• Pricing: Rentals start at £15/week, with modular upgrades.

Zettle

• Features: Free POS app, card reader integration, online payments.

• Pricing: No monthly fees; transaction fees start at 1.75%.

Zonal

• Features: Hospitality-focused POS, multi-site management, analytics.

• Pricing: Bespoke pricing based on business needs.

In the hospitality industry, your POS system is ultimately your gateway to receiving money. But they’re also capable of so much more, from stock control to managing customer loyalty programmes, and this could help you to streamline your business to make it more profitable. 

It is, therefore, imperative that you make the right choice over the one that you use. Many providers will arrange demonstrations if you’re unsure which will be the best for you, and shopping around could help you to find a solution which changes the way in which you do business. From ultra-modern cloud-based solutions to traditional server-based systems, POS systems could be your gateway to a more profitable future for your hospitality business.