How to Choose Restaurant POS Software in Nepal

The right restaurant POS is the one your waiters can use at 8 pm on a full night without calling the manager. Feature lists look the same from every vendor, so the real choice comes down to a handful of tests you can run in a demo and a few questions about support. This guide gives you both.

Define your restaurant first

Before you look at software, write down how your place runs. How many tables? Is there one kitchen or several stations, such as tandoor, grill and bar? Do waiters take orders on paper, on a phone or on a tablet? Do you serve takeaway and delivery? Do guests ever want separate bills? Do you have a hotel upstairs that expects room posting? These facts decide which system fits. A momo shop with a counter and three staff needs speed. A rooftop bar needs tabs and bottle stock. A family restaurant needs table transfers and split bills.

Test 1: Take a real order in the demo

Ask the vendor to enter your own menu items and walk through a full order: open a table, add items with a note such as "no chilli", send to kitchen, add a second round, move to another table, print the bill. Count the taps. In a busy restaurant, two extra taps per item add up to minutes lost. If the vendor hesitates, so will your waiters.

Test 2: KOT and bar tickets

Check that kitchen and bar tickets print separately and clearly. Ask what happens when a dish is cancelled after it was sent: does the kitchen get a cancellation slip? Is a reason recorded? Cancellations after cooking are a major source of loss and arguments, so the system should show who cancelled what and when.

Test 3: The bill with tax and service charge

Ask for a sample bill with VAT and service charge. A restaurant bill commonly carries 13% VAT and sometimes a service charge, but you must confirm what applies to you with the Inland Revenue Department or your accountant. The software should allow you to set these lines, choose the order of calculation and print your registration details. Check the result against a manual calculation on at least two sample orders.

Test 4: Split bills and mixed payments

Groups of friends often pay together but split the bill unevenly. Try splitting one table into three bills, one equal, one by items and one with a discount. Then try a mixed payment, part cash and part QR. If the system forces staff to cancel and rewrite orders, you will lose time and create errors.

Test 5: Control and approvals

Ask who can void an item, give a discount or reopen a closed bill. The answer should be a role setting, not a free-for-all. A good system records every such action with the user and time, and asks for a manager PIN for sensitive actions. This is how an owner who is not always present keeps control.

Test 6: Stock and recipes

Not every restaurant needs ingredient-level stock, but bars almost always need bottle-level control. Ask whether the system can deduct stock when an item is sold, how it handles recipes with several ingredients and how it records wastage. If stock is a priority, bring a sample recipe such as a chicken curry or a cocktail and ask the vendor to set it up.

Test 7: Reports you will actually read

A report you never open is wasted money. Ask the vendor to show the daily sales summary, item-wise sales, sales by hour and the cashier closing report using sample data. As an owner, you probably want three numbers every morning: total sales, cash against QR and card, and the count of voids and discounts. If these take more than a minute to find, the reporting is too complicated. Ask whether reports can be opened on a phone, since many owners check numbers from home or while travelling.

Test 8: Takeaway and delivery

If takeaway is a growing part of your business, test it as carefully as dine-in. Can staff enter a phone order with the customer name and address? Can a packaging charge be added? Does the bill print differently for a takeaway order? A system built only for table service can be awkward at the counter, and the reverse is also true.

Compare what matters

Area	Question to ask	Good answer
Speed	How many steps to take an order?	A few taps, with favourites and modifiers
Kitchen	Can stations print separately?	Yes, with cancellation slips
Billing	Can I set VAT and service charge?	Yes, as settings I control
Control	Who can discount or void?	Role-based with approval
Reports	Can I see item-wise sales?	Yes, by day, hour and waiter
Support	How do I reach you at night?	Named contact with WhatsApp

Plan for power and hardware

A POS needs a computer or tablet, a printer and a power backup. Ask the vendor what hardware they recommend and whether they sell it or just advise. Check that your existing printers can be used. Plan for a paper fallback so that service continues if the system stops for a few minutes.

Ask about data and support

Who owns your sales data? Can you export it? How often are backups made? What happens to your data if you leave? And the most important question for a restaurant: who answers when something stops working on Saturday night? Get the support terms in writing.

WebsNP configures restaurant POS software for dine-in, bar and takeaway, and it can post to room accounts when you also use our hotel management software. To see it with your own menu, message +977 9846280400 on WhatsApp and ask for a demo and a written quote.

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