A restaurant online ordering system lets customers order food for collection or delivery through your own website. You pay no per-order commission to a platform, you keep the customer data yourself and you decide how your menu and your brand look.
Many restaurants, snack bars and takeaways started out on a big ordering platform. That brings in orders, but every order costs a hefty slice of your margin. Your own ordering system doesn't have to replace that platform straight away. It is a way to bring your regular customers over to your own channel. Below you'll read what goes into a good system and how to approach it.
Why your own online ordering system for your restaurant?
- No commission per order. You only pay transaction fees for online payments and the cost of your system.
- The customer relationship is yours. You know who orders and can make your regulars an offer yourself.
- Your own brand. No row of competitors next to your menu.
- Full control over your menu, prices, opening hours and delivery area.
- Data on what sells well, on which days and at what times.
An honest caveat: a big platform also brings new customers who don't know you yet. You'll have to promote your own system yourself. That's why many businesses choose both: the platform for new customers, your own ordering system for regulars.
What should an online ordering system include?
A good ordering system makes ordering as easy as possible for the customer, and processing as clear as possible for you.
- A clear menu with categories, photos and prices.
- Options and extras per dish, such as sauce, size or side.
- Dietary and allergen labels, such as halal, vegan or gluten-free.
- A basket with delivery charges and a minimum order for delivery.
- A choice between collection and delivery, with a preferred time.
- Online payment, for example with iDEAL, and optionally paying on collection.
- Live status: open or closed, based on your actual opening hours.
- A confirmation by email or message for the customer.
- An overview for the kitchen showing new orders, ideally with a sound alert.
Think about busy periods too. On a Friday evening you might want to stop taking delivery orders for a while, or show a longer waiting time. A good system lets you do that with one button, so your kitchen doesn't get swamped and customers know where they stand.
About allergens: in hospitality you must be able to inform customers about allergens in your dishes. An ordering system can display that clearly, but you remain responsible for the information being correct. If you're unsure about the rules, check with the NVWA (the Dutch food and consumer product safety authority) or your trade association.
Your own ordering system: ready-made or custom?
There are ready-made ordering systems where you pay a monthly fee or a small amount per order. You can also have a custom ordering platform built.
- Ready-made: live quickly with low upfront costs. You are tied to their design and features, though, and you keep paying (a guide only, check the current price).
- Custom: higher upfront costs, but you decide how it works and how it looks. No commission and no dependence on another platform. Useful if you have several locations, an unusual menu, or want integrations with your till system.
You can read more about this trade-off in custom or off-the-shelf software.
Do a simple calculation for yourself. Check your latest statements to see how much commission you pay per month on orders from customers you already knew. Set the cost of your own system against that. For a business with lots of regulars, your own ordering system often pays for itself faster than expected. With few orders, ready-made can actually be cheaper.
How to get customers to your own ordering site
An ordering system only works if people can find it. A few practical steps:
- Put the order button at the top of your website and in your Google Business Profile.
- Add a flyer or card with a QR code to every order that comes in through a platform.
- Offer a small perk for ordering through your own site, such as free delivery above a certain amount.
- Share the link on social media, with photos of your dishes.
- Make sure your business is easy to find on Google in your town. Read local SEO for that.
What to look for in a restaurant ordering website
- Speed on phones. Most people order on mobile, often in a hurry and hungry.
- As few steps as possible. Let customers order without a mandatory account.
- Clear prices, including delivery charges, before the customer pays.
- Reliable alerts in the kitchen. A missed order is a lost customer.
- Privacy: you process names, addresses and phone numbers. Only ask for what's needed and don't keep it longer than necessary, in line with GDPR (AVG in Dutch).
- Simple admin so you can change your menu, prices and times yourself.
Example: Apple Mix Fried Chicken in Den Helder
For Apple Mix Fried Chicken in Den Helder we built a custom online ordering platform. The menu is divided into 18 categories, with dietary and allergen labels such as halal, vegan and gluten-free. The basket calculates delivery charges and a minimum order, and customers can see live whether the shop is open right now. You can view the project in our work.
Want a website for your restaurant without an ordering feature? Read more in a website for your restaurant.
Having an ordering platform built by Violexa
At Violexa we build custom web applications, including ordering systems for restaurants, snack bars and takeaways. Violexa is a small studio led by founder Hisham, based in Amsterdam, working for business owners across the Netherlands.
A custom website or web application starts from €1,799 excl. VAT (€2,177 incl. VAT) per project, with design, development, a design that works on every screen, SEO basics and a walkthrough of the admin. For a larger project you get a fixed price upfront, in writing.
Want to know what your own ordering system could do for your business? Book a free quickscan. In 30 minutes, online or on site, we look at your menu and your current orders. Afterwards you get short written advice with a price indication, with no obligation.
Frequently asked questions
How much does an online ordering system for a restaurant cost?
Ready-made systems work with a monthly fee or an amount per order. A custom ordering platform costs more upfront, but you pay no commission per order. At Violexa, a custom web application starts from €1,799 excl. VAT (€2,177 incl. VAT).
Can I use my own ordering system alongside Thuisbezorgd?
Yes, many businesses do. The platform brings new customers, your own system keeps regulars without commission. With a card or QR code in every order, you steer customers to your own channel.
How do I receive online orders in the kitchen?
Usually through an admin screen on a tablet or computer, with a sound alert for every new order. Often an email or message comes in as a backup too. Some systems can print tickets or connect to a till system.
Does a customer need to create an account to order?
Preferably not as a requirement. Every extra step makes people drop off. Offer an account as an option, for example to reorder faster, but always allow guest orders.
