How to choose the best POS for hospitality
Everything you need to know before contracting a POS for your restaurant, bar or café. Complete guide with comparisons, pricing and expert recommendations from the industry.
Guide contents
What is a hospitality POS and why do you need it?
A hospitality POS (Point of Sale Terminal) is much more than a cash register. It's the central nervous system of your business: it manages orders, controls inventory, processes payments, generates sales reports and connects kitchen with dining room in real time.
Unlike generic POS systems designed for retail, a hospitality-specific POS understands the particularities of the sector: tables that open and close, orders that go to the kitchen, bills that are split between diners, dish modifiers, allergen management and the frenetic pace of service during rush hour.
In 2025, with the entry into force of VeriFactu (the electronic invoicing regulation), choosing the right POS is more important than ever. A bad POS can cost you time, money and tax penalties.
73%
73% of hospitality professionals who switch POS systems do so because their previous one was too slow or complex. Payment processing speed directly affects table turnover and, therefore, your revenue.
Cloud POS vs local POS: Which to choose?
This is probably the most important decision. Let's look at the real differences, not just theory.
TPV en la nube
La elección del 95% de los negocios modernos
Cloud POS
Data is stored on remote servers and you access from any device with internet.
Advantages
- Access from anywhere: check sales from home or on vacation
- Automatic backups: you'll never lose data
- Automatic updates: always with the latest version without paying extra
- Multi-device: use tablets, mobiles, computers without problems
- Scalable: add locations or devices without complications
- No local server: no need to maintain expensive hardware
Disadvantages
- Requires internet connection (though many work offline temporarily)
- Provider dependency: if they close, you must migrate
Local POS (On-premise)
The software and data are installed on a computer or server in your premises.
Advantages
- Works without internet (though you can't use online features)
- Total control of data on your own hardware
Disadvantages
- Manual backups: if the disk fails, you lose everything
- Paid updates: each new version costs money
- Expensive hardware: you need server, maintenance, IT
- No remote access: you can only view data from the premises
- Difficult to scale: adding devices is complex and expensive
- Obsolescence: software ages and stops receiving support
Our verdict
In 2025, a cloud POS is the recommended option for 95% of hospitality businesses. The concern about 'what happens if internet goes down' is increasingly less relevant: connectivity is very stable, modern POS systems have offline mode, and the advantages of cloud far outweigh the risks.
Essential features in a hospitality POS
Not all POS systems are equal. These are the features that make the difference:
Essential features (don't contract without these)
Visual table management
Interactive map of your venue with real-time status of each table. Essential for coordinating the dining room.
Digital order pad
App for waitstaff to take orders from mobile/tablet. Orders reach the kitchen instantly.
Kitchen connection (KDS or printer)
Orders must reach the kitchen automatically, without papers that get lost.
Bill splitting
Separate the bill by diner or by item. Fundamental in restaurants.
Modifier management
No onions, extra cheese, rare... The POS must handle customizations.
Allergen control
Mandatory by law. The POS must display allergens for each dish.
VeriFactu/TicketBAI certification
Mandatory in 2025. Without this, you're exposed to penalties.
Detailed cash closing
Reconciliation with breakdown by payment method, shifts and employees.
Recommended features (very useful)
QR digital menu
Menu that customers view from their mobile. Saves time and paper.
Own delivery without commissions
Your own ordering website. Avoid paying 30% to platforms.
Kitchen display screens (KDS)
Eliminates paper tickets. More organized and efficient kitchen.
Reports and analytics
Dashboard with sales, star products, peak hours...
Inventory control
Recipe costs, stock control, low product alerts.
Accounting integration
Export to Excel, connection with accountant.
Advanced features (differentiators)
Artificial Intelligence
OCR to scan supplier invoices, automatic menu translation.
Order and pay from table (self-ordering)
Customer orders and pays from their mobile without waiting for waiter.
Integrated online reservations
Reservation system connected to the POS.
Loyalty program
Points, discounts for regular customers.
License model: the hidden trap of many POS systems
This is where many hospitality professionals get unpleasant surprises. Pay close attention:
The problem
Many POS systems advertise low prices (from $29/month) but then charge for each additional device: $15-30/month for each waiter's tablet, each PDA, each kitchen screen. A restaurant with 4 waiters and 2 kitchen screens can end up paying $150-200/month just in licenses.
The solution: unlimited licenses
Look for POS systems that include unlimited licenses in the base price. This way you can add all the devices you need (order pads, PDAs, KDS screens) without surprise costs. This is especially important if your business grows or you have peak seasons where you need more staff.
129€
TPV con licencias limitadas
69€
TPV con licencias ilimitadas
Annual savings: $720
Expert tip
Before contracting, ask explicitly: 'How much will it cost me to add 5 more devices?' If the answer includes additional costs per device, keep looking.
VeriFactu and 2025 tax regulations: what you need to know
Invoicing regulations in Spain have changed. Here's the essential information:
VeriFactu 2025
Cumple con la normativa fiscal española automáticamente
What is VeriFactu?
VeriFactu is the Spanish Tax Agency's invoice verification system. It requires invoicing systems (like your POS) to automatically send data from each invoice to the tax authorities in real time or near real time.
When does it come into force?
The obligation has been rolling out progressively since 2024. In 2025, most hospitality businesses must comply. If in doubt, consult your accountant.
What happens if I don't comply?
Penalties can range from financial fines to software disqualification. Additionally, an uncertified POS generates distrust during inspections.
How to ensure compliance?
- Choose a certified and approved POS for VeriFactu
- Verify that the provider has official AEAT certification
- If you're in the Basque Country, you also need TicketBAI
- Ensure that regulatory updates are included
Beware of vague promises
Some providers say 'we're in the certification process' or 'we'll have it soon'. Don't risk it: choose only POS systems that are ALREADY certified.
How much does a hospitality POS cost in 2025?
POS pricing varies enormously. Let's break down the pricing models:
Monthly subscription (most common)
$30 - $150/month
You pay a monthly fee that includes software, updates and support. It's the most widespread and recommendable model.
Predictable, no large upfront investment, always updated
Recurring cost that accumulates over time
Perpetual license (one-time payment)
$500 - $3,000
You pay once and the software is yours forever. Updates are usually paid.
No monthly payments, software ownership
Large initial investment, paid updates, can become obsolete
Commission per transaction
0.5% - 3% per operation
Some POS systems charge a percentage of each sale or delivery order.
Low initial cost, pay as you use
Can be very expensive for high-volume businesses
Hidden costs to watch out for
Our recommendation
Look for a POS with fixed monthly fee that includes: unlimited licenses, 0% delivery commissions, included support, included updates and no contract lock-in. Although the monthly fee may be slightly higher, in the long run you'll save money and headaches.
7 common mistakes when choosing a hospitality POS
Avoid these mistakes that many hospitality professionals make:
Choosing only by price
The cheapest POS is usually the most expensive: limited licenses, hidden commissions, paid support... Look at total cost, not just the fee.
Not verifying VeriFactu certification
It's mandatory in 2025. An uncertified POS exposes you to penalties and problems with tax authorities.
Ignoring the license model
Ask how much it costs to add devices. Limited licenses can triple your bill.
Not testing before contracting
Always ask for a demo. A POS that looks good in photos can be slow and uncomfortable in practice.
Signing contracts with long lock-in periods
Avoid 12-24 month commitments. If the POS doesn't work as expected, you'll be trapped.
Not considering technical support
What happens if it fails on Saturday at 10 PM? Make sure you have 24/7 support or at least weekends.
Falling into the proprietary hardware trap
Beware of proprietary hardware. Some POS systems offer very cheap equipment, but that hardware only works with their software. What's the point of buying equipment you can only use with one program? It's a way to lock you in—and you're the one paying for it.
Checklist: questions to ask before contracting
Use this list when talking to POS providers:
- Is the POS certified for VeriFactu? And TicketBAI if applicable?
- How many licenses are included? How much does each additional license cost?
- Are there commissions on delivery orders or payments?
- Is technical support included? What are the hours?
- Is there a contract lock-in or can I cancel whenever I want?
- Are software and regulatory updates included?
- Does it work on my current devices or do I need to buy specific hardware?
- Can I see a demo with my real data?
- What happens to my data if I cancel? Can I export it?
- Do you have customers similar to my business? Can I talk to any of them?
Comparison: Food&Service vs other POS systems
Why hundreds of hospitality professionals choose Food&Service
Ready to choose the best POS for your business?
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Last updated: December 2025
Written by the Food&Service team, hospitality technology experts