Restaurant POS pricing depends on more than the number shown on a pricing page. Your written quote may combine a software plan, card processing, hardware, contract terms and optional modules. This guide gives you a way to compare those parts without treating an estimate as a universal price.
Quick answer
Compare each proposal using the same four lines:
- Software: the recurring plan and any per-terminal or per-location charge.
- Processing: the percentage and per-transaction fee applied to your expected card sales.
- Hardware: terminals, printers, tablets and kitchen displays, shown as an upfront cost or a clearly stated payment plan.
- Add-ons: online ordering, loyalty, payroll, labor, inventory and support modules.
Ask the provider to identify which items are published prices and which are custom quoted. Pricing changes by country, plan, processor, hardware bundle and contract, so a comparison without that context can mislead you.
What to request from each provider
Send every provider the same short brief: your country, number of locations, number of terminals, estimated monthly card sales, average transaction count, ordering channels and the features you need. Ask for a written quote that shows:
- recurring software and per-terminal charges;
- processing rate, per-transaction fee and any card-type differences;
- hardware price, warranty and payment terms;
- setup, training, delivery and replacement fees;
- online ordering, loyalty, payroll, labor and inventory add-ons;
- contract length, renewal terms and early-termination charges;
- support hours and the process for a service outage.
Keep the quote date and country with your notes. A US quote should not be presented as the cost for a restaurant in the UK, Europe or Australia.
Toast, Square, Clover and Lightspeed: what to compare
Toast
Toast is a full restaurant POS ecosystem. Compare the plan, number of terminals, hardware bundle, payment rate and any ordering, loyalty, payroll or inventory modules separately. Confirm the contract term and termination language in the written proposal. See Toast’s current pricing information before making a decision.
Square for Restaurants
Square offers restaurant plans alongside Square Payments and hardware. Ask which features are included in the plan you are considering and which require another subscription. Confirm the processing rate for your location and card mix. See Square’s current restaurant pricing and record the date you checked it.
Clover
Clover is sold through merchant-services providers, so the same hardware can be paired with different contracts and processing terms. Treat the reseller, processing schedule and cancellation language as part of the product decision. Ask who owns the processing relationship and what happens if you change providers. Start with Clover’s current product information.
Lightspeed Restaurant
Lightspeed proposals can combine a location plan, hardware, payments and optional modules. Confirm whether you must use Lightspeed Payments or can bring another processor in your country and plan. Check the contract and add-on terms in writing. See Lightspeed Restaurant’s current pricing information.
A reproducible comparison example
The following is a fictional worksheet example, not a provider quote. It uses a US restaurant with one location, two terminals, $30,000 in monthly card sales and 1,500 card transactions. Hardware is shown over 24 months only to make the scenarios comparable.
| Cost line | Proposal A | Proposal B |
|---|---|---|
| Software and terminal fees | $150 | $75 |
| Processing percentage | 2.6% × $30,000 = $780 | 2.9% × $30,000 = $870 |
| Per-transaction fees | $0.10 × 1,500 = $150 | $0.15 × 1,500 = $225 |
| Hardware amortization | $50 | $35 |
| Add-ons | $80 | $0 |
| Estimated monthly total | $1,210 | $1,205 |
The totals are close even though the line items differ. Recalculate the table with your own sales and transaction count. Do not compare a provider’s software fee with another provider’s full payment bill.
Questions that prevent expensive surprises
- Is the processing rate fixed, qualified, blended or subject to change?
- Are debit, rewards and card-not-present transactions priced differently?
- Is the plan charged per location, terminal, register or employee?
- What happens to hardware if you cancel?
- Are online ordering and delivery features included or separate?
- Are support, training and replacement equipment included?
- What is the renewal term and notice period?
- Are there monthly minimums, PCI fees, batch fees or chargeback fees?
Where TableAI fits
Choose a full POS when you need payment processing, order routing, receipts, kitchen displays or integrated service tools. TableAI records daily sales totals, stock updates and attendance through WhatsApp while you keep your existing transaction tools.
If you are still deciding what to measure each day, use the free daily sales report, inventory count sheet or break-even calculator before signing a complex package. TableAI is free during early access; planned paid pricing is US$29–49 per month, with final plans still to be confirmed.
Bottom line
There is no universal cheapest restaurant POS. The right comparison uses your country, card volume, transaction count, hardware, required modules and contract terms. Get written quotes, separate processing from software, reproduce the arithmetic and check the vendor’s current terms before signing.