The headline monthly price rarely tells you the full cost of a café ordering system. Two providers can advertise very different subscriptions but end up closer together once order charges, payment processing and hardware are included.
Compare the same five cost lines for every quote.
1. Monthly software subscription
This is the fixed charge for using the ordering software. Check whether it is priced per café, till, device, table or sales channel.
Also check which plan actually includes dine-in ordering. A free or entry-level plan may cover a digital menu or takeaway while table ordering sits in a higher package.
2. Payment-processing charge
Card, Apple Pay and Google Pay transactions are normally processed by a payment provider. Ask for the percentage and fixed charge that apply to the cards your guests use.
Do not treat payment processing and the software provider’s platform fee as the same thing. They may be separate charges from separate businesses.
3. Platform or order commission
Some ordering providers add a percentage to every guest order. Others charge a fixed subscription with no additional platform percentage.
For a useful comparison, calculate the percentage charge against a realistic month of QR orders rather than the café’s total turnover.
The basic calculation is:
Monthly software charge + platform charges on QR orders + payment-processing charges + any rented hardware.
4. Setup, hardware and integration
Ask whether the quote includes:
- Menu setup and QR printing.
- A tablet, printer or kitchen display.
- Installation and staff training.
- EPOS integration.
- Replacement hardware and support.
A café that can run orders on an existing browser may not need a new till package. Another café may value a single integrated EPOS and ordering contract. Compare what your operation needs, not the longest feature list.
5. Contract and exit cost
Check the minimum term, notice period and what happens to menu data or customer contacts when the service ends. A lower monthly figure tied to a long commitment is not directly comparable with a rolling subscription.
Café QR’s published cost
Café QR costs £29 per café, per month after a 14-day free trial. There is no setup fee, no card is required to start and Café QR adds a 0% platform fee.
Stripe’s payment-processing charges are separate. Each café connects its own Stripe account and remains the merchant, so Café QR does not hold or touch guest funds.
Questions to put to every provider
- Which plan includes table ordering and payment?
- What percentage is charged on each order?
- Which payment-processing rate applies?
- Are setup, hardware or integration charged separately?
- Is there a minimum contract term?
- Who is the merchant and who sends the payout?
- Can the café export its menu and customer information?
Published packages change, so verify the current quote directly. Our dated UK QR ordering-system comparison links to each provider’s official source, and the Café QR pricing page lists what is included in the £29 plan.