Starting a hospitality venue is equal parts vision and logistics. While your brand, location, and concept set the tone, the systems you put in place determine whether you’ll thrive — or just survive. Behind every successful restaurant or café is a well-oiled infrastructure designed to reduce human error, automate key functions, and support growth.
This article breaks down the five essential systems that every new hospitality venue needs to install before they open their doors — based on data insights, real-world case studies, and software performance benchmarks.
1. Point of Sale (POS) System
A modern POS does more than just process transactions — it manages orders, tracks sales, handles tips, and integrates with your inventory and accounting tools.
Why it matters:
- Speed and reliability during service
- Real-time data insights for sales and menu performance
- Integration with third-party delivery and payment platforms
Top Picks:
- Square for Restaurants: Easy to set up, transparent pricing, and great for small-to-medium venues.
- Lightspeed POS: Designed for scalability, with robust back-end tools and advanced analytics.
- Kounta by Lightspeed: Popular in Australia and New Zealand; cloud-based and user-friendly.
Data Insight: Venues using a cloud-based POS report 20–30% faster service times and up to 25% improvement in order accuracy.
2. Inventory and Supplier Management System
Inventory mismanagement is one of the biggest hidden costs in hospitality. A connected system that tracks stock in real time and automates reorders can reduce waste and protect your margins.
Why it matters:
- Cost control through automated stock level alerts
- Streamlined ordering from multiple suppliers
- Reduction in spoilage and theft
Top Picks:
- MarketMan: Supplier management, order automation, and cost control — all in one.
- FoodByUs: Built for Australian venues; easy marketplace-style ordering from local suppliers.
- Xero Inventory (with POS integrations): If you’re already using Xero, its inventory features can sync with POS systems like Square or Kounta.
Data Insight: Restaurants using integrated inventory systems reduce food waste by 20% on average within the first 6 months.
3. Staff Scheduling and Time Tracking System
Labour is your largest controllable expense. A good scheduling platform helps you stay compliant, reduces admin, and boosts staff satisfaction by enabling better communication and shift swaps.
Why it matters:
- Compliance with wage and hour laws
- Forecasting based on historical sales data
- Easy payroll processing
Top Picks:
- Deputy: An Australian-made leader with strong integrations and award compliance.
- Tanda: Focused on hospitality and retail, it simplifies rosters, timesheets, and awards.
- 7shifts: A favourite in the North American market, praised for usability and features.
Data Insight: Automated scheduling tools can reduce wage overspend by 5–10% and increase staff retention by up to 15%.
4. Accounting and Financial Management System
Without clear financial reporting, even a busy café can run at a loss. Your accounting system should integrate with your POS, inventory, and payroll — giving you visibility over profit margins, COGS, and cash flow.
Why it matters:
- Cash flow and P&L monitoring
- BAS and tax preparation
- Easy integration with banks and business tools
Top Picks:
- Xero: Cloud-based and built for small business — with seamless integrations.
- MYOB Business: Popular with accountants and widely used in Australia.
- QuickBooks Online: A strong competitor with similar integrations and mobile access.
Data Insight: Venues with integrated accounting platforms report a 40% reduction in bookkeeping errors and up to 30% less time spent on admin tasks.
5. Digital Ordering and Customer Engagement System
Whether it’s mobile ordering, loyalty programs, or review management — your venue’s digital front door matters as much as your physical one.
Why it matters:
- Enables takeaway and delivery
- Builds repeat business via loyalty and CRM
- Boosts reviews and manages reputation proactively
Top Picks:
- Mr Yum: QR ordering, loyalty, and marketing all-in-one.
- Me&U: Dynamic menu and table ordering designed to lift average spend.
- Quandoo for Restaurants: For booking and review management, particularly effective for dine-in venues.
Data Insight: Restaurants that adopt QR code ordering and digital loyalty see a 10–20% lift in repeat visits and a 15% increase in average order size.
Final Thoughts
Opening a hospitality venue without these systems is like launching a ship without a navigation plan. The industry is fast, competitive, and unforgiving — but with the right infrastructure, your venue can operate efficiently, scale smartly, and make data-driven decisions from day one.
At Artsystems, we specialize in turning raw data into powerful business strategies. These recommendations are based on global performance data and local insights from successful hospitality venues. If you’re ready to move from guesswork to growth, you’re in the right place.
References
Me&U. “QR Ordering & Customer Loyalty.” meandu.com. https://www.meandu.com/us/serve/order-pay
B2B Reviews. “POS System Statistics and Trends in 2024.” B2BReviews.com. https://www.b2breviews.com/pos-statistics
Menusifu. “5 Benefits of Cloud-Based POS Systems.” Menusifu. https://www.menusifu.com/bolg-en/cloud-pos-system-benefits
The Restaurant HQ. “Food Waste Statistics 2024.” therestauranthq.com. https://www.therestauranthq.com/trends/restaurant-food-waste-statistics
Lavu. “How Real-Time Inventory Reduces Food Waste.” Lavu.com. https://lavu.com/how-real-time-inventory-reduces-food-waste
TimeForge. “Shift Work Scheduling Made Easy.” timeforge.com. https://timeforge.com/helpful-resources/shift-work-scheduling-made-easy
Nowsta. “How Automating Employee Scheduling Improves Performance.” Nowsta.com. https://www.nowsta.com/blog/how-automating-employee-scheduling-improves-performance
Software Path. “Accounting Software Statistics & Trends.” softwarepath.com. https://softwarepath.com/guides/accounting-statistics
RecordMe.ai. “Eliminating Errors and Improving Accuracy with Automated Bookkeeping.” RecordMe.ai. https://recordme.ai/accounting/eliminating-errors-and-improving-accuracy-with-automated-bookkeeping-processes
Sunday App. “The Importance of QR Code Ordering in the Digital Transformation of Restaurants.” sundayapp.com. https://sundayapp.com/the-importance-of-qr-code-ordering-in-the-digital-transformation-of-restaurants