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Select Restaurant Point of Sale (POS) Software Successfully

Restaurant Point of Sale (POS) Software Selection RFP & Evaluation Templates - 2,422+ Criteria

The fastest & most reliable way to identify user needs, determine software requirements, prepare an RFP, evaluate system proposals, and select restaurant point of sale (POS) software.

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Complete Restaurant POS System Selection RFP

This POS RFP Template & Software Selection Toolkit includes EVERYTHING needed to quickly prepare and process an RFP, then accurately select the best RFP reply, all listed below. Each can use thousands of selection criteria to make selecting software easier through identifying requirements, distribute a meaningful RFP, evaluate vendor proposals, and accurately select Restaurant POS software:

  • RFP Template - Use 2,422+ Restaurant Point of Sale (POS) criteria to reduce preparation time by up to 90%. View Table of Contents (TOC). Avoid Mistakes - Distribute restaurant POS proposals in a consistent, easily compared and evaluated format through the use of built-in, automated vendor input validation.

    This RFP template enables you to precisely communicate your company's unique POS requirements to vendors, and then elicit consistent, easily evaluated and compared answers from those vendors about HOW they will provide a POS system solution tailored to your needs in these areas:

    • Multi-Company, Multi-Location, Multi-Language
    • Inventory Management
    • Mobile POS Apps for Restaurant
    • POS Dashboard
    • Document Management
    • Workflow Processing
    • Reporting and Inquiry Capabilities
    • Security
    • Implementation and On-going Support

    This RFP template for a restaurant POS software system enables you to quickly and reliably select a restaurant POS software system best for your needs.

  • Restaurant POS Software Evaluation - Insure accurate POS Evaluation - Eliminate time wasted trying to manually clarify, score, and evaluate vendor proposals. Choose the best restaurant POS software using AUTOMATED response scoring that eliminates the need to manually score thousands of vendor responses. Quickly evaluate restaurant POS system proposals!  

    These templates includes a comprehensive set of vendor RFP response (proposal) evaluation tools that enables you to quickly and accurately compare vendor restaurant POS software system proposals to your company's requirements and to each other. A detailed "side-by-side" response comparison matrix with heat map, scorecard, and 3-D bar Charts are displayed about:

    • Weighted Grade Score
    • Supportability Score
    • Vendor Response Quality Analysis
    • Extensive Financial Ratios
    • Payback Analysis
    • POS Vendor Capabilities Profile
    • Vendor Response Quality Analysis
    • Detailed Side-by-Side "Heat Map"
    • Side-by-Side Comparison of Proposed System Feature

    This set of vendor response evaluation templates for restaurant POS systems ensures impartial and accurate analysis of all competing POS software proposals at the weighted grade score, supportability, and financial levels, all to assist you in selecting the best restaurant POS software system for your needs.

  • Select the Best Restaurant Point of Sale (POS) software solution using meaningful, actionable information.

    New Feature  End-to-End (E2E) ERP Business Process evaluation & comparison filters now included!  End redundant activities. Reduce Cycle times. Eliminate workflow bottlenecks. Easily select ERP software based on the TRUE VALUE it delivers!  View Details...

  • Restaurant POS Software Comparison - "Apples-to-Apples" comparison of restaurant POS system features - in detailed, "heat map" format, ensures accurate restaurant POS selection. Select the best POS system!        

    This toolkit includes a powerful set of vendor RFP response (proposal) COMPARISON templates that enables you to easily compare vendor restaurant POS software system proposals to each other as well as to your company's requirements. A detailed "side-by-side" response comparison matrix with heat map, and scorecard are displayed about:

    • POS Vendor Capabilities Profile
    • Vendor Response Quality Analysis
    • Detailed Side-by-Side "Heat Map"
    • Side-by-Side Comparison of Proposed System Feature

    These vendor response comparison templates for POS systems ensures impartial and accurate comparison of all competing vendor manufacturing POS software proposals at the detail feature, weighted grade score, supportability, and financial levels, all to help you select the restaurant POS software system best for your needs.

  • Requirements with Fit/GAP Analysis - Prevent Fatal Omissions - Use thousands of criteria to ensure all industry standard restaurant POS needs are addressed. Identify ALL crucial POS software selection needs.

    Today's restaurant POS experts stress that you must first determine your restaurant POS requirements before trying to select restaurant POS software.  But just what does the phrase "determine your restaurant POS software requirements" really mean?  Efficiently managing the warehouse environment involves many critical requirements and raises many questions.

    This Requirements Checklist with Fit-GAP analysis will help you identify your company's unique restaurant POS system requirements, and answer many questions crucial to successful restaurant POS system selection and implementation.

    • Identify your organization's unique and hidden requirements. Answer questions such as "How could a new restaurant POS better correlate picking and shipping processes for faster order delivery?" or "How can a restaurant POS system provide more efficient dock management, receiving, and put away?", plus many others. All good questions when trying to select restaurant POS software.
    • Identify the RFP questions needed to choose the best POS software system for your organization.
    • Determine if your current restaurant POS system needs or problems are caused by workflow or software deficiencies.
    • Identify the solution to each workflow issue or restaurant POS software deficiency.
    • Determine the priority of mitigating each need or problem be.

    The Point of Sale Requirements Checklist with Fit-GAP presents hundreds of operational POS criteria in a form useful for performing the above tasks, all required to select the best POS software system.

ALL TEMPLATES INCLUDED! Quickly select the best build-to-order POS software system by using these quantitative restaurant POS software requirements and software selection templates, all included in this Toolkit!

Collaborate Online - using Google Drive, Microssoft 365, Dropbox, and Similar.


Artificial Intelligence (AI) Machine Learning Restaurant POS Collaboration
Restaurant POS Ranking Reports Self-Service Capabilities Semantic and Text Analytics
Machine Learning Dashboards Restaurant POS Modile Apps Dashboard Functions
Executive Dashboards Predictive Modeling Intelligent Alerts
Restaurant POS What-If Analysis Restaurant POS Report Scheduling Visualizations Dashboards
Intelligent Data Capture What-If Analysis Dashboards Restaurant POS Ad-hoc Reports


POS Software Selection Criteria

All restaurant POS system requirements are reviewed and updated on a monthly basis. Very easy to customize, these templates are pre-loaded with over 2,422 POS requirements criteria about:

Application Environment Administrative Functions Mobile & Handheld Device
Enterprise Application Integration Manager Dashboard Sales Report
Restaurant Features Tip/Gratuity Tracking Order Type Set-Up
Menu Item Set-Up Order Entry Process Filling Orders
Menu Category Items Credit Card Transactions Time Clock
Scheduling Cash Out Gift Cards
Fine Dining Services Take Out & Delivery Quick Service
Table Floor Plans Phone Order Process Self Service Kiosk
"Quick Action" Buttons Online Order Process Customer Loyalty
Seating Assignments Delivery Features Coupons
Bar Features Over 21 Verification Playing Music
Guest Check Process Dietary Restrictions Serving Perference
Multiple Pay Types Dining Mobile Functions New Customer Screen
SaaS/Cloud Security Cloud Configuration Cloud Administration
...And Many More


Tools for Selecting POS Software for Restaurant

EVERYTHING NEEDED TO CHOOSE POS SOFTWARE INCLUDED! This restaurant POS Manufacturing System RFP Template, and it's matching Vendor Response Comparison and Evaluation Toolkit, include all the following for making POS platform selection easier and more accurate:

Actual screens and questions from this RFP template are shown below to illustrate how it enables you to easily collect the unique metrics needed to successfully identify, select, acquire, and implement the restaurant POS software solution best suited to your organization's needs.

These Toolkits include the following to Help Select POS Software Successfully:  

  In-Depth RFP Functionality - This RFP Template INCLUDES ALL the following capabilities to Obtain Meaningful Responses that are Easily Compared and Evaluated! Scroll Down to View All:

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EASILY SELECT THE BEST SOFTWARE using over 2,422 state-of-the-art Restaurant POS features criteria!

SAVE WEEKS, even MONTHS OF TIME with industry-leading criteria that ensure nothing is overlooked!

Quickly and accurately create a unbiased restaurant point of sale RFP that best communicates your specific requirements to vendors! Easily identify your exact needs, then simply delete those that are not needed!  This Excel-based template is universally understood, comes with online Help, and is highly customizable.  In addition, a detailed Feature to Cost Traceability function helps assure a smoother system implementation and maximum ROI.

All RFP questions are in quantitative format for accurately choosing the best POS software system.

View the state-of-the-art and extensive POS selection criteria categories in the restaurant POS System RFP Table of Contents.

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IDENTIFY FEATURE AVAILABILITY & DELIVERABILITY. Unlike other restaurant POS software RFPs, Infotivity RFP Masters template automatically collect the information needed to identify BOTH the AVAILABILITY of software features, and their DELIVERABILITY, i.e., HOW those features will be delivered. Each restaurant point of sale RFP Master includes a Feature Support Matrix (FSM) to automatically capture this information, which can be used to create very accurate and reliable restaurant software system implementation schedules. View samples here.
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DETERMINE RISK and SUPPORTABILITY. restaurant Software RFP Masters automatically evaluate vendor response data collected to quantitatively determine the SUPPORTABILITY INDEX of each proposed software system. This index ranks the potential support problems inherent in each proposal. Accurately compare the amount of ongoing support needed to keep each proposed restaurant point of sale software system up and running. Measure the true impact of each system on your business over the long term.  View sample here.
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ENHANCEMENT COST TRACKING - This RFP template feature provides a facility for cross-referencing the cost of specific custom programming and/or scripting tasks with vendor invoices. This enables the RFP to become a very useful implementation cost management/audit tool. Ideal for Earned Value Management (EVM).
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CUSTOMIZABLE WEIGHTED GRADE SCORING - (automatically calculate suitability to unique company needs!)

Highly flexible weighted grade score based on user-defined weights down to the detail row and response level is calculated for each RFP question criteria. This user-defined, customizable weighting allows vendor RFP responses to be evaluated based on your company's specific needs priorities. Calculate weighted scores by department, by application, or by activity to calculate a score that reflect the true value and impact of a proposed POS software system.

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    VENDOR RESPONSE VALIDATION saves time and effort, and reduces errors, when evaluating vendor restaurant POS software proposals. View example here.
For a more detailed description of a vendor RFP response validation Click Here!
    EASILY CUSTOMIZED to meet your unique restaurant point of sale system needs, using basic Excel techniques.
    PROVEN MS EXCEL TECHNOLOGY. Everybody already knows Excel. Save time & effort across the board!
    No installation, no learning curve.
  All Vendor Response Evaluation & Comparison tools listed below are INCLUDED with this restaurant POS software RFP. EASILY Evaluate Proposed Software Based on Suitability, Quality, Supportability, and Financial Impact.
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"APPLES-to-APPLES" FEATURE COMPARISON of vendor RFP responses (proposals) is assured by extensive use of quantitative RFP questions and full vendor response validation. Compare proposed restaurant point of sale system software features side-by-side faster and more accurately with the fully automated Color Comparison Chart matrix included with this RFP at no extra charge. View a typical comparison here.
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    "restaurant Response Evaluation Ratios (scores) indicate how a vendor is planning to provide the proposed solution, e.g. the pros and cons of a vendor proposal from a practical "is it doable?" perspective. See HOW a vendor is planning to address each of your requirements, and just how reliable it really is.. View a typical evaluation ratios here.
  Enjoy FAST Vendor Response (Proposal) Analysis with Detailed Comparison Scorecards!
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RESPONSE QUALITY ANALYSIS RATIOS - SIDE-BY-SIDE COMPARISON - (Compare proposal feasibility side-by-side!)

Compare the "do ability", i.e., the feasibility, of vendor proposals compared to each other in detail. See HOW each vendor is planning to provide the solution to your needs, and if that solution is really viable.

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"In-Depth Financial Analysis Ratios provide valuable insight into how proposed software will impact your organization immediately and over the long term. View and compare side-by-side key financial ratios such as Payback Period, Present Value (PV), Net Present Value (NPV), Internal Rate of Return (IRR), and others. View financial analysis ratios here.
  All Vendor Proposed Systems Can Be Quickly Evaluated & Compared! Scroll Down to See How to EASILY Evaluate & Compare POS Software Platforms Based on Weighted Score Suitability, Quality, Supportability, and Financial Impact.
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is a quantitative measure of how well a proposed restaurant POS system matches up to your business priorities. This graph compares the overall total scores for each proposed POS system. This Score is based on all restaurant point of sale vendor responses except Pricing and Vendor Background. View sample 3-D Bar Chart comparison here.

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    Feature Delivery Methods This graph compares HOW each restaurant POS vendor is planning to deliver the proposed POS system. The bars show how much of each competing system is going to be delivered Fully Supported "out-of-the-box", how much will be delivered using the Report Writer, a Configuration option or 3rd Party product, and how much is dependant on Custom Programming & Scripting. The scores used in this restaurant point of sale comparison are based on responses to restaurant system questions only, i.e., no vendor, pricing, or support responses are utilized. View sample 3-D Bar Chart comparison here.
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    Supportability Index A proposed POS system could look very good on paper, but once implementation begins the reality could be very different. The ease with which a point of sale system can be implemented and maintained over it's expected life is controlled in large part by the amount of custom programming and scripting required to build & maintain the system. The Supportability Index is based on responses to restaurant point of sale software system features only. This graph compares the potential support effort inherent in each proposed restaurant POS software system. View sample 3-D Bar Chart comparison here.
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    Overall Comparison This graph compares the total Weighted Score of each proposed restaurant POS system along with its Supportability Index and associated Vendor Profile. Use this when assessing the RISK of a proposed restaurant point of sale system and whether or not the POS system can indeed be implemented by the proposing point of sale vendor successfully. View sample 3-D Bar Chart comparison here.
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    Vendor Profile Scores This graph compares a score measuring the background, expertise, capabilities, and other data collected in the Vendor Global Issues section of the POS RFP for restaurant / manufacturing. The Vendor Profile Score provides a way of assessing the Capabilities PROFILE of a proposing restaurant point of sale vendor. View sample 3-D Bar Chart comparison here.


  The Supporting Documents below are INCLUDED with this restaurant Software RFP:

COVER LETTER SAMPLES - Make the task easier with this restaurant POS RFP cover letter template collection. Choose from Letter samples designed for all events, such as "RFP Response Request", "Intent to Respond", "No Intent to Respond", "RFP Change Enclosed", "Proposal Rejection" "Finalist Selection", and " Best & Final Offer Request" to meet your unique restaurant point of sale system needs.
FULL VERSION of the RISK ASSESSMENT MATRIX CHECKLIST focused on restaurant system acquisition and implementation projects for working sample "Click Here"
BPR / BPE / WORKFLOW Processing Checklists - Excel-based template for mapping the current "AS-IS" state of an existing point of sale business process down to the data element level, a time-saving organizer when developing the new "TO-BE" state, or when trying to determine what is required to implement a new process, or when preparing for data conversion.
The OPTIMIZED RFP GUIDE. Designed to be viewed in a browser off-line, this document outlines the best procedures for creating custom POS RFP questions for restaurant. Included or Sold Separately
The FOOD PROCESSING POS SOFTWARE CUTOVER CHECKLIST Helps Streamlines Implementation! Included or Sold Separately
MS Word DOCUMENTATION describing the organization and usage of the restaurant point of sale RFP and Evaluation/Comparison matrices.

      (See bottom of this page for pricing information.)


      A Detailed & Comprehensive List of:

restaurant System Features

Thousand plus of pre-defined restaurant POS RFP criteria ensure no important business requirements or software features "slip through the cracks".  All are in a quantitative format that guarantees vendor responses will be meaningful, consistent, and easy to compare. All questions are professionally prepared by application specialists to address BOTH the STANDARD features and EXCEPTION CASE software functions required.

restaurant point of sale table of content

      Utilize an Extensive List of:

restaurant POS Software Fit/GAP Analysis

Precisely identify, collect, & prioritize all restaurant functional and process deficiencies between the software system currently in use and client/company current or projected needs. Easily document the severity, category, and requirements type of missing functionality using GAP analysis, and then calculates a score, for each GAP. The GAP process creates a prioritized, detailed list of POS software requirements useful in all later phases of the restaurant point of sale software evaluation/selection process, i.e., in RFP creation, Software Demonstrations, Price (BAFO) negotiation, and software system implementation. View details at Fit/GAP Analysis Details.


      Identify BOTH restaurant Software Features Availability and Deliverability

Unlike other RFP templates that try (and fail) to gather useful solutions data about complex restaurant POS system features, RFP Masters are not constrained to the use of summary-level "Yes" or "No" answers. This RFP Master uses a Feature Support Matrix (FSM) that identify BOTH feature AVAILABILITY and DELIVERY Method. This POS RFP Master function is useful during both the point of sale software selection AND the system implementation phases of large projects because it enables effective Earned Value Management through detailed cross-referencing of usable POS software functionality and vendor invoicing.

Restaurant service mobile apps sample questions


      Determine the Risk & Supportability of Proposed

POS Software Solutions

Unlike other RFP templates, an time and management software RFP Master template can illustrate potential support problems (and risk) inherent in vendor software proposals. The Feature Support Matrix (FSM) used in each RFP Master categorizes the inherent risk posed for each criteria, and uses that information to calculate the SUPPORTABILITY INDEX for each vendor RFP response. For example, a feature delivered "out of the box" FULLY SUPPORTED is less risky than one delivered through custom programming, even if the programming is free. This RFP Master function is useful during both the software selection AND the implementation phases of a large POS system because it enables effective Earned Value Management through detailed cross-referencing of usable software functionality and vendor invoicing.

RFP sample of questions taken from the fine dining service point of sale section


      Effectively Manage Implementation

Enhancement Cost Tracker

This POS RFP template provides an "Enhancement Cost" column for cross-referencing vendor invoices with the estimated cost of each custom custom script and/or source code modification proposed by the vendor. This makes the restaurant point of sale RFP an ideal tool for managing vendor invoices effectively. The uses of this are many: preventing payments to vendors from exceeding usable system progress, preventing vendor over-billing, and prevents proposed tasks from being omitted, and as an implementation audit tool.


      Vendor Response Input Validation.

Vendors must answer each RFP question by choosing from a pre-defined list of possible responses. See below for an example of this drop-down list. This forces all vendors to respond to each restaurant POS software question in a consistent, standard manner. Eliminates the days of time typically wasted trying to compare the inconsistent or incomplete vendor responses obtained by using traditional, non-quantitative RFP questions! Ensures vendor proposals are easy to compare and evaluate!

Filling orders sample questions from the POS RFP Master template


      Color-Coded, "Apples-to-Apples" Comparison of Proposed Systems

restaurant Software Comparison

These comparison matrices automatically change vendor response cell background color to GREEN, YELLOW, or RED, to reflect how favorable each response is to your needs! Compared to the tedious task of reviewing hundreds of mono-color Yes/No answers, these colored responses allow problem areas to be spotted more easily, and risk assessment is made much more accurate. All required response comparison matrices are included and ready-to-use! Quickly and easily compare restaurant point of sale software system proposals side-by-side, feature by feature, in detailed comparisons you control! Keep your project on-schedule and under-budget.

sample of vendors answers side by side to compare in the POS matrix


      Evaluation Ratios

Use an extensive set of ratio calculations to compare restaurant POS vendor proposals quickly and efficiently.



      These comprehensive and CUSTOMIZABLE Weighted Grade Point Scoring functions are used to determine how well MATCHED a vendor restaurant POS proposal is to your specific prioritized restaurant requirements


      Weighted Grade Score Graph

Compares the Weighted Grade Point Score calculated for each proposed POS system. This is calculated as follows: The point of sale vendor response to each RFP question is assigned an unweighted "raw" score. This raw score is then multiplied by the weight factor you entered previously (default = 1) for that restaurant POS software RFP question to calculate the weighted score for each response. All of these individual scores are then totaled for use in this comparison. This score is essentially a measure of how well a restaurant point of sale software system fits your business and software needs, prioritized by the weight (importance level) you assigned to each question in the RFP. In essence, this score measures the SUITABILITY of each proposed POS software system to your overall requirements. . NOTE this score measures just software functionality, and does not include any measure of vendor background, expertise, support, or programming ability.


      Feature Delivery Method Comparison:

An analysis of how each restaurant vendor is proposing to deliver the system feature/function contained in their restaurant point of sale proposal. The graph below shows the percentage that is Fully Supported "out-of-the-box", the percentage to be done via Report Writer, a Configuration Parameter, or Third-Party add-in, versus the percentage to be done via Custom Coding (Scripting / Programming). This information is very useful in terms of identifying RISK, since a Fully Supported (and tested) restaurant feature presents far less risk than that same point of sale feature done as a "custom programming" task. Also, see the Supportability Index, which sums up these detail risk factors.


      POS Supportability Index Graph:

The Supportability Index is a forecast of how much restaurant point of sale software support and maintenance may be required to keep each proposed software system running at full potential over it's lifetime. This score is determined by how much custom coding is required to implement the proposed restaurant POS software, and which business processes depend on the customized software.


      Overall Comparison Graph:

This graph compares both the Weighted Grade (Suitability) Score, Supportability Index, and the Vendor Capabilities Profile side-by-side for easy reference. It is important to see how much custom coding is in a proposed restaurant system that also has a high Weighted Score, along with the Vendor Profile. The more custom code, the higher the risk posed by that restaurant point of sale system. Therefore, the more custom coding, the more expertise and capabilities a vendor should have.


      Vendor Profile Score Graph:

The backgrounds, expertise, capabilities, and certifications of each vendor is obtained in the Vendor Global Issues section of the POS RFP for restaurant. The POS vendor responses to this section are totaled separately from the software functionality topics, and this data is used to calculate the "Vendor Profile Score". The higher the score, the more CAPABILITIES a vendor is probably going to be.


      Cost Savings Analysis:

Calculates and illustrates Yearly Savings, Payback Period, Return on Investment (ROI), Internal Rate of Return (IRR), and other decision making ratios pertinent to a software/platform selection project.

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  • 2,422+ POS Selection Criteria
  • INCLUDES for FREE the full Requirements Template
  • In-Depth, Detailed Request for Proposal (RFP) Template
  • Vendor Input Validation
  • Feature Availability & Delivery Evaluation
  • Vendor RFP Response Evaluation
  • Response Quality Analysis
  • Enhancement / Cost Cross-Reference
  • Weighted Grade Scoring
  • Supportability Index Scoring
  • Optimized RFP Guide
  • RFP Documentation
  • Side-by-Side Response Comparison with Heat Map
  • Vendor Response Quality Ratios
  • Response Evaluation Scorecard
  • 3-D Bar Chart Response Comparison Graphs
  • Evaluation Matrix Documentation
  • View all templates and tool details above
  • FREE LIVE SUPPORT - Chat/Telephone/Email

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More advice and tips are available at How to Select POS Software

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A Vendor Demonstration Script for POS software is available at:

Restaurant POS System Demo Script.

Just starting a project and need a good system requirements Fit-GAP template?

Obtain a General Fit-GAP template here.

Looking for a qualified, local system selection consultant? An Infotivity-certified consultant offers the expertise and tools needed to provide valuable advice & services at each step of the restaurant POS system platform selection process! Let us recommend a certified consultant!

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