Managing a restaurant today is very different from what it used to be. Customers expect fast service, multiple payment options, and personalized experiences. At the same time, you need to take care of staff schedules, food inventory, supplier orders, and promotions. Handling all this manually can quickly become stressful. That’s where restaurant management systems (RMS) come in.
Restaurant management systems are software solutions that help you manage both the front and back of your restaurant. From taking orders to tracking stock, a good RMS restaurant software gives you complete control of your operations in one place. 10 Must-have features in your restaurant management system are inventory management, staff management, QR ordering, AI upselling, Detailed reports, procurement management, multi-location management, order management, SMS marketing, and promotions.
Let us understand why these 10 features are essential.
What are 10 Features You Should Look for in Restaurant Management Systems
In Malaysia, more and more businesses are adopting technology adoption is also rising. According to Statista, the food service market revenue in Malaysia is expected to reach RM69.8 billion in 2025. This means more customers, more orders, and more things to manage. Without the right tools, it can be easy to lose track. Let’s look at the 10 key features you should check when choosing a restaurant management system.
1. Inventory Management
Food inventory is one of the biggest cost factors in your business. If you don’t track it properly, you can lose money through wastage, theft, or over-ordering. A strong RMS restaurant software will give you real-time updates on your stock levels. Even better, it should send you alerts when stock is running low. For example, if your chicken supply is below the required level, you’ll get a notification before it runs out. This avoids service delays and helps you maintain consistency.
2. Staff Management
Managing staff schedules and working hours can be complicated, especially if you have part-time workers. A good restaurant management system should help you track attendance, calculate total working hours, and even manage payroll. It should also allow you to set access levels. For example, chefs can access the kitchen orders, while cashiers can handle billing. This way, you maintain security and accountability.
3. QR Ordering
One of the most popular features in recent years is QR ordering. Customers simply scan a QR code on their table, view the digital menu, and place their orders directly. The order goes straight to the kitchen without the need for a waiter to write it down. This reduces waiting times and mistakes in order-taking. It also gives customers more control and convenience.
4. AI Upselling Features
Artificial intelligence is no longer a luxury; it’s becoming a standard in modern restaurant management systems. With AI upselling, the software can suggest additional items to customers based on what they order. For example, if someone orders a burger, the system may suggest fries or a drink. Studies show that AI-driven upselling can increase the average order value by around 10% (source: McKinsey). That means more revenue without increasing your costs.
5. Detailed Reports
To grow your restaurant, you need to understand what’s working and what’s not. An RMS should provide detailed reports on sales, expenses, customer behavior, and staff performance. For example, you can see which dishes sell the most, what times of the day are busiest, and how much wastage happens in the kitchen. With this data, you can make smarter decisions instead of relying on guesswork.
6. Procurement Management
Running out of supplies at the wrong time can hurt your service. That’s why procurement management is such an important feature. A good restaurant management system should let you place supplier orders directly, track pending deliveries, and manage purchase history. This ensures that your food inventory stays at the right levels and you never miss an important ingredient.
7. Multi-Location Management
If you have more than one outlet, managing them separately can be a headache. A restaurant management system with multi-location management makes things simple. You can check the sales, staff performance, and inventory of all outlets from a single dashboard. This saves time and gives you full control, no matter where you are.
8. Order Management
From dine-in to takeaway and delivery, orders now come from many channels. A reliable RMS restaurant software should bring all these orders into one system. This way, your kitchen staff can see everything in one place and avoid confusion. It also reduces errors, speeds up preparation, and ensures better customer satisfaction.
9. SMS Marketing
Marketing is just as important as good food. An RMS with SMS marketing features lets you send promotions, discounts, or reminders directly to your customers’ phones. For example, you can remind them about your weekday lunch specials or offer a discount during festive seasons. According to MobileSquared, SMS open rates are as high as 98%, which means your message is almost always read.
10. Promotions and Restaurant CRM
A restaurant CRM (Customer Relationship Management) system is a powerful tool to build loyalty. It keeps track of customer details, order history, and preferences. With this information, you can send personalized promotions. For example, if a customer usually orders pasta, you can send them a discount on Italian dishes. This not only increases repeat visits but also makes customers feel valued.
Why Choosing the Right RMS Matters
By now, you can see how a restaurant management system does much more than just process orders. It acts as the central brain of your restaurant, connecting inventory, staff, orders, and customers. The right RMS saves you time, reduces errors, and increases profits.
But the question remains: What is the best software for restaurant management? The answer depends on your specific needs. However, you should always choose a system that has all the features mentioned above, especially inventory management, QR ordering, AI upselling, and restaurant CRM.
Think of it as an investment. While the cost may vary depending on the provider, in Malaysia, many solutions start from around RM300 per month for basic packages and go higher depending on features. Considering the efficiency and revenue growth it brings, the return on investment is usually rapid.
