How to choose a restaurant booking system

To choose the right booking system, you need to match features to your actual needs and pricing to your volume. Most restaurants overpay for features they don’t use or underpay for systems that lack basics they need. The right system pays for itself in reduced no-shows and operational efficiency.

With dozens of options on the market, choosing a booking system can feel overwhelming. Some charge per guest, some charge flat fees, some offer free tiers. Some focus on guest discovery, others on operations. This guide cuts through the noise with a structured approach to finding your fit.

Key takeaways

• Main solution: Define your needs first, then match systems to requirements and budget
• Expected result: Find a system that reduces no-shows, improves operations, and fits your cost structure
• Time to implement: 2-4 hours for evaluation, 1-2 weeks for setup and transition
• Cost: Free to $300+/month depending on features and volume

Before you start

Before evaluating systems, get clear on what you actually need. Your requirements drive everything else.

Questions to answer:

• How many covers do you serve per day/week?
• Do you need online booking, or is phone/walk-in enough?
• Do you want to collect deposits or prepayments?
• Do you need integration with your POS system?
• How important is customer discovery vs. managing existing customers?
• What’s your budget for reservation software?

What you’ll need for evaluation:

• Your current monthly reservation volume
• Your average no-show rate
• List of features you currently use (if switching systems)
• Access to make purchasing decisions
• 2-4 hours for research and demos

Step 1: Define your must-have features

Start by listing features you absolutely need versus nice-to-haves. Be honest about what you’ll actually use.

What to do:

1. List your current pain points (no-shows, double bookings, manual processes)
2. Identify features that directly address those pain points
3. Separate must-haves from nice-to-haves
4. Consider future needs as you grow

Must-have features for most restaurants:

• Online booking widget for your website
• Automated SMS/email reminders
• Guest database with contact info
• Mobile access for hosts
• Basic reporting on reservations and no-shows

Worth paying for if you need them:

• Table management with visual floor plan
• Deposit and prepayment collection
• Guest CRM with notes and preferences
• Integration with POS or other systems
• Advanced analytics and reporting

Skip unless you’ll actually use them:

• Marketing automation (most restaurants don’t use it)
• Extensive integrations (unless you have specific needs)
• Enterprise features for multi-location management

Step 2: Understand pricing models

Pricing structures vary significantly. Choose the model that makes sense for your volume and goals.

What to do:

1. Calculate your monthly cover count
2. Estimate costs under each pricing model
3. Factor in which bookings come from the platform vs. your own channels
4. Consider total cost of ownership including setup and training

Per-cover fees (OpenTable, Resy):

• Charge $1-3 per seated diner from platform bookings
• Higher fees for bookings from their diner network
• Lower or no fees for direct bookings through your widget
• Makes sense if you want access to their diner discovery network
• Gets expensive at high volume

Flat monthly fees:

• Predictable costs regardless of volume
• Typically $50-300/month for full features
• Better for busy restaurants generating their own bookings
• No penalty for success

Freemium:

• Basic features free, premium features paid
• Good for starting out or smaller operations
• May have limitations on covers or features
• Upgrade path as you grow

Example comparison for a 100-cover/night restaurant:

Step 3: Evaluate table management needs

Not every restaurant needs visual table management. But if you do, it changes which systems to consider.

What to do:

1. Assess your floor complexity (number of tables, configurations)
2. Determine if you need to optimize seating visually
3. Consider whether your hosts can benefit from floor visualization
4. Evaluate table management features in your shortlist

You likely need table management if:

• You have 40+ seats
• Multiple dining areas or configurations
• Complex table combining scenarios
• Need to balance server sections
• Want to optimize seating efficiency

You can skip table management if:

• Small restaurant (under 30 seats)
• Simple floor layout
• Single dining area
• Counter or casual seating

Step 4: Assess discovery vs. operations focus

Some platforms emphasize bringing you new diners. Others focus on managing the diners you already have. Know what you need.

What to do:

1. Analyze where your current bookings come from
2. Determine if you need help finding new guests
3. Evaluate the cost of acquisition through platforms
4. Consider your marketing capabilities

Discovery-focused platforms (OpenTable, Resy, Yelp):

• Large diner networks searching for restaurants
• Pay per cover for platform-originated bookings
• Less control over guest data
• Good for new restaurants or those in competitive markets

Operations-focused platforms (Resos, Eat App, ResDiary):

• Focus on managing reservations efficiently
• You own the guest relationship and data
• Lower or no per-cover fees
• Better for established restaurants with existing traffic

Hybrid approach:

• Use operations-focused system as primary
• Enable Reserve with Google for discovery
• Consider limited platform listings for specific purposes
• Drive regulars to direct booking

Step 5: Test before you commit

Most systems offer free trials. Use them properly before deciding.

What to do:

1. Shortlist 2-3 systems based on your requirements
2. Sign up for free trials of each
3. Test with your actual workflow, not hypothetical scenarios
4. Have your team try the system, not just you
5. Evaluate ease of use during busy service simulation

What to test:

• Booking flow for guests (book a table on your phone)
• Daily host workflow (managing a full night of reservations)
• Table management if applicable (assigning tables, handling walk-ins)
• Reporting (can you find the data you need?)
• Mobile experience (works well on tablets at host stand?)

Red flags during testing:

• Confusing interface that requires extensive training
• Slow performance or frequent glitches
• Missing features that were promised
• Poor mobile experience
• Unresponsive customer support

Step 6: Check integration requirements

If you need your booking system to connect with other tools, verify integrations before committing.

What to do:

1. List all systems you need to integrate (POS, accounting, etc.)
2. Verify native integrations exist and work properly
3. Check if integrations require additional fees
4. Test integrations during your trial period

Common integration needs:

• POS systems (Square, Toast, Clover)
• Google Reserve for direct booking from search
• Accounting software for reporting
• Marketing tools for email campaigns
• Payment processors for deposits

Integration questions to ask:

• Is this a native integration or third-party?
• Does it sync in real-time or batch?
• Are there additional costs?
• What breaks if the integration fails?

Step 7: Calculate total cost of ownership

The sticker price isn’t the full cost. Factor in everything before deciding.

What to do:

1. Calculate monthly software costs at your volume
2. Add integration and add-on costs
3. Estimate setup and training time
4. Consider ongoing support needs
5. Factor in efficiency gains and no-show reduction

Cost components:

Value components:

Common mistakes to avoid

Choosing based on brand name

OpenTable is well-known but expensive for many restaurants. Lesser-known systems often offer better value. Evaluate on features and fit, not reputation.

Over-buying features

Enterprise features for a 30-seat restaurant waste money. Start with what you need; you can upgrade later.

Ignoring per-cover costs

Per-cover fees compound. A $2 fee on 100 covers/night is $6,000/year. Do the math before committing.

Skipping the trial

Every sales demo looks good. Real testing reveals problems. Always trial before buying.

Forgetting your team

You might love the system, but your hosts use it daily. Get their input during evaluation.

How to measure success

Track these metrics after implementing your new system:

Tools that help

For cost-conscious restaurants: Resos offers a free tier with core features and no per-cover fees. Good for restaurants wanting to minimize costs while getting professional reservation management.

For discovery-focused restaurants: OpenTable and Resy provide access to large diner networks. Worth the per-cover cost if you need help filling seats.

For operations-focused restaurants: Systems like Eat App, ResDiary, and Resos focus on efficient management without platform dependencies.

For enterprise needs: SevenRooms and TouchBistro serve multi-location hospitality groups with advanced CRM and marketing features.

For a detailed comparison of top options, see our guide to best restaurant booking systems 2026.

The bottom line

The right booking system matches your needs, fits your budget, and gets used consistently by your team. Start by defining what you actually need. Evaluate pricing models at your volume. Test before you commit. The best system for your restaurant isn’t necessarily the biggest name or the most features. It’s the one that solves your specific problems at a price that makes sense.

Related guides: Best restaurant booking systems 2026 | How to reduce no-shows | Double booking prevention