Setting up a cash register system is like assembling a professional kitchen – you need the right equipment, proper installation, and trained staff to make it work. Most restaurant owners budget for the hardware but forget about installation, training, and ongoing fees. Here's exactly what you'll spend in your first year.
Hardware costs for cash register system
The hardware forms the foundation of your cash register system. These are the components you physically need:
- Cash register tablet or computer: €300-800
- Cash drawer: €80-200
- Receipt printer: €150-400
- Barcode scanner: €50-150 (optional)
- Payment terminal: €0-300 (often free from bank)
? Example basic set:
For a small restaurant:
- iPad with cash register software: €650
- Cash drawer: €120
- Receipt printer: €250
- Payment terminal: €0 (free from ING)
Total hardware: €1,020
Software licenses and subscriptions
Beyond hardware, you'll pay monthly for the cash register software. These costs accumulate faster than most owners expect:
- Basic cash register software: €30-80 per month
- Extra modules: €10-30 per month per module
- Cloud storage: €5-15 per month
- Updates and maintenance: often included
? Example monthly costs:
a competing platform:
- Basic package: €69 per month
- Inventory module: €20 per month
- Advanced reporting: €15 per month
Total per month: €104 = €1,248 per year
Installation and configuration costs
Installing a cash register system goes far beyond plugging in cables. You'll need professional help for proper setup:
- Basic installation: €200-500
- Menu entry: €300-800 (depending on number of items)
- System configuration: €200-400
- Payment terminal integration: €100-200
- Testing phase and debugging: €150-300
⚠️ Heads up:
Many vendors charge hourly rates for installation (€75-125/hour). Always ask for a fixed price for complete installation.
Training and support costs
Your staff needs proper training to use the new system effectively. This investment pays off in smoother operations:
- Initial training: €300-600 for 2-4 hours
- Extra training sessions: €100-150 per session
- Online training materials: often free
- Telephone support: €25-50 per incident (after free period)
? Example training package:
For 3 employees:
- Basic training (4 hours): €450
- Extra session after 2 weeks: €125
- Training materials: €0
Total training: €575
Total costs first year
Adding everything together, here's what you'll spend in your first year. This is a pattern we see repeatedly in restaurant financials:
- Budget setup (small restaurant): €2,500-4,000
- Midrange setup (average restaurant): €4,000-6,500
- Premium setup (large restaurant): €6,500-10,000
? Example total costs small restaurant:
Complete setup first year:
- Hardware: €1,020
- Software (12 months): €828
- Installation: €650
- Training: €575
Total first year: €3,073
Hidden costs to watch out for
Beyond standard costs, there are expenses that catch many owners off guard:
- Transaction fees: 0.1-0.3% per card transaction
- Extra hardware if defective: €200-500 per item
- Software updates: sometimes €50-150 per major update
- Annual maintenance contracts: €200-500
- Extra user licenses: €15-30 per month per user
⚠️ Heads up:
Transaction fees seem small, but at €200,000 annual revenue you'll pay €400-600 extra in costs you might not have anticipated.
Alternatives and cost savings
You don't always need the most expensive system. Smart alternatives can cut your costs significantly:
- Cloud-based systems: lower hardware costs
- Tablet cash register systems: cheaper than traditional registers
- All-in-one packages: often cheaper than separate components
- Lease arrangements: lower startup costs, higher monthly payments
For many small restaurants, a simple tablet-based system works perfectly. You can always upgrade later as your business grows.
Related articles
How do you calculate total cash register system costs? (step by step)
Make a list of required hardware
Determine what you need at minimum: tablet/computer, cash drawer, receipt printer, and payment terminal. Get quotes from at least 3 vendors for comparison.
Calculate software costs for 2 years
Add up monthly software costs and multiply by 24 months. Don't forget extra modules you might need later like inventory or reporting.
Add installation and training costs
Ask for a fixed price for complete installation including menu entry and configuration. Also factor in training for your staff - this is often more expensive than expected.
✨ Pro tip
Budget an extra €500-800 beyond your initial quote for unexpected setup costs. Within the first 30 days, you'll likely need additional training sessions or minor hardware adjustments that weren't included in the original package.
Calculate this yourself?
In the KitchenNmbrs app you can do this in just a few clicks. 7 days free, no credit card.
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Frequently asked questions
Can I install a cash register system myself to save costs?
What does a cash register system cost per month after the first year?
Are there cheap alternatives to traditional cash register systems?
Can I deduct cash register system costs from taxes?
How much extra should I budget for maintenance and repairs?
Do I need separate payment terminals for different card types?
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Sources consulted
- EU Verordening 852/2004 — Levensmiddelenhygiëne (2004) — Official source
- EU Verordening 853/2004 — Hygiënevoorschriften voor levensmiddelen van dierlijke oorsprong (2004) — Official source
- EU Verordening 1169/2011 — Voedselinformatie aan consumenten (2011) — Official source
- NVWA — Hygiënecode voor de horeca (2024) — Official source
- NVWA — Allergenen in voedsel (2024) — Official source
- Codex Alimentarius — International Food Standards (2024) — Official source
- FSA — Safer food, better business (HACCP) (2024) — Official source
- BVL — Lebensmittelhygiene (HACCP) (2024) — Official source
Food Standards Agency (FSA) — https://www.food.gov.uk
The HACCP standards shown in this application are for informational purposes only. KitchenNmbrs does not guarantee that displayed values are current or complete. Always consult the FSA or your local authority for the latest regulations.
Written by
Jeffrey Smit
Founder & CEO of KitchenNmbrs
Jeffrey Smit built KitchenNmbrs from 8 years of hands-on experience as kitchen manager at 1NUL8 Group in Rotterdam. His mission: give every restaurant owner control over food cost.
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