How to choose restaurant billing software: a checklist.
Twelve questions to ask any POS vendor before you sign, and a plain comparison of what yearly plans and per-order pricing really cost at your volume.
Updated 5 October 2026
Pick restaurant billing software that prints correct GST bills, sends KOTs to the kitchen, controls what each staff member can do, and gives you daily sales and GST reports. Then check the things that hurt later: does it work when the internet drops, does it connect to the delivery apps you use, and what will it cost in a year at your number of orders, including add-ons.
The 12-point checklist
Billing and tax
- GST bills done right. Your GSTIN and FSSAI number on every bill, CGST and SGST split by rate, prices with or without tax, and a composition mode if you need it. See what a GST bill must show.
- Payments the way guests pay. UPI with a QR for the exact amount, cash, card, split bills and part payments, and dues for regulars.
- Reports your CA can use. A monthly GST report and downloads. If your CA uses Tally, ask whether there is a direct export.
Kitchen and floor
- KOTs to the kitchen, printed or on a kitchen screen, with cancel slips. New to KOTs? Read what a KOT is.
- A waiter app so captains take orders at the table instead of walking to the counter.
- QR table ordering if your guests are comfortable ordering from their phones.
Control and costs
- Staff logins with roles. Each person has their own login, and only managers can give big discounts or cancel paid bills.
- A record of every cancellation, discount and reprint, with names. This is where most billing leakage hides.
- Stock and recipes if you want to know your real food cost. See food cost percentage.
Practical fit
- Language. Can your captains and kitchen staff use it in their language?
- Offline and integrations. What happens when the internet drops? Does it connect to Swiggy, Zomato and Tally if you need them?
- Hardware and setup. Do you have to buy a special machine, or does it run on phones and tablets you own? Who sets up the menu?
Yearly plan or per-order pricing?
Restaurant software in India is usually sold one of two ways: a fixed yearly plan (often with higher tiers or add-ons for features like inventory, a kitchen screen or online orders), or pay per order. Neither is always cheaper. It depends on how many bills you settle.
Here is what Venditas costs at ₹3 per paid order, next to example yearly plans of ₹10,000, ₹20,000 and ₹30,000 (examples, not any particular vendor’s prices):
| Paid orders a day | Per order at ₹3 (a year) | ₹10,000 plan | ₹20,000 plan | ₹30,000 plan |
|---|---|---|---|---|
| 10 | ₹10,950 | ₹10,000 | ₹20,000 | ₹30,000 |
| 25 | ₹27,375 | ₹10,000 | ₹20,000 | ₹30,000 |
| 50 | ₹54,750 | ₹10,000 | ₹20,000 | ₹30,000 |
| 100 | ₹1,09,500 | ₹10,000 | ₹20,000 | ₹30,000 |
Per-order figures assume 365 days and are before tax. To find your own break-even, divide the plan’s yearly price by ₹1,095 (₹3 × 365): a ₹20,000 plan breaks even at about 18 paid orders a day.
Three things change the picture:
- What the plan includes. Check whether the kitchen screen, waiter app, inventory, QR ordering and reports are in the price you were quoted or cost extra. With Venditas everything is included, with no tiers or add-ons. See pricing.
- Who pays. Venditas lets the owner add the ₹3 to each guest’s bill as a “Platform fee” instead, so the restaurant pays nothing for the software. Read the service charge rules and be open with guests about it.
- The first year vs later years. Ask about renewal prices, setup fees and the cost of hardware you would have to buy.
Where Venditas fits, and where it doesn’t yet
We would rather you choose well than choose us by mistake.
| Venditas does | Venditas does not yet |
|---|---|
| GST bills, UPI QR, split and part payments, dues | Work offline (it needs Wi-Fi or mobile data) |
| KOTs, kitchen screen, waiter app, QR table ordering | Connect to Swiggy and Zomato |
| Stock with recipes, purchases and food cost | Export directly to Tally |
| Staff PINs, roles and a watch list of every cancellation | Take online payments through a payment gateway |
| Staff screens in English, Hindi and Marathi | Import Excel files directly (save them as CSV first) |
If most of your orders come from delivery apps or your internet is unreliable, ask us first: WhatsApp +91 86899 49994. If you are a dine-in restaurant or café that wants tight control of the floor and the cash, Venditas restaurant billing is built for you, and the first 30 days are free.
Before you sign anything
- Run a real trial on a slow shift, with your own menu and your own staff.
- Print a bill and show it to your CA.
- Ask how you get your data out if you leave.
- Keep your old system running until the new one has done a full week. Our switching guide has a step-by-step plan.
Quick answers
What features should restaurant billing software have?
At minimum: GST bills with your GSTIN and FSSAI number, KOTs to the kitchen, table and takeaway billing, UPI and split payments, staff logins, and a daily sales and GST report. Busier restaurants also need a kitchen screen, a waiter app, stock and recipes, and records of every cancellation.
Is per-order pricing cheaper than a yearly plan?
For smaller restaurants, usually yes; for very busy ones, usually no. At ₹3 an order, a ₹20,000-a-year plan works out cheaper once you pass about 18 paid orders a day. Compare total yearly cost including add-ons, hardware and setup, not just the headline price.
Do I need billing software that works offline?
If your internet often drops during service, yes, or keep a mobile hotspot as backup. Ask the vendor exactly what works offline. Venditas currently needs internet to save orders.
Should my billing software connect to Swiggy and Zomato?
If delivery apps bring a big share of your orders, an integration saves re-typing every order. Venditas does not have this yet; orders are entered at the counter like any other delivery.
Can staff use billing software in Hindi?
Some systems offer local language screens. Venditas has staff screens in English, Hindi and Marathi, and each staff member picks their own.
How long does it take to switch billing software?
Plan a quiet afternoon to set up next to your old system and one shift to run both. Read our guide on switching without stopping service.
Every feature. ₹3 per order.
Billing, KOTs, kitchen screen, QR ordering, stock and reports, on the phones you already have. First 30 days free, no card.