How to choose restaurant software: 12 questions to ask any vendor
Ask every vendor the same twelve questions: total cost for year one, what is included, who sets it up, when support answers, how your kitchen receives orders, and how you get your data out. Score the answers in the worksheet below and compare vendors side by side.
Why ask the same questions of every vendor?
Demos show the best day of any product. Questions show the other days: a rush hour with a printer problem, a new captain on the floor, a tax question on the 20th of the month. Asking every vendor the same questions in the same order turns sales talk into something you can compare.
The 12 questions
| Question | Why it matters | A good answer |
|---|---|---|
| 1. What is the total for year one, per outlet? | Headline prices leave out add-ons and fees | One number in writing, with everything listed |
| 2. Is it priced per outlet, per device or per user? | Per-device charges grow every time you add a phone | A clear rule and a worked example for your staff size |
| 3. Are inventory, kitchen screen and waiter app included? | Modules sold separately change the real cost | A written list of what is in the plan |
| 4. What hardware do I need, and can I use what I have? | Printers and tablets can cost more than the software | A short list, with printers named by type, not by brand lock-in |
| 5. Who sets up my menu and taxes, and is it free? | A slow set-up delays your go-live | The vendor loads your menu; go-live help is named |
| 6. Will someone be at my outlet on go-live day? | The first week decides whether staff adopt it | Yes, or a clear explanation of how they help you go live without a visit |
| 7. When is support available, and on which channels? | Problems happen during service, not office hours | Hours that cover your service times, on a channel you use |
| 8. How does the kitchen receive orders? | Printed tickets and screens suit different kitchens | A demo of your own flow, and what happens when a printer fails |
| 9. What does a GST bill look like, and can I see one? | A bill is the document you must get right | A sample bill with GSTIN, tax split and round-off |
| 10. Can I control who can discount, cancel or refund? | Most losses come from a few actions | Roles and permissions you can set per person |
| 11. Can I export my data, and what happens if I leave? | Your sales history is yours | A named export format and a written exit process |
| 12. What if the internet goes down? | Cloud software depends on a connection | An honest answer, and what you can still do |
A scorecard to compare vendors
Score each answer from 1 (poor) to 5 (clear and in writing). The total matters less than any 1: a vendor who can’t answer question 1, 7 or 11 clearly is telling you something.
| Question number | Vendor A | Vendor B | Vendor C |
|---|---|---|---|
| 1–3: Price and what is included | |||
| 4–6: Hardware and set-up | |||
| 7: Support | |||
| 8–10: Kitchen, GST bill and staff controls | |||
| 11–12: Data and downtime | |||
| Total (out of 60 if you score every question) |
How do I run a fair demo?
- Send the vendor your real menu, with modifiers and your usual combos, a day before.
- Ask them to take a dine-in order, a takeaway order and one change to an order that has already gone to the kitchen.
- Ask to see the bill, the kitchen ticket and the day-end report for those orders.
- Ask them to do a discount, a cancellation and a split payment, and to show who is allowed to do each.
- Ask to speak to an owner who has used the product for at least a few months.
Red flags
- The price is only shared after a visit.
- Important modules turn up as extras late in the conversation.
- No answer, or a vague one, on exporting your data.
- Support hours that stop before your dinner service ends.
- A demo that never uses your menu.
- Pressure to sign today for a discount that disappears tomorrow.
How HostAir answers these
Prices are published: QR Menu is free, Restaurant is ₹10,000 and Stay + Dine is ₹15,000, per outlet per year. Inventory, the kitchen screen and the captain app are included in both paid plans. For multiple outlets or a chain, ask us for Enterprise pricing.
There is no setup fee, and in Jodhpur, Jaipur and Udaipur our team is at your outlet on go-live day. 24×7 support on WhatsApp, phone and email. 30-day money-back guarantee, no questions asked.
HostAir is cloud software, so it needs an internet connection. Ask us what that means for your outlet before you decide.
Frequently asked questions
- How many vendors should I compare?
- Three is enough. More than that and the comparison becomes a research project; fewer than that and you can’t tell whether a price or a promise is normal.
- Should I choose the cheapest option?
- Choose the lowest total for year one among vendors who answered the questions clearly. A cheaper plan with add-ons, hardware and set-up charges is often the more expensive one.
- Do I need to see the software on my own menu?
- Yes. A demo on a sample menu hides the awkward parts of your menu, such as modifiers, combos and items sold by weight.
- Is a free trial or a money-back period important?
- It lowers your risk, because you can test real service days. Ask for the terms in writing, including what you can claim back and by when.
- Who should be in the room for the demo?
- The owner or manager, a captain and whoever does the billing at the counter. They will use it every day, and they will notice what you won’t.
- What if I run a hotel with a restaurant?
- Add a question about charging restaurant bills to a guest’s room and settling them at checkout, and ask to see the folio. Our charge-to-room guide explains what to look for.