How to Set Up an Online Ordering System: Your Complete Guide

In today’s world, customers expect digital convenience. If your restaurant doesn’t offer online ordering, they’ll move on to one that does. 

And just like that, you’ve lost the sale.

So what can you do? Definitely research and know how to set up an online ordering system. 

But I know these are the exact questions you will be asking in the very next step: 

“Do I need an ordering app?”

“How much will this cost me?”

“Will I need a whole new team just to manage it?”

“Which solution should I go for?”

The internet is full of tools, but that only makes it more confusing. 

That’s why this blog exists.

In this blog, I will walk you through the step-by-step guide on setting up an online ordering system, along with suggestions for the best software out there that you can use. 

Ready? Let’s dive in! 

Key Takeaways

From this blog, you will get a detailed idea of: 

✅Online ordering system and the benefits of having it 

✅How to set up an online ordering system for your restaurant

✅The mistakes you should avoid while setting up 

✅The top online order management software that you should consider 

How Can I Set Up an Online Ordering System for My Business?

Let me give you the bird’s-eye view first, then we’ll dive deep into each step.

Here’s your roadmap:

• Pick a system: Decide between a custom-built solution or an all-in-one platform that lets you get started without any hassle. 
• Add your menu and pricing: Upload your dishes, descriptions, and prices in a way that’s easy for customers to browse.
• Enable mobile and desktop access: Make sure your system works seamlessly on both smartphones and computers.
• Set up payments and delivery options: Integrate secure payment gateways and choose whether you’ll handle deliveries yourself or partner with third-party services.
• Test everything before launch: Run a few trial orders to ensure there are no glitches, because nothing frustrates customers more than a broken system.

Now you know the basics, and knowing the basic steps is great, but skipping the details can lead to costly mistakes. 

In the next sections, we’ll break each step down further, explore why they matter, and share tips to help you set up a system that not only works but also grows your online presence. By the end, you’ll feel confident about building an online ordering system that fits your needs and your budget.

So if you don’t want to miss any of those details, keep scrolling. 

What is an Online Ordering System?

First things first – you should have a clear idea about what you’re actually setting up.

An online ordering system lets your customers place orders through a restaurant website, app, or QR code instead of calling or walking in. They can see your menu, pick what they want, pay online (or choose cash), and even get updates about their order.

Sounds simple, right? That’s the goal.

But behind that smooth experience, the system handles a lot. It sends the order to your kitchen, notifies the delivery team (if you have one), and keeps track of payments, order times, and customer data.

Importance of Online Ordering Systems

People are busy. They scroll menus on their phones and order with a tap. If your restaurant isn’t online, you’re missing out. 

Here’s what happens when you go online:

Expand Your Reach

Not everyone wants to call in an order or wait in line. Online ordering lets you reach more customers, it might be people at home, at work, or scrolling late at night. The easier you make it to order, the more people will do it.

Customers Spend More Money Per Order

When people order online, they tend to spend more. On average, online orders are 30% higher than dine-in or phone orders. Why? Online systems make ordering and adding extras like drinks, desserts, or sides easy. 

So, is there any good reason to miss this chance? 

Fewer Mistakes, Happy Guests 

No more “Did you say pepperoni or sausage?” Customers type exactly what they want. Your kitchen gets clear, readable orders every time.

Fewer errors mean less waste, faster service, and happier customers. This ultimately leads to a more positive dining experience.

And on top of that, a happy guest is likely to return and recommend your place to others. At the end of the day, you’re the winner from every angle. 

Stay Ahead of the Competition

Over 80% of restaurants now offer online ordering because customers expect it. If you don’t, you risk losing business to competitors who do.

Here’s a fact:

In Australia, 93% of people ordered food online for pickup at least once in the past month.

By offering online ordering, you meet customer demand and stay ahead of the competition.

Optimize Operations and Save Time

Online ordering doesn’t just benefit customers; it helps your team, too. Orders flow directly into your kitchen system, cutting down on manual entry and miscommunication. Everything runs smoother, faster, and more efficiently.

For example, staff don’t need to write down orders or double-check details. The system does it for them. This frees up time for your team to focus on delivering great service.

You Get Better Customer Data

Online ordering gives you a goldmine of information about your customers. You’ll know who your best customers are, what they order most, and even their preferences. This data helps you plan menus, run targeted marketing campaigns, and build stronger relationships with your customers.

Keep More of Your Profits

Third-party delivery apps take a big chunk of your earnings, anywhere from 15–30% per order. But if you want to plan to set up your own online ordering system, you keep all that money.

What Types of Ordering Systems Can You Choose From?

Not all restaurant online ordering systems are the same, and that’s actually a good thing.

Depending on how your restaurant runs, you might want something simple and free. Or maybe you’re ready for a more advanced setup that handles everything in one place.

When it comes to online ordering, you’ve got three main options. Each has its pros and cons, so let’s break them down in a way that’s easy to understand.

Restaurant Management Platforms

These platforms are an all-in-one toolkit for running your restaurant. They offer features like order management, inventory tracking, employee scheduling, table reservations, promotions, recipe costing, reporting, multi-branch management, and more. 

Advantages: Smooth operations, reasonable cost, and having everything connected in one place, no need to set up from scratch, already tested and ready to get started without hassle. 

Disadvantages: Hard to make tiny design tweaks. 

Custom-Built Systems

In this case, you hire developers to build a system for your restaurant from scratch. If you go for custom-built solutions, you have full control over the system. 

Advantages: Fulfill all your unique needs, keep all profits, full control over features, branding, and functionality. 

Disadvantages: Costs more upfront and takes longer to set up.

Third-Party Platforms

This is considered the easiest way to start. Have you heard of apps like Uber Eats, DoorDash, or Grubhub? These are examples of third-party online ordering platforms.

Advantages: No need to build anything. You just sign up and start selling.

Disadvantages: They take a cut of every sale (usually 15–30% ). Plus, you don’t own the customer relationship; they do. These platforms are great if you’re just starting out, but remember: they’re not free.

Step by Step Guide to Setting Up an Online Ordering System for Your Restaurant

Alright, let’s get into the real work. I’m going to walk you through each step to create an online ordering system for your small business – 

Step 1: Choose Your Platform

The first step is picking the right platform for your restaurant. Get it wrong and you’ll be switching platforms six months later, losing time and money.

While deciding, you can ask yourself these questions – 

• How much control do I want over my brand and customer data?
• What’s my budget?
• Do I need advanced features like inventory tracking or multi-branch management?

Your choice here will shape everything else, so take your time to decide.

Once you’ve got your answers, look for a platform that checks these boxes. These features will help customers to place orders easily and shape their ordering experience:

Must-Have Features of an Online Ordering System

Step 2: Set Up Your Digital Menu

Your menu is the heart of your online ordering system. Make sure it’s clear, easy to navigate, and visually appealing.

Pro tips for your online menu:  

Take Photos That Actually Sell

No need for a full studio setup. Just use natural light near a window.

Write Descriptions That Work

A plain title won’t do. Be specific without sounding like a food critic.

Let me show you an example: 

Bad: Chicken Sandwich

Good: Grilled chicken breast, crispy bacon, lettuce, tomato & garlic aioli on toasted brioche

What to include:

Cooking method: grilled, roasted, crispy

Key ingredients: sauces, toppings

Style: toasted, creamy, smoky

Pro tip: Keep it short. Be clear. Skip the fluff.

Price It Smart

Today’s consumers can swiftly evaluate prices online. If your online rates are notably higher than in-store prices, you should clarify any added costs, such as delivery fees or convenience. If not, it’s wise to keep pricing synchronized across both options.

Organize Your Menu Logically

Start with your best sellers. Put profitable items first in each category. Use clear sections like:

Add the Important Stuff

Make it easy for customers to choose safely:

• Mark dietary options: Vegetarian, vegan, gluten-free.
• Include allergen warnings: “Contains nuts,” “Gluten-free crust available.”
• Note spice levels: Mild, medium, hot.

Add a QR Code Menu for Easy Access

If you want to make your online ordering system even more convenient, consider adding a QR code menu.

A QR code menu is perfect for dine-in or takeout. Just place printed QR codes on your tables, flyers, or windows. When customers scan the code, they’re taken straight to your menu. No downloads or sign-ups are required. 

It keeps things fast, contact-free, and modern. The best part is that you can generate it for free using one of the top QR code menu generators. 

Here’s an easy to follow tutorial that helps you set up your QR menu code for free : 

Step 3: Set Your Delivery Zones

If you’re offering food delivery, you’ll need to define your delivery zones. Decide how far you’re willing to deliver and whether you’ll charge extra for farther locations.

You can draw zones on a map, limit by distance, or offer pickup only. The goal is to avoid confusion and disappointed customers.

Step 4: Configure Order Settings

This part might sound boring, but you’re setting rules here. 

Below, I have listed a few of the steps that you can follow to make it easy:

Set Your Kitchen Hours 

Let’s say your restaurant closes at 10 PM.

If your system doesn’t know that, someone could place an order at 10:15 while your staff is already cleaning up.

✅ What to do:

Set clear ordering hours, with a buffer if needed. For example, allow customers to order online only until 9:45 PM.

Add Order Limits When Needed

Short-staffed?

Expecting a weekend crowd?

You don’t need your kitchen buried in tickets.

✅ What to do:

Add a limit to how many orders you’ll take in a set time. It protects your team and your quality.

Let Customers Choose Delivery Time

Customers love options. Some want their food delivered ASAP, while others prefer scheduling ahead (like for a party or meeting). Give them both choices:

ASAP: Perfect for cravings or last-minute orders.

Scheduled Delivery: Great for planning ahead.

✅ What to do:

Turn on scheduling so people can choose a pickup or delivery time that works for them (and for you).

Set Preparation Times

Every dish takes time to prepare. 

Do you need 15 minutes to make a burger? Or 30 for a lasagna?

– Decide on all these small details first. 

✅ What to do:

Set realistic prep times per category or item. The system will automatically block out unrealistic delivery windows.

Step 5: Set Up Payments and Delivery

Now you’re getting to the good stuff – getting paid! 

For this to be convenient for you and your customer, add multiple payment options: 

• Debit/credit cards
• Mobile wallets like Apple Pay or Google Pay
• Cash on delivery (if you’re okay with that)

Then decide how you’ll deliver:

• Use your own staff for full control
• Or link a third-party app for wider reach

Step 6: Test Everything

This is where you catch problems before customers do. For testing, you will have to think from your customers’ perspectives. Pretend you’re someone who’s never seen your menu before.

Try placing an order. Is anything confusing? Slow to load? Missing?

Take notes of the steps below if you don’t want to miss any of the issues: 

• Place real test orders
• Check the mobile display
• Test during busy times
• Try the customer experience

Step 7: Go Live and Promote

You’re ready. Now it’s time to tell people about it. 

Put a QR code on your tables, takeout bags, and flyers. Post your menu link on WhatsApp, Instagram, Facebook, wherever your regulars hang out. A small launch offer, like 10% off their first online order, can also give people that extra push to try it out. Think of it like opening a second front door to your restaurant.

Step 8: Train Your Team

You’ve put in all this work, don’t skip the final piece of the puzzle. Your team needs to know how to handle online orders like pros. Show them how to check for incoming orders, respond quickly, and manage the process smoothly.

It’s also important to prepare them for hiccups. What happens if an order gets delayed or a customer has a question? Walk them through the steps to handle these situations calmly and efficiently.

Remember, your team is the backbone of this system. When they’re ready, your customers will feel it too.

Common Mistakes to Avoid While Setting Up Your Online Ordering System 

Let me save you the headache before it costs you thousands of dollars and months of frustration. You don’t have to make the same mistakes to learn the lessons when you can avoid them in the first place. 

Mistake 1: Skipping Testing Before Launch

This is the big one. Many restaurants go live without testing anything properly. To avoid this issue, place a test order using every payment method of your system. Also, you can test it by ordering during busy hours. Make sure your kitchen gets the order details clearly, and double-check the payment process without errors.

Mistake 2: Not Promoting Your System Enough

You’d be surprised how many restaurants assume customers will just “find” their online ordering system on their own. Actually, they won’t.

If you want people to use it, you have to tell them about it. Add QR codes to your tables and packaging. Post about it on social media. Offer a discount for first-time users to encourage them to give it a try.

Mistake 3: Offering a Bad Mobile Experience

Most people use their phones to order food. If your system doesn’t work well on mobile, you’re losing customers before they even start. 

Make sure your menu is easy to browse on a small screen. Buttons should be big enough to tap without frustration, and pages should load quickly. 

Test it yourself, try placing an order on your phone. Does it feel smooth and intuitive? If not, fix it.

Best Online Order Management Software for Small Restaurants

If you search the internet for order management software, you will get plenty of options. But it’s also another added task to find out the best of the best ones, research each of their features, and compare prices to ultimately know which one fits your restaurant business. 

To help you cut through the noise, I’ve narrowed down the top online order management tools that small restaurants love. Each has its own strengths, and I’ll show you exactly what makes them stand out.

Toast 

Toast is a cloud-based service that provides a POS system with integrated online ordering for restaurants, whether they are small independent restaurants or multi-location businesses. 

Key Features:

• Online ordering for pickup, delivery, and catering
• Menu and inventory management (real-time ingredient tracking)
• Tableside order management and mobile payments
• Reporting and analytics (sales, labor, inventory)
• Customer engagement (loyalty, marketing, guest profiles)
• Delivery management (route optimization, driver tracking)

Pricing:

Starter Kit: $0/month (limited features, ideal for small/new restaurants)

Custom Quote: Based on your needs (Toast builds a plan with only the features you choose.)

UpMenu

UpMenu is a commission-free, cloud-based online ordering and restaurant management system that enables restaurants to accept direct orders from their own website, branded mobile app, or even at the table. 

Key Features:

• Create, update, and customize digital menus
• Manage in-house delivery or connect to third-party delivery services
• Built-in loyalty programs (points, stamps)
• 40+ ready-to-use, customizable website templates

Pricing: 

Basic Plan: $49/month

Standard Plan: $89/month 

Premium Plan: $169/month 

GloriaFood

GloriaFood provides a free online ordering system for restaurants. This allows restaurants to take orders through their website, Facebook, and a mobile app. They also have premium features available for a fee, like online payments and custom mobile apps.

Key Features:

• Free online ordering widget for websites and Facebook pages
• Unlimited orders, no commissions
• Menu setup and real-time updates
• Table reservations and pre-orders
• Order notifications (mobile app and email)

Pricing: 

Core system: Free

Also, there are optional paid services like online payments add on, branded mobile app, etc. 

TouchBistro

TouchBistro is a cloud-based POS and restaurant management system with integrated online ordering, designed for small and medium-sized food businesses.

Key Features:

• Online ordering for pickup and delivery
• POS with tableside ordering and bill splitting
• Menu and inventory management
• Customer relationship management (CRM), loyalty, and marketing tools
• Reporting and analytics
• Integrations with delivery platforms and accounting software

Pricing:

POS license: Starts at $69/month 

Square

Square for Restaurants is a flexible POS and online ordering solution for small businesses, known for ease of use, transparent pricing, and quick setup.

Key Features:

• Free online ordering page for pickup and delivery
• Menu management and real-time updates
• Inventory tracking and low-stock alerts
• Table and order management
• Integrated payments (in-person and online)

Pricing:

Free plan: $0/month

Plus: $29+/month 

Premium: $79/month

Bottom Line 

By now, you know how to set up an online ordering system that works for your restaurant. From choosing the right platform to training your team, each step brings you closer to running a smoother, more profitable business. 

The truth is, you don’t have to do it all at once. Start small. Maybe it’s adding a QR code menu or testing out a new software tool. Whatever you choose, take that first step. Progress always beats perfection.

See you in the next blog! 

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