How to Choose the Best Mobile App for Managing Restaurant Online Orders: A Step-by-Step Guide

TLDR

Restaurants today function with technology in more ways than ever, and it’s making a noticeable difference in how businesses operate. Yet, many still struggle with selecting the right tools or overlook them entirely. Managing online orders, for instance, can be one of the most time-consuming and complicated tasks for restaurant owners. With so many mobile apps available to streamline this process, it’s easy to feel overwhelmed by the sheer number of options and unsure of which one will truly meet your needs.

Choosing the right mobile ordering app goes beyond handling orders—it’s about ensuring that your restaurant runs efficiently, enhances the guest experience, and integrates seamlessly with your existing systems. In this guide, we’ll break down the key factors to consider when selecting an app that can help improve your operations, increase sales, and elevate customer service. Whether your goal is to reduce wait times, provide better service, or grow your online presence, we’ve got the insights to guide you through the decision-making process.

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Why Mobile Ordering Apps Are Essential for Your Restaurant

As the F&B industry has evolved so much, mobile ordering apps are no longer a luxury—they are a necessity. The benefits of adopting a mobile ordering system are countless, ranging from enhanced customer experience to streamlined operations. Here are just a few of the reasons why mobile ordering is crucial to offer unreasonable hospitality:

1. Increased Order Volume and Sales

Mobile apps can help drive more orders, especially during peak hours or busy seasons. With more customers turning to mobile for convenience, offering an easy-to-use online ordering option can increase your order volume without increasing labor costs. 

2. Enhanced Customer Experience

Today’s consumers expect speed and convenience. Mobile ordering app with easy navigation provides a seamless experience that allows customers to place orders quickly, with customized options that improve their overall dining experience. Additionally, mobile apps can help reduce human errors, ensuring that orders are accurate and customers are satisfied.

3. Operational Efficiency

Mobile apps automate much of the ordering process, which reduces the likelihood of mistakes and streamlines order flow. By integrating the app with Square, you can eliminate manual input, speed up order processing, and improve kitchen efficiency. This allows your staff to focus on providing better service rather than spending time on administrative tasks.

Take a moment to think about your own business’s needs—whether you run a quick-service café or a large coffee shop, the right mobile ordering app can transform the way you serve your customers.

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Key Considerations When Choosing a Mobile Ordering App

Choosing the right mobile ordering app for your restaurant depends on several factors. The perfect app for one restaurant might not be the best fit for another. To ensure you pick an app that aligns with your unique needs, here are the most important factors to consider:

1. Restaurant Size and Type

Your restaurant's size and business model will determine the complexity and cost of the app you need. Whether you're running a small café or managing a large chain of locations, understanding your specific requirements is crucial.

• Small to Mid-Sized Restaurants: If you run a smaller restaurant or café, a simple, affordable app with core features like order management and menu customization may be all you need. These apps can handle the basic functions needed to take online orders efficiently, without overwhelming your staff or your budget.
• Larger Restaurants or Chains: Larger establishments or restaurant chains often require apps with more advanced features. These might include support for multiple locations, detailed customer insights, or the ability to customize branding. If your restaurant offers both dine-in and takeout services, look for an app that allows for seamless integration of these different service types.

2. Customer Base and Ordering Habits

Not all customers are the same, and understanding their behavior is key to choosing the best app. Different types of restaurants have different customer needs, so it’s important to select an app that caters to your audience.

• Quick-Service Restaurants (QSRs): For fast-casual or quick-service restaurants, speed is everything. Your customers will appreciate a simple and efficient mobile ordering experience where they can quickly place an order, customize it to their liking, and pay—all within a few taps.
• Large Coffee Shops: For large coffee shops, an app should support high volumes of orders and keep things running smoothly during busy hours. Your customers may need the ability to place orders ahead of time, customize their drinks, and choose from a variety of add-ons or special requests. The app should be user-friendly, fast, and enable quick pickup or delivery options, ensuring customers don’t have to wait long for their caffeine fix.

3. Integration with Your POS System

One of the most crucial considerations when choosing a mobile ordering app is how well it integrates with your Point of Sale (POS) system. A seamless integration ensures that your restaurant can run smoothly without having to manually enter orders, manage payments, or update your menu.

Square POS Integration: Square’s compatibility with various restaurant apps makes it an excellent choice for businesses looking for a reliable POS system. When integrated with a mobile ordering app, Square allows for instant order processing, accurate payment handling, KDS, instant ticket printing, and synchronized menu updates—all of which save you time and reduce the risk of human error.

Key Benefits of POS Integration:

• Automated Order Processing: Orders placed through the app are sent directly to the kitchen, eliminating the need for staff to manually enter them.
• Accurate Payments: Payments made via the app are automatically processed through Square, reducing the chance of errors and streamlining transactions.
• Menu Synchronization: Any changes made to the menu in Square will instantly be reflected on the mobile app, ensuring customers see up-to-date options every time.

If your POS system is Square, it’s worth looking for apps that offer easy, seamless integration with the platform to ensure you don’t run into any issues down the line.

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Evaluating Key Features of Restaurant Mobile Apps

Once you’ve narrowed down your options, it’s time to dig deeper into the specific features each app offers. To make sure you’re selecting an app that provides the most value to your restaurant, here are the must-have features to look for:

1. Online Ordering

The app’s online ordering system should be intuitive and user-friendly. A clean interface that allows customers to browse menus, add items to their cart, and check out with minimal effort is key to maintaining customer satisfaction.

• Customization Options: Customers should be able to customize their orders easily (e.g., adding extra toppings, removing ingredients, or adjusting portion sizes).
• Multiple Order Types: The app should support different order types, including delivery, pickup, and dine-in, so that it can accommodate all your restaurant’s needs.

2. Payment Gateway Integration

Payment processing is at the heart of any mobile ordering system, and providing secure, easy-to-use options is key. Apple Pay and store credit are advanced features that not only offer a smooth, secure checkout but also help drive repeat business.

• Apple Pay: Apple Pay is a fast, secure payment option that lets customers pay with just a touch or glance. It provides top-tier security by using tokenization, ensuring that sensitive payment details are never shared.
• Store Credit: Offering store credit as part of a loyalty program or promotional tool encourages repeat purchases. Customers are more likely to return to redeem their credit, driving customer retention and increasing sales over time. 

Per Diem integrates both Apple Pay and store credit, making payments simpler, more secure, and encouraging repeat visits, all while streamlining your restaurant’s operations.

3. Customer Loyalty Programs

Building a loyal customer base is crucial for the long-term success of your restaurant. Many mobile ordering apps offer loyalty program features that reward repeat customers with discounts, freebies, or exclusive promotions.

• Loyalty Program Integration with Square POS: Apps like Per Diem allow restaurants to integrate loyalty programs directly with Square POS, making it easy to track customer points, reward them automatically, and increase repeat business.

4. Custom Menu Management

The ability to update your menu in real time is a must for any restaurant app. Whether it’s changing prices, adding new items, or updating availability, the app should allow you to make these updates quickly and efficiently.

• Real-Time Updates: Customers will see the latest version of your menu, reducing confusion and frustration.
• Menu Customization: Customization options are essential, so you can showcase specials, limited-time offers, or seasonal dishes.

5. Analytics and Reporting

Insight into customer behavior, sales trends, and ordering patterns can help you make informed decisions about your menu, promotions, and overall strategy.

• Data-Driven Insights: Look for an app that provides detailed reports on order volume, peak hours, and popular items.
• Actionable Feedback: Use this data to optimize your operations, fine-tune your offerings, and adjust your marketing strategies.

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Choosing the Best Mobile App for Your Restaurant

When selecting a mobile ordering app for your restaurant, it's important to understand what features and benefits will help your business thrive. Instead of comparing apps directly, we’ll guide you through the primary factors you should consider so you can make an informed decision on your own. Here’s what to look for when evaluating mobile apps for online orders:

1. Integration with Your POS System 

A key consideration is whether the mobile ordering app integrates seamlessly with your POS system. Integration reduces the need for manual data entry and ensures that orders flow directly from the app to your kitchen and payment system, minimizing errors and saving time.

• Why It’s Important: A smooth integration with your POS allows you to manage both in-store and online orders from one centralized system. This helps you keep everything synced, from inventory and menu changes to sales data and customer information.
• What to Look For: Ensure the app supports automatic updates to your menu, syncs order details with the kitchen in real time, and processes payments quickly through your POS.

2. Key Features and Functionality

When selecting a mobile ordering app, consider the features that are most important to your restaurant’s needs. While basic features like online ordering and payment processing are essential, additional functionality can significantly enhance the customer experience and your operational efficiency. Here are a few features to prioritize:

• Loyalty Programs: Look for an app that integrates with a loyalty program. This feature can help boost customer retention by rewarding repeat customers with discounts, free items, or exclusive offers.
• Easy User Interface: A simple and intuitive user interface is crucial for both your customers and your staff. The app should make it easy for customers to place orders and check out with minimal effort.
• Promotions and Discounts: Some apps allow you to create promotions directly within the platform, which can attract new customers or reward loyal ones. Whether you’re offering first-time order discounts or seasonal promotions, this feature can be a valuable marketing tool.

Explore what type of promotions works for your store. 

• Push Notifications: Push notifications enable you to stay connected with your customers by sending them reminders about their favorite dishes, new menu items, order alerts, and ongoing offers. This feature helps maintain customer engagement and boosts repeat orders.

3. Customer Service and Support

Choosing an app with solid customer support is crucial for ensuring smooth operation. In case issues arise, you'll want an app provider that can offer quick resolution to technical problems or offer assistance when needed.

• Why It’s Important: With technology, things don’t always go as planned. Whether you're dealing with an update issue, POS sync problem, or general troubleshooting, a responsive support team is essential.
• What to Look For: Look for apps that provide 24/7 support, email assistance, or phone support. Additionally, some apps offer onboarding support to help you set up the app seamlessly.

Read case studies of some of the best local chains and cafes here.

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How to Get Started with Mobile Ordering for Your Restaurant

Now that you understand the benefits and features of mobile ordering apps, it’s time to take the plunge. Here’s how you can get started with mobile ordering for your restaurant:

Step 1: Define Your Restaurant’s Needs

Before choosing an app, think about your restaurant's size, type, and specific needs. Do you run a small café or a large multi-location chain? Are your customers looking for a quick and easy ordering experience, or do you need more customized features for dine-in and loyalty programs?

Step 2: Research Available Apps and Read Reviews

Look into different mobile ordering apps that integrate with your POS system and check customer reviews to see how others in your industry have benefited from them.

Visit the Square Marketplace to see what the best Square merchants are saying about their experiences.

Step 3: Choose an App That Fits Your Needs

Once you've researched, choose an app that aligns with your restaurant's goals. 

Step 4: Set Up Your Account and Integrate with Square POS

With Per Diem, setting up your account and integrating with Square POS is quick and easy. You’ll be able to have everything up and running in no time, allowing you to focus on delivering a great customer experience.

• Instant Setup: Set up your account and connect to Square in minutes.
• Approval & Launch: Once approved, you’re ready to go live and start taking orders—simple, fast, and hassle-free.

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Final Thoughts

Restaurant apps are everywhere, but the right ones are few and far between. The right mobile app keeps you organized, helps your staff stay productive, and ensures your guests are satisfied. Choosing the right app for your restaurant can be a game-changer, as it directly impacts how efficiently you operate, how happy your customers are, and how well you integrate with existing systems like your POS.

Ultimately, the best app for your restaurant will depend on factors like your size, customer needs, and business goals. By keeping these considerations in mind, you can confidently select an app that supports your unique needs and sets your restaurant up for success.

Ready to take your restaurant’s online ordering to the next level? Contact us today for a consultation, schedule a demo, or sign up if you're all in to experience the difference it can make for your business.

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