How Much Does a Restaurant POS System Cost in 2025?

You’re not running a tech company—you’re running a restaurant. But the right POS system can make a huge difference. It speeds up service, keeps orders accurate, tracks your sales in real time, and makes staff and inventory management way easier.

The challenge? Knowing what it’ll actually cost you.

Between hardware, software, payment processing, and hidden fees, the pricing can get murky fast. That’s where we come in.

We’ve helped plenty of restaurant owners cut through the noise and choose POS systems that save time, reduce mistakes, and boost profits.

If you're looking to streamline operations and get more out of every shift, this is the info you need. Let's dive in.

Types of restaurant POS systems 

Choosing the right POS system for your restaurant isn't about picking the flashiest features—it's about finding one that fits your restaurant's specific needs. Here's a breakdown of the main types you'll encounter and what they mean for your operation.

• Cloud-based POS: A system that stores restaurant data online, accessible from any internet-connected device. Typically lower upfront costs but include monthly fees and require reliable internet. The ongoing subscription costs for a Toast POS system, like other cloud-based systems, can add up over time.
• On-premise POS: A system that stores data locally on servers within your restaurant. Higher upfront costs for hardware and setup but no recurring subscription fees. Maintenance and upgrades are your responsibility.
• Hybrid POS: A combination of cloud and on-premise features, offering both flexibility and local data control. Generally, higher upfront costs but more customizable. It combines the benefits of both systems, offering flexibility while keeping control over some on-site data.

What to expect to pay with a restaurant POS system

Let’s get down to the numbers. POS system costs can vary a lot depending on your restaurant’s size, layout, and tech needs. A small café with one terminal won’t pay nearly as much as a full-service spot with multiple stations and custom kitchen displays. That’s why most pricing guides show wide ranges—it all comes down to what you actually need.

To help you plan, here’s a breakdown of the major cost categories you should expect:

Hardware costs

Most restaurants need a few key pieces of equipment to run their POS system smoothly. The right hardware is crucial for efficiency, speed and customer service. I’ll be honest—if you skimp on the right equipment, it can slow everything down.

Some of the main components you’ll likely require and their typical costs include:

• Router or server: Depending on the size and setup, these can cost anywhere from $100 to $3,000.
• POS terminal with card reader: Basic terminals are priced between $300 and $1,200, with high-end models going up to $2,500 or more.
• Kitchen display system (KDS): These typically range from $200 to $1,000, with more advanced systems reaching up to $2,000.
• Tablet or mobile phone: Dedicated devices for POS use usually cost between $200 and $1,000.
• Handheld terminals: Mobile devices used by staff generally cost between $200 and $700.
• Receipt printers: Expect to pay between $100 and $500, depending on features and quality.
• Cash drawers: Prices usually range from $100 to $400, depending on build quality and functionality.
• Barcode scanner: A reliable scanner typically costs between $50 and $100.

The total cost will depend on your restaurant’s size, the number of stations and the components you choose. I recommend checking if your POS system offers bundle deals. It could save you money if you’re buying multiple items at once.

When choosing hardware, think about what works best for your restaurant. It's all about balancing cost and functionality to meet your specific needs.

Software costs  

When it comes to POS software for restaurants, you may pay a monthly subscription fee, but the exact amount will depend on the features you need. For example, you may be looking at systems that offer POS reporting tools to track your sales and customer data.

Here’s what you need to know:

• Subscription fees: Most systems charge a monthly fee, typically between $50 and $300. The more features you need, the higher the cost.
• Licensing: Some systems require additional licenses, which can add between $100 and $500 per year, depending on how many users or locations you have.
• Add-on features: Many POS systems offer extra features like loyalty programs, advanced reporting or inventory management. These add-ons can cost anywhere from $10 to $100 per month.

When choosing software, think about what’s included in the price. Does your plan come with support? Are software updates included, or will you have to pay extra? Don’t just look at the monthly cost—evaluate what you’re getting for that price and how it fits your restaurant’s needs.

Payment processing fees 

Payment processing fees are one of the ongoing costs you’ll face with your POS system, which could affect your restaurant cost structure. These fees cover the cost of processing customer payments—whether that’s via credit card, mobile wallet or other payment methods.

Here are the different fee structures you can typically expect:

• Flat-rate pricing: You pay a fixed percentage per transaction (typically 2.5% to 3.5%). It’s simple to understand and works well for restaurants with variable sales.
• Interchange-plus pricing: You pay the card network’s "interchange" fee plus a markup from the processor. This model offers more transparency and can be cheaper for businesses with high transaction volume.
• Tiered pricing: Transactions are divided into tiers based on card type, with different fees for each tier. It can be harder to predict but may work for restaurants with various types of transactions.
• Per-transaction fees: Some processors charge a small fee per transaction (typically $0.10 to $0.30). While low, these can add up if you process a high volume of small transactions.

The fee structure you choose will depend on your restaurant’s sales volume and the types of payments you typically process. To avoid any surprises, I recommend evaluating how each fee structure fits your restaurant’s payment habits.

Some POS systems bundle processing fees into their plans, so it’s worth comparing the pricing models to make sure you’re getting the best deal for your business.

Installation and training costs 

When you invest in a POS system, installation and training costs can be a significant part of the overall expense. The good news? These costs vary depending on how your system is set up and the level of support you need. Here's what to keep in mind:

• On-site installation: Technicians visit your restaurant to set up the system and train your staff. Costs range from $500 to $2,000, depending on complexity and the number of stations.
• Remote installation: Many POS providers offer a more affordable remote setup, usually between $200 and $800, where a technician guides you through the process online.
• Menu setup: Menu setup can either be included in the installation or come at an additional cost. Expect to pay anywhere from $100 to $500 for menu configuration, especially if you have a large or complex menu.
• Training: Training costs can range from free online tutorials to $300 to $1,000 for on-site sessions, ensuring your team gets the most out of the system.

If you're setting up multiple stations or have a more complicated setup, you might want to budget for the higher end of the cost spectrum.

Hidden and ongoing costs to consider 

When you’re budgeting for your POS system, it’s easy to focus on the upfront costs, but don’t forget about the ongoing expenses. Let’s talk about a few hidden costs to keep in mind as you plan your investment:

Maintenance and support  

Most POS systems require regular maintenance and updates to stay on track. This includes:

• Service agreements: Many providers offer service plans that include troubleshooting and repairs. These can cost between $100 and $1,000 per year.‍
• Software updates: You’ll need regular updates to keep your system secure and up to date, which may be included in your plan or come at an additional cost.

I always recommend staying on top of maintenance and updates to avoid system downtime, keeping sales flowing and preventing disruptions to operations.

Integration fees  

If you use third-party apps for online ordering, inventory, or loyalty programs, you’ll probably face integration fees. These fees cover the cost of connecting your POS system to those services and can range from $100 to $1,000, depending on the complexity of the integration.

Some POS systems include a few integrations for free, but if you need extra features or apps, you might have to pay more. I always recommend checking if the apps have additional fees so you can plan your budget accordingly.

Data security and compliance  

Protecting your customer data is a top priority. Here are the key costs associated with data security:

• PCI compliance: Most restaurants need to comply with the Payment Card Industry Data Security Standard (PCI DSS) to securely handle card payments. Compliance can cost anywhere from $100 to $1,500 annually, depending on the size of your business.
• Data breaches: If your system is hacked, you could face fines, legal fees and the cost of notifying customers. Investing in a POS security system with extra layers of security, like encryption, can help reduce the risk.

These costs often fly under the radar, but they’re necessary to maintain your operations’ security and keep your customers' trust. Don’t wait for a problem to arise. Taking proactive steps now will save you from bigger headaches down the line.

Scalability and future upgrades  

As your restaurant grows, so will your need for upgrades. New tech, like advanced reporting or mobile ordering, could cost anywhere from a few hundred to a few thousand dollars, depending on the features you choose.

You also need to think about expansion costs. If you open a new location, you’ll likely need more terminals, software licenses and setup, which can add thousands to your initial investment. Planning ahead for these costs will help you scale without surprises.

I suggest considering how future upgrades will contribute to increasing your average check size and keep your system adaptable to future needs.

Popular POS systems and their costs 

Choosing the best restaurant POS system for your restaurant means understanding the features and costs involved. There are plenty of options out there, and each one has its own set of features that fit different needs. 

Below, I’ve outlined some of the most popular POS systems on the market, along with what you can expect from them in terms of pricing and features.

How to choose the right POS system for your budget 

Choosing the right POS system for your restaurant doesn’t have to break the bank. I’ll walk you through how to stay within your budget while getting the features you need to run a smooth operation.

Access your situation to see what you actually need  

Before you start looking at different POS systems, take a step back and think about what you truly need. It’s easy to get caught up in shiny features, but not every system will be the right fit for your business.

Start by asking yourself a few key questions:

• Do you need advanced reporting, or will basic sales tracking do?
• Is mobile ordering a must for your restaurant, or is in-house service enough?
• Will you benefit from a loyalty program, or is it something you can add later?

Also, consider how the POS system could integrate with your restaurant marketing ideas. Some systems offer built-in marketing tools like loyalty programs or email campaigns, which might help you boost sales without needing extra apps or platforms.

Remember, more features don’t always mean better. Get the system that fits your restaurant's specific needs, not one that’s packed with extras you won’t use.

Compare pricing to find the best value  

When comparing POS systems, don’t just look at the upfront cost. Consider the entire picture, including ongoing fees and any additional charges. Some systems might have a lower initial price but higher monthly or setup fees, while others may include more features for a slightly higher price.

Look at the monthly subscription fees, installation costs and support options. Make sure to factor in any potential hidden fees, such as integration or transaction charges.

Negotiate a better deal  

Now that you know what you need and have compared pricing, it’s time to negotiate. Some POS providers are flexible and you might be able to get a better deal—especially if you’re committing to a longer contract or purchasing multiple systems.

Ask about discounts or promotions that may be available. Some providers may offer seasonal deals or discounts for new customers. You could also ask if you can lock in a better rate for a longer contract or bundle extra features at a lower cost.

It’s always worth asking for a better deal. Even if you can’t negotiate the price, you might be able to secure additional features or support at no extra charge.

Get the most out of your POS system 

At the end of the day, a POS system is more than just a tool for transactions. It’s a powerful way to improve efficiency, reduce costs and drive growth.

Want to make the most of it? Schedule a free demo to learn how Owner’s tools can help you turn transactions into repeat customers and boost your online sales. 

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