The Best Restaurant POS Systems in Canada

We’ve tested several restaurant POS systems, and can confidently say that the best one is Square’s Restaurant POS. It’s a great POS system for small businesses in Canada looking to scale up, thanks to its free starter software, wide range of stylish hardware and useful bill-splitting tools.

However, Square won’t be the perfect fit for everyone, and if your restaurant has a varied menu and would benefit from stock-based features like ingredient use tracking, Toast will be a better choice – it offers a range of features like this that Square doesn’t.

But what if Toast isn’t the right choice for your business either? With so many competing providers, it can be hard to pin down the right POS system for you, especially since most now offer more than simple inventory and transaction management. To help you make the right choice, we’ve tested over 16 POS systems, and selected five as the best for restaurants. You can read all about them in this article.

1. Square: Best for Scaling Up Your Restaurant Business

Square is the best POS system for scaling up your restaurant business, offering a free starter plan and affordable hardware that you can purchase outright.

Square restaurant POS: Our verdict

Square’s POS software is app-based, and starts at $0 per month, making it an affordable entry-level system for new restaurateurs or small eateries. This low starting price, paired with the advanced features available on its paid plans (starting at $60 per month), and its wide range of hardware make Square an equally great option for small chains.

An example of great features for a low price include the bill splitting functions, available on Square’s free plan. You can split bills by amount, items, or percentage, giving customers the flexibility to pay how they want. Square also has a proprietary KDS system (although you’ll have to pay an extra $20 per month for it) that you can customise and view reports on, easily integrating your front of house with your kitchen for smooth service.

However, Square’s inventory management tools don’t have enough depth to meet the needs of large restaurant chains, or those with complex inventories. It doesn’t come with ingredient tracking, or cost vs profit management for instance, vital for minimising wastage and increasing profits. If those are the tools you need, Lightspeed Restaurant is a better choice.

Is Square Easy to Use?

We found Square’s POS system relatively easy to use when testing it, but we did find setting up the back end a little easier than dealing with the front end.

The main struggle we had was finding and using the floor plan feature, which can’t actually be edited from the POS frontend (it has to be done from the back office), and this means Square won’t be the best option for businesses that want to change their floor plan frequently. Clover lets you edit floorplans from both the back and front end, making it a better choice for establishments with frequent floorplan changes.

One big downside is that Square doesn’t have a training mode, so teaching your staff how to use the system might take more time than it would with another provider. To compensate, there’s a help center that contains a large range of guides, on topics from how to set up the system, to how to create items and modify orders.

Useful Features

On Square’s free POS plan, you’ll be able to manage orders, do the basics – such as set up your menu and table plan – from both the front and back end, and track which items have run out. You can also create an online ordering website for free, and accept payments through it. This is great for establishments looking to increase their sales, allowing you to serve more customers than your restaurant seats.

Square’s paid plans, the $60 per month Plus plan will give you access to more advanced features. These include floor plan customisation, advanced staff management tools, and the ability to reopen closed bills to make amendments. All these tools can help growing businesses better manage their day to day operations, creating a seamless experience for customers.

We should note that Square doesn’t allow for full table plan customisation. You’re not able to edit colours, or labels, all features available with Lightspeed. This customisations

You’ll also get access to in-depth reporting tools, such as live sales tracking, and reports divided up by section (bar, dining room, and so on) or time of day (for example, lunch vs dinner service). With these tools, you’ll be able to pinpoint what times, and which sections of your restaurant are the most profitable and direct your energy towards them.

Hardware Offering

Square’s POS system is app-based and compatible with both Apple and Android tablets (although these are not provided by Square). You can also access its system on you desktop, or through one if its terminals.

The equipment Square provides is pretty modern-looking, which is a plus if aesthetics are important to your business. Available hardware includes:

• Register ($899): A standing register with a staff screen and customer-facing touchscreen terminal
• Card machines (from $69): Most can accept contactless, chip and PIN, and mobile payments
• Tablet stand ($249): Doubles as a contactless and chip and PIN card reader (tablet not included)
• KDS ($20/month): a 15.6-inch or 21.5-inch touchscreen

Also available through Square are POS kits that include registers or tablet stands with cash drawers and receipt printers (prices range from $879 to $2,179).

We tested Square’s portable card machine, the Square Terminal, and found it easy to use. You can access Square’s POS software directly from it, easily adding items to orders. However, we do think that design-wise, it’s slightly too wide to be comfortably held by people with small hands, which isn’t ideal for table service. Clover’s equivalent, the Clover Flex, is better in that regards.

2. Toast: Best for Established Restaurants with Complex Operations

Toast is the best POS system for established restaurants with complex operations, whose owners are looking to optimise efficiency with advanced inventory tracking tools.

Toast POS: Our verdict

Toast offers a large array of inventory and profit management tools, as well as some neat customer engagement features, which are most suited to restaurants that are well-established and have multiple locations.

For example, you’ll be able to create different menus for different times of day (a feature missing from rival Clover), and create menu item variations, allowing you to cater to fussy customers.

One thing we don’t like, however, is that a lot of Toast’s marketing and advanced profit and inventory management tools come as add-ons, meaning you’ll have to pay extra for them. How much exactly isn’t something Toast advertises, which does raise some eyebrows. This isn’t the case for most rivals, including Lightspeed and Clover.

Is Toast Easy to Use?

Toast is easy to use. We found the back end particularly intuitive and easy to navigate, and the setup tutorial offered a clear step-by-step guide that helped us find our way around the platform.

The only task we struggle with a little was setting up a discount on an order, which is something we had trouble with on a lot of other POS platforms we tested. In this case, we found Toast’s wording a little confusing, since you have to click on an “update” button to find the discount button. Lightspeed and Square both clearly label this option on the checkout screen.

Another aspect we like is that Toast’s customer service line is open 24/7, 365 days a year (that’s right, even on holidays) – this includes a phone line and a web messaging service.

Useful Features

At its most basic, Toast’s POS system comes with table and order management features and reporting tools, such as report by item, employee, or discounts and promotions.

However, the platform really shines when it comes to its add-on features, although unfortunately most of these come at an extra cost. Features you can add to your Toast POS system include in-depth inventory management, which includes food and recipe cost management, as well as low stock alerts. These are vital features for ensuring you don’t disapoint customers by running out of menu items.

You can also take your restaurant online with online and mobile ordering, Toast’s delivery services and takeout app, and a host of integrations with third-party delivery apps. These are essential features for casual dining restaurants looking to increase sales by reaching a larger number of customers.

But again, Toast doesn’t tell you how much these extras cost. Providers such as Square are much more transparent about how much each add-on will cost per month. So, if clear pricing is what you need, Square should be your go-to.

Hardware Offering

Most of Toast’s hardware is matte black, creating a discreet, unflashy look. Its Starter Plan includes either a terminal or a handheld POS kit, while its Essentials plan includes both, plus a KDS.

The core pieces of restaurant POS equipment available through Toast are:

• Toast Flex: A terminal with a 14-inch touchscreen that can accept all payment types, thanks to its built-in card reader
• Toast Flex for Guest: A 14-inch terminal with an 8-inch touchscreen customer-facing display, that can either be attached to the terminal, or mounted separately
• Card readers: A black compact card reader that connects to the terminal and accepts swipe, dip, or tap payments
• Toast Go 2: a handheld POS system that’s waterproof and lets you take tableside orders
• KDS: A 22-inch touchscreen that can be mounted on the wall, can withstand high temperatures, and can aggregate orders from multiple channels

Toast also has POS accessories, such as receipt and kitchen printers, scales, and cash drawers.

We tested the Toast Flex, Toast’s countertop terminal. It was overall a good experience, the screen is bright and responsive, and at a good height for countertop use.

3. SpotOn: Best for Simplifying Staff Scheduling and Communication

SpotOn is a great POS system for simplifying staff scheduling and streamlining communication. It’s designed specifically for restaurants, and has a proprietary “Teamwork” app that handles shift management and cost projections.

SpotOn POS: Our verdict

SpotOn’s Teamwork app includes in this is full tip management, such as tip sharing, and tip reports, features not offered by established providers Clover and Lightspeed. With most hospitality workers relying on tips to boost theur income, and the trend of more customers paying by card, having these tools in your kit is a great way to keep your staff happpy by ensuring they’re compensated fairly.

It’s well-suited to new restaurants on a budget, since its starting plan is free, and includes a terminal, customer display, stand, receipt printer and cash drawer. All you’ll have to pay is the 2.89% + 25¢ USD card processing fee, which goes down to 1.99% + 25¢ USD once you upgrade to one of SpotOn’s paid plans. That’s a better deal than even Square, which charges upfront fees for its hardware, even if it has a free version of its POS software.

However, SpotOn doesn’t offer as wide a range of POS hardware and accessories as competitors, so if you want all your equipment bases covered, you’re better off with a provider like Clover or Square.

Is SpotOn Easy to Use?

During testing, we found SpotOn to be the one of most intuitive POS systems to navigate.

However, the back end was easier to use than the front end, mainly because the front end required a few extra clicks to add items to order compared to how quickly we could do this using other POS systems like Lightspeed.

We also didn’t like the floor plan functionality, since it’s not drag and drop. To change the size of the tables you have to click a bar chart button rather than drag them to make them bigger, something restaurants with large floor plans might want to consider.

SpotOn also has a comprehensive help center with guides to all its hardware and software, and there’s a 24/7 phone line you can call if you run into trouble.

Useful Features

SpotOn’s POS system comes with the basic features necessary for restaurants, including menu and table plan management, payment processing, and reporting tools. Its menu and table management functions are on par with big guns like Clover, allowing for full table plan customisation, and separate menus and items variations.

Where the system really shines is with its staff management tools. It’s got automatic tip sharing, labor vs revenue assessments, and centralised payroll administration. These types of features aren’t part of most POS systems, and allow for better oversight of expenses and revenue across your business. Unfortunately, these features aren’t all available on the free plan, but all of SpotOn’s features can be added as add-ons (for a fee) to any plan.

On the customer side, SpotOn has a customisable customer facing screen, and optional marketing tools, such as email marketing, discount code and gift card creation, and a loyalty plan builder. It’s on par with Lightspeed and Square when it comes to customer engagement tools.

The software also has an automatic offline functionality, which means none of your data will be lost if your connection is, and you can keep serving customers, so you don’t lose out on business.

Hardware Offering

Hardware is included on all of SpotOn’s plans, even its free tier. Here’s what you can expect to get in your package:

• Station POS ($850 USD): a black, 15.6 inch countertop terminal with a touchscreen and built-in customer display screen that can take tap, dip, or swipe payments
• Counter POS ($750 USD): a white 10.1 inch countertop terminal, with an optional customer display screen/card reader, or clip on card reader
• Handheld: a handheld mini POS device that doubles as a card reader (tap or dip) for tableside service

However, there are virtually zero accessories, like printers, cash drawers, or scales available with SpotOn. For those, you’ll need third party equipment. If you want a provider with a full range of proprietary POS hardware and accessories, Clover is your best bet.

4. Clover: Best for Professional Restaurant Hardware

Clover is the best POS system for professional restaurant hardware, offering a large range of attractive terminals and acessories.

Clover POS: Our verdict

Clover’s hardware collection ranges from countertop terminals complete with screens (no need to purchase your tablets separately), to handheld devices that sync with the main EPOS system, and allow you access to all features, from order management to reporting. The former are a great option for restaurants that do table service, since Clover’s handheld device is lightweight, and fits comfortable in your hand.

Clover’s also a great choice for counter service restaurants. We particularly liked Clover’s customer display screens when we tested them: they’re bright and very reactive to touch, making it easy for customers to use them. Another standout is Clover’s fingerprint login function, making it quicker for staff to access the interface and serve customers.

However, Clover no longer displays its pricing in Canada, instead offering custom packages. This can understandably put some businesses off, since it can be hard to tell if it’s in your budget. Clover still advertises pricing for the US market, and based of that, we can tell you it’s on the expensive side. If you’re a budding restaurateur, you might be better off with cheaper options like Square or SpotOn, both of which have free plans.

Is Clover Easy to Use?

We found Clover much easier to use than the other POS systems we tested – with the exception of Toast – because the layout of the front and back end is very straightforward. Everything is nicely spaced out, avoiding clutter, and Clover makes use of different colours to visually separate items from each other.

There were just a few issues with unclear signposting around where the table plan could be edited, and a lack of confirmation messages when orders where sent to the KDS.

However, Clover doesn’t have a training mode, and its support center doesn’t have as large a library of guides as competitors’, such as Square’s.

Useful Features

Clover’s POS system includes all the basics and more. You can create custom table plans that perfectly match your restaurant’s layout, create customised orders for guests, and even transfer orders from one table to another if customers switch seats. This is great for busy restaurants where customers might get drinks at the bar before being seated, or ones that need to adapt to large parties.

You’ll also be able to see the status of each table in real-time, track and transfer bar tabs, send orders straight to the kitchen, split bills, manage staff, take bookings, and track your sales. This is a very complete set of tools that can help you avoid mistakes when taking orders and processing bills.

We will say, however, that Clover’s KDS system is a little lacking. It does provide the hardware, but the software is through a third-party app, and it doesn’t provide kitchen reports. Alternatives with native KDS systemes are Toast and Lightspeed.

Speaking of integrations, there’s also a Clover app store, where you can find a variety of marketing and reporting tools to integrate into your POS system, allowing you to fill in the gaps in Clover’s tool kit.

Hardware Offering

Clover has a variety of payment plans, most of which include a software account and a set of hardware, with hardware options varying by plan. All of Clover’s equipment has a sleek modern design, with white frames and silver finishes.

Here’s what’s available with Clover:

• Station Duo: A terminal with a 14 inch staff touchscreen, customer screen (complete with swipe, dip, or tap reader), cash drawer, and receipt printer
• Station Solo: Same as above, minus the customer-facing screen and card reader functionality
• Mini: A small terminal with an 8 inch touchscreen, that can also take dip or tap payments
• Clover Flex: A handheld device that connects to both wifi and 4G, and doubles as a card machine and POS interface, complete with a built-in receipt printer
• KDS: A 14 inch or 24 inch touchscreen

Clover also offers a bunch of restaurant accessories, such as KDS bump bar (to operate KDSs mounted on the wall), stands and wall mounts, scales, kitchen printers, and employee login cards. It offers the widest range of equipment of any provider we researched and tested, helping to earn it the top spot for POS hardware.

5. Lightspeed Restaurant: Best for Increasing Customer Loyalty

Lightspeed Restaurant is the best POS system for restaurants looking to increase customer loyalty, thanks to its range of integrated marketing features.

Lightspeed Restaurant POS: Our verdict

Lightspeed’s customer engagement tools include email and SMS marketing, loyalty programs, and automated marketing. It’s got far more built-in loyalty and marketing features than rival Clover, and these tools can help you create a personnalised relationship with customers and remind them of your business, all of which can entice them to return.

There’s also an optional Order Anywhere feature, which allows you to give your customers more ways to order, such as online, or via a QR code. These tools can expend your customer base, and encourage existing customers to stil leat at your restaurant even when they aren’t able to get a table.

However, because Lightspeed is a tablet-based type of POS system, it can only be operated via iPad, and the company doesn’t sell physical terminals. If you’d prefer a physical terminal, providers like Toast or Clover have got you covered.

Is Lightspeed Restaurant Easy to Use?

Lightspeed Restaurant is generally easy to use. We found the front end slightly more difficult to navigate, and struggle with adding a tip and splitting the bill. This is mainly because we experienced lagging and glitches when using the system, which does raise some concerns.

However, creating and editing menus and table plans in the back end was simple enough.

Lightspeed also has a training mode, which is particularly useful if you have a large team, and its help center contains guides on a range of common topics, such as system setup (for both hardware and software), and how to use features such as table plans and order management.

Useful Features

On top of its marketing and loyalty tools, Lightspeed restaurant also has a robust array of restaurant management features.

You’re able to customise your floor plan, menu, and displays, which is especially useful for customer-facing screens and KDSs. This can help create a unified brand image that’s instantly recognisable to customers.

Other top features include ingredient usage tracking, cost vs profit breakdowns for menu items, and automated resupply orders. These features are missing from Square’s offering, and are part of what makes Lightspeed Restaurant more suitable for large restaurants, since the more your menu grows, the hardware it is to limit wastage and running out of stock.

Lightspeed’s POS system also has an offline function, which means it’ll log data even if you get disconnected from the wifi, and sync everything automatically when connection returns.

Hardware Offering

Lightspeed’s POS software is completely app-based and only works on iPads. You can purchase iPads from Lightspeed, or use your own if you already have them.

Lightspeed doesn’t disclose the price of any of its hardware, which is kind of frustrating if you’re trying to budget.

The KDS and customer display screens are also app-based, and Lightspeed doesn’t offer dedicated hardware for these. This means you’ll need to buy additional tablets, which can really drive up costs if you need to buy tablets for multiple locations.

A lot of restaurants prefer these types of systems because they offer mobility to staff, but if you want dedicated KDS of customer display hardware, you can get them through providers like Clover, Square, or SpotOn.

When it comes to accessories, here’s what Lightspeed can provide your restaurant with:

• iPad stand: A black, Lightspeed-branded stand for the counter
• Cash drawer: Available in sizes large or small, and connects to the iPad stand
• Receipt printers: A variety of Epson models are available (some designs are slightly clunky)
• Card machines: three mobile Verifone models (Verifone e285, Verifone P400, Verifone 400m), including one with a built-in receipt printer, and a Mobile Tap card reader attachment for iPads and iPhones

Costs and Pricing Structures

Consider upfront costs and monthly fees, as well as what’s included in them. Is it software and hardware, or one and not the other? For example, SpotOn offers “free” software and hardware, but its transaction fees are high, and you’ll need to pay extra to access the best features.

Don’t forget to include the added cost of integration and training in your budgeting, and to plan for any projected growth by choosing a system that can accommodate your future needs. Switching systems is expensive, so it’s easier to stick with the same provider in the future if you can.

Software

Make a list of must-have and nice-to-have software features based on your restaurant’s operational model. These could include:

• Inventory management: To help you keep on top of your ingredients and prevent you from running out of something unexpectedly
• Reservation management: To help you book out tables in advance and gather customer data
• Staff management: So you can reward your best employees and identify those that need further training
• Online ordering functionality: So you can offer your food to takeout customers or accept online pre-orders
• Analytics: So you can learn which meals are most popular, which staff members are processing the most transactions, and more
• Customer loyalty programs: So you can offer benefits that entice customers back to your restaurant as repeat visitors

If you prioritise features that help you automate workflows and prevent manual work, you might be able to reduce your labour costs.

Hardware

Think about what pieces of hardware are vital for your restaurant, and how many of them you need – from POS terminals and card machines to receipt printers, kitchen printers, and cash drawers.

Not all providers automatically provide you with portable card machines, for example. They’re sometimes replaced with a tablet or terminal that can take payments. But if you need your staff to do table service, you should choose a provider that includes portable card machines in their packages.

If you have existing hardware, just make sure to find a POS system that’s compatible with your existing equipment. This will save you from having to buy everything new. Most POS providers appreciate that you might be switching to them from another supplier, and that you won’t necessarily want a complete overhaul of all your hardware.

Add-ons and integrations

You should also pay attention to what software or apps your chosen POS system can integrate with. If you already use software, such as accounting software, make sure the POS system you choose has a ready-made integration for it, as this will help you streamline operations.

It’s also a good idea to check what other add-ons or apps are available via a POS system. Some providers offer advanced marketing or reporting features as add-ons, usually for an extra fee – but if these seem particularly valuable to your business they could be worth the extra price.

Customer support

Make sure you check how available the POS provider’s customer support team is, and how easily reachable they are.

A POS provider should have a customer support phone line that’s open on weekdays, at the very least. Live chat support and community forums you can go to in a pinch are a welcome addition.

You should also check the training resources, onboarding support, and post-implementation support terms provided by the POS provider to ensure your team will get the support they need to learn the new system.