Ultimate Guide to Choosing the Best Restaurant POS System in Malaysia

Setting up a F&B business is an exciting venture, but selecting the right POS system is a crucial decision that can impact your operations, customer experience, and overall efficiency. This ultimate POS system guide will walk you through what to consider when choosing an F&B or restaurant POS system in Malaysia that fits your business needs.

What is a POS system?

A POS system (Point of Sale system) is a combination of hardware and software that helps businesses manage sales transactions, track inventory, and streamline business operations. For restaurant and F&B businesses, the POS is more than just a cash register—it plays a central role in handling orders, payments, and customer data that are essential to achieving success.

Nowadays, modern POS solutions also integrate with digital menus, QR code ordering, and customer loyalty programs to create an interconnected ecosystem that enhances efficiency. Whether you're running a cafe, bar, restaurant, or food stall, investing in one system that can simplify processes you’d otherwise do the old-fashioned way and improve customer service.

Restaurant POS Decision: Cloud-based or Traditional POS?

POS systems in terms of their structure, can fall under two types: tradition and cloud-based.

From a practical standpoint, the interconnectivity and scalability of a cloud-based POS make it ideal for businesses that want to scale and manage multiple outlets. On the other hand, traditional POS systems are suited to businesses that prefer a reliable offline system that’s a one-time purchase instead of monthly fees. While cloud-based POS systems offer real-time access and automation, many restaurant businesses still value the stability of a traditional system. 

Read more: 10 Major Advantages of a Cloud-based POS System for Restaurants (eats365pos.com)

Finding the Best Restaurant POS System

Selecting the right POS system is one of the most critical decisions for restaurant owners in Malaysia. With a wide range of options available, here are the key factors to consider when choosing a POS system for your F&B business:

Step 1. Define Your Business Needs

Every F&B business model is different, so the right POS system should align with your specific requirements. Ask yourself:

• What kind of business are you running? A café, restaurant, food truck, or cloud kitchen?

• What's the service process of your business? Are there any part of the service process can work smoother with digital solutions like table-side ordering / mPOS, self-service kiosks, or QR code ordering?

• How complicated is your menu, like to what degree your customers can customized their dishes? How often will you update/ change the menu?

For instance, a bustling café might prioritize a system with fast order processing like QR code ordering system or self-service kiosk with mobile payment options, while a fine-dining restaurant would need robust table management and smoother dish management features like kitchen display system (KDS) or expedite display.

Step 2. Choose the Right Features

Many POS systems on the market can come with various bells and whistles, but a good one has a few must-have features that Malaysian restaurants will very much need:

Restaurant POS Key Feature| Front-to-Kitchen Order Management

• Efficient order-taking – Implement more efficient order-taking method that streamlines service with online ordering, QR code menus, self-ordering via tablets, and self-service kiosks. These options minimize wait times and reduce errors, enhancing customer satisfaction and maximizing table turnover.

• Front-to-kitchen integration – A good POS can integrate with Kitchen Display Systems (KDS) to provide accurate, real-time communication between front-of-house and back-of-house team.

• Seamless multi-language support – Malaysia is a multicultural country with a diverse workforce and customer base, so having a POS system that supports multiple languages such as English, Malay, Mandarin at order and Tamil will help foster smoother communication between your service staff, chefs, and customers.

• Menu synchronization – Real-time updates your menu across all channels, from in-house POS terminals and digital menus to online ordering platforms and delivery apps. This eliminates discrepancies, ensures accurate pricing and availability, and streamlines menu management, reducing errors and misunderstanding with customers.

Restaurant POS Key Feature| Customer Insights & Loyalty Programs

• Track sales trends and customer preferences – Your POS should enable you to analyze daily, weekly, and monthly sales performance and give insights into best-selling dishes, peak dining hours, and seasonal trends.

• Loyalty program integration – A good POS system can support or integrate with third-party loyalty program applications, enabling you to offer points-based rewards, discounts, or membership perks to drive repeat business.

• CRM for personalized marketing – Likewise, a quality POS can capture customer data, including order history and preferences, to help you create targeted promotions, birthday rewards, and exclusive deals for regular diners.

Restaurant POS Key Feature|  Payment & Integration

• Smart stock alerts for suppliers – A quality POS system can send real-time alerts when ingredients are running low and integrate with local suppliers for fast replenishment. Many Malaysian restaurants source their ingredients from wholesale markets or suppliers like Giant, NSK Trade City, or Lazada Wholesale, making automated reordering a helpful feature.

• Flexible payment options – Cashless transactions are commonplace in Malaysia, which means your POS system should support multiple payment methods, including Touch 'n Go eWallet, DuitNow QR, GrabPay, credit/debit cards, and online banking (FPX) to cater to the growing digital-savvy consumer base.

• Localized tax & pricing structure – Malaysia has its service charge structures, where restaurants may impose a 5% or 10% service charge, in addition to the SST. Your POS system should allow customized tax settings and price adjustments based on government regulations and business policies.

• E-invoice integration – Integrating e-invoicing in your POS system and automating invoicing is crucial for Malaysian compliance. It simplifies tax reporting, speeds up payments, and minimizes errors by directly linking POS sales data to e-invoice systems.

• Third-party Integration – Malaysia has a thriving pasar malam (night market) and food truck scene, connecting your POS with popular food delivery platforms like GrabFood and Foodpanda to streamline online orders. For dine-in restaurants, integrations with accounting services such as Xero and ERP systems ensure smooth financial management and operational efficiency. This connectivity simplifies data flow, reduces manual entry, and provides a holistic view of your restaurant's performance across all platforms.

Read more: Must-Have POS Features for Malaysian Restaurants in 2025 (eats365pos.com)