How Much Is A POS System For A Restaurant?

Running a restaurant isn’t just about serving delicious food. Behind every successful operation is a well-oiled system that keeps orders flowing, payments processed, and reports tracked. This is where a Point-of-Sale (POS) system becomes essential.

A modern POS system does more than just record transactions. It manages everything from order taking, billing, inventory, kitchen coordination, to real-time reporting. It’s your restaurant’s digital command center.

But how much does it actually cost to get one?

Whether you’re a small food stall, a café, or a full-service restaurant chain, your POS investment will vary depending on your business size, preferred features, and operational needs. In this guide, we break down the real cost of getting a POS system—so you can budget smartly and avoid hidden fees.

Before discussing actual costs, it’s important to understand the three main types of restaurant POS systems and how each one affects pricing.

Cloud-Based POS
Cloud-based POS systems are the most popular option today, especially for small to medium restaurants.

• Runs on the cloud—you only need internet-connected devices like tablets or laptops
• Subscription-based, so you pay monthly or annually
• Easy to scale, access remotely, and update automatically
• Ideal for businesses with stable internet connections

Example: A café using iPads to take orders and manage payments via an online dashboard.

On-Premise POS
This is a traditional setup, better suited for larger or more complex operations.

• Requires a one-time purchase of software and dedicated POS hardware
• Data is stored locally on computers or internal servers
• Internet is not required to function
• Maintenance, backups, and updates may require IT support

Example: A fine-dining restaurant that needs a fully customized POS with local data access.

Hybrid POS
As the name suggests, this blends both cloud and on-premise features.

• Offers cloud-based access with local backups
• Useful for restaurants with spotty internet or remote branches
• Typically more flexible, but can be slightly more expensive than cloud-only systems

Example: A multi-location food chain in the provinces with inconsistent connectivity.

Let’s dig into the components that make up the total cost of owning and operating a POS system.

Software Costs

• Monthly Subscription: Expect to pay between ₱2,000 to ₱10,000 per terminal. This covers the core POS software, regular updates, and basic customer support.
• Add-ons: Features like loyalty programs, online ordering, inventory management, and multi-branch dashboards often come with additional fees. These can range from a few hundred pesos to several thousand monthly.
• Onboarding Fees: Some providers charge a setup or onboarding fee for training your team and configuring your system. This can range from ₱5,000 to ₱20,000 depending on complexity.

Hardware needs depend on your setup. Here are common items and their typical price ranges:

Tip: Some vendors offer bundled hardware kits, which may save money versus buying components separately.

Every time a customer pays using a card or digital wallet, a small percentage is deducted by your payment processor.

• Typical range: 1.5%–3% per transaction
• These fees may be flat-rate, tiered, or volume-based
• Some POS providers have integrated payment systems, while others allow third-party processors

Installation and Setup Costs

• May include hardware installation, software configuration, and staff training
• One-time cost typically ranges from ₱5,000 to ₱30,000
• Some providers offer free setup if you sign a longer-term contract

Maintenance & Support

• Basic support is usually included in your software plan
• But for 24/7 support, dedicated agents, or priority assistance, you may need to pay extra
• Hardware replacement, repairs, or warranty extensions may cost ₱1,000–₱5,000/year per device

Here’s a table to help visualize your budget planning:

Here’s how costs break down depending on your restaurant’s size and complexity:

Small or Startup Restaurant
Usually 1–2 terminals, cloud-based POS
May skip optional add-ons initially
Total setup cost: ₱30,000–₱80,000

Medium-Sized Restaurant
3–5 terminals, printers, and/or kitchen display systems
Might need inventory tracking or CRM
Total cost: ₱80,000–₱150,000+

Large or Full-Service Restaurant
Enterprise features, multiple locations, advanced analytics
High-end hardware, dedicated support, integration with accounting, payroll, etc.
Total cost: ₱150,000–₱300,000+

Watch out for these commonly overlooked expenses:

• Early termination fees if you cancel your subscription early
• Per-terminal or per-user fees for extra devices or staff logins
• Custom reporting or analytics upgrades
• Chargeback fees when customers dispute payments
• Forced plan upgrades as your restaurant grows

Here are some practical tips to get the most value out of your investment:

• Start with the essentials. You can always upgrade later.
• Plan for growth. Will you add delivery, e-commerce, or more branches later on?
• Ask vendors about bundles. Bundled hardware/software discounts can save thousands.
• Check reviews and support quality. Don’t cut corners on service reliability.
• Request quotes from multiple providers. Don’t settle without comparing options.

So, how much is a POS system for a restaurant in the Philippines? You can start with a simple, cloud-based setup for around ₱30,000, or invest over ₱300,000 for an enterprise-grade system with multiple terminals and advanced features.

But remember—it’s not just about cost. A reliable POS system improves efficiency, minimizes human error, enhances customer experience, and gives you the data insights to grow your business. That kind of value? Priceless.

Take time to assess your restaurant’s specific needs, talk to vendors, and test demo systems when possible. The right POS system is not an expense—it’s an investment in your restaurant’s future.