Your point-of-sale (POS) isn’t just a way to take payments anymore — it’s the core of your entire restaurant operation. From menu edits and online orders to data reports and staff training, everything flows through it.
But when your POS starts slowing you down, it’s more than annoying — it can quietly cost you money every single day.
If you’ve ever thought, “Maybe it’s time for something better,” this checklist is for you.
Restaurant owners across the country are taking a hard look at their POS systems:
52% of restaurants plan to upgrade or implement a new POS in 2025 (Rezku).
The cloud POS market is expected to grow from $2.24 billion in 2020 to $13.24 billion by 2028 (Chowbus).
That means owners are realizing what many already suspect — old, locked-down systems just don’t cut it anymore.
If you recognize more than a few of these, your POS is probably holding you back.
| Sign | What It Means | Why It’s a Problem |
|---|---|---|
| Hard to edit your menu | You depend on support to make changes | Menu updates should take seconds, not support tickets. |
| Support takes days | Slow or outsourced service | Every hour your POS is down costs real sales. |
| Feature requests never happen | Vendor doesn’t adapt | You can’t keep up with what guests expect today. |
| Hidden or rising fees | Unclear cost structure | Surprise add-ons quietly drain profit (Host Merchant Services). |
| Proprietary hardware required | Locked ecosystem | You’re forced to buy expensive, brand-specific devices (Try Otter). |
| Long-term contracts | Multi-year lock-ins | High exit fees make it hard to leave a bad system. |
| Weak reporting | Limited data access | You can’t see where money is made—or lost. |
| Broken integrations | Poor third-party support | Missed orders and duplicate work frustrate staff. |
| Crashes during rush hour | Outdated servers | Slower lines, stressed employees, unhappy guests. |
| Hard to train staff | Clunky UX | More mistakes and longer onboarding. |
It’s easy to think switching systems will be expensive — but sticking with a bad one usually costs more.
“POS quotes can sometimes conceal hidden costs, resulting in you paying hundreds or even thousands more by the time it’s all said and done.”
— Speedline Solutions
Real-world averages show:
Setup & training fees: $100 – $800 per location (Foodship)
Support/maintenance add-ons: $50 – $100 / month
Hardware markups: $300+ per terminal (Try Otter)
Feature upsells: loyalty, inventory, and reports often cost extra
Low-priced or “free” POS platforms make up the difference with inflated processing rates or contract penalties (Kitchen Hub).
When evaluating new systems, focus on what truly improves your operations — not flashy features.
Edit menus instantly without vendor help
Transparent pricing with no surprise fees
Use your own hardware — iPads, Android tablets, etc.
Fast, live support available when you need it
Open integrations for delivery, loyalty, accounting
Offline mode for Wi-Fi hiccups
Full data ownership so you control your numbers
Month-to-month contracts that keep you in charge
“Switching POS systems does take time and effort, but cloud-based software makes the process far easier than it used to be.”
— Truffle Systems
Tips for a smooth transition:
Audit your current system and list pain points.
Shortlist vendors who fix those issues.
Test with one tablet or shift first.
Train staff early using sandbox mode.
Switch during slower days.
Run both systems side-by-side briefly.
Review results and go live confidently.
Your POS should make running your restaurant simpler, not harder. Hidden fees, locked hardware, and slow support are all signs it’s time to move on.
Modern, transparent systems put control back in your hands — and help you focus on what matters most: your guests.
TABL helps restaurants modernize without long-term contracts, hidden fees, or hardware traps.
Get transparent pricing, flexible hardware, and responsive support — all in one place.