F&BosA restaurant POS hardware setup needs a terminal, an 80 mm bill printer and a cash drawer at the counter, a LAN KOT printer or kitchen display for each kitchen station, captain devices for dine-in, and a router and UPS to keep everything connected and powered. Wire the kitchen printers, give them fixed IP addresses, and test every device before go-live.
Most POS problems on a busy night aren't software problems: they're a printer on weak Wi-Fi, a router without backup power, or a KOT printer next to the fryer. This guide covers setup; for what each device costs, see our restaurant POS machine price guide, and for the bigger picture, our restaurant POS system guide.
What goes where: hardware by station
| Station | Essential | Optional |
|---|---|---|
| Billing counter | POS terminal (tablet, all-in-one or PC), 80 mm bill printer, cash drawer, UPI QR or sound box, card machine | Customer display, barcode scanner, weighing scale |
| Kitchen | One LAN KOT printer per station, or a kitchen display screen | Wall mount, splash guard, second screen for the pass |
| Bar | LAN KOT printer or screen for drink orders | Separate printer if the bar is far from the kitchen |
| Floor | Captain phones, tablets or handhelds for table orders | Handheld with printer for table-side bills |
| Back office | Owner's phone or laptop for reports | Label printer for packed items |
| Network and power | Router with a wired connection to kitchen printers, UPS for terminal, router and printers | Mobile hotspot as internet backup, surge protector |
Choosing devices for table ordering? See our guide to handheld POS and captain apps for restaurants.
Choosing the POS terminal and screen
The terminal is the device your counter staff use all day. Pick for speed and reliability:
- Screen size: 10–11 inch tablets suit small counters; 15–15.6 inch touch screens are faster for big menus and busy QSR counters.
- Touch screen: a responsive touch screen matters more than processor specs for billing speed.
- Mounting: a stand or swivel mount keeps tablets steady and lets you turn the screen to guests.
- Customer display: a second screen or pole display shows guests their order and total, which reduces disputes.
- Compatibility: confirm your POS software runs on the device and supports its printer and drawer. See iPad vs Android vs Windows POS to compare platforms.
How to connect printers, drawers and screens
| Connection | Best for | Advantage | Watch out for |
|---|---|---|---|
| USB | Bill printer next to the terminal | Simple, reliable, no network setup | Only works with the device it's plugged into |
| LAN (Ethernet) | Kitchen and bar KOT printers | Any terminal or captain device can print to it; very reliable | Needs a network cable to the router |
| Wi-Fi | Printers where cables can't reach | No cable | Drops if Wi-Fi is weak or busy |
| Bluetooth | 58 mm printer paired with a phone or tablet | Cheap, portable | One device at a time; short range |
| RJ11 (printer port) | Cash drawer | Drawer opens automatically on cash payments | Must connect to a printer with a drawer port |
Printers
- Use an 80 mm printer with an auto-cutter for bills, so GST details and modifiers fit clearly.
- Use a LAN printer for each kitchen station, so every billing and captain device can send KOTs to it.
- Set KOTs to print in large text with modifiers highlighted, so the line can read them at a glance.
- Keep printers away from fryer heat, steam and splashes, and store spare thermal rolls somewhere cool and dark: heat and light fade thermal paper.
Cash drawer
Connect the drawer to the bill printer's drawer port with an RJ11 cable. The POS opens it automatically when a cash payment is recorded, so staff don't need a key for every sale, and every opening is tied to a bill.
Kitchen display screens
If you replace paper KOTs with a screen, mount it at eye level on the line, away from direct heat, on a wired or strong Wi-Fi connection. A second screen at the pass helps whoever hands out finished orders. Our KOT system guide explains how kitchen tickets flow. To decide whether you need one, see KDS vs KOT printer.
Scales and scanners
Sweet shops and bakeries often add a weighing scale and a barcode scanner. Use a scale with legal metrology stamping, and confirm it connects to your POS before you buy.
Network and internet
- Use a decent router and place it centrally; connect kitchen printers to it with network cables.
- Reserve fixed IP addresses for every printer in the router settings, so their addresses never change mid-service.
- Keep guest Wi-Fi separate from the network your POS and printers use.
- Keep a backup: a mobile hotspot for when broadband fails. A POS that keeps billing offline and syncs later protects you further.
Power backup
Put the terminal, router and printers on a UPS, so a short power cut doesn't stop billing or reset your network, and use a surge protector for sensitive devices. The UPS only needs to bridge the gap until your inverter or generator takes over.
Should you buy a hardware bundle?
Hardware bundles from a POS vendor or dealer are convenient, but check three things: every item works with your POS software, warranty and service are available in your city, and the devices are standard models you can replace from any dealer. Compare the bundle price with buying the same standard items separately.
Go-live hardware checklist
Prints as a clean document, without the site menu.
| # | Check before your first service | ✓ |
|---|---|---|
| Counter | ||
| 1 | Terminal charged or plugged into the UPS, POS app updated and logged in | ☐ |
| 2 | Bill printer connected, correct paper width set, test bill printed with GSTIN and tax split | ☐ |
| 3 | Cash drawer opens on a test cash payment | ☐ |
| 4 | UPI QR displayed and tested with a ₹1 payment; sound box announcing | ☐ |
| 5 | Card machine charged and a test transaction settled | ☐ |
| Kitchen | ||
| 6 | Each station's KOT printer or screen receives a test order | ☐ |
| 7 | Modifiers and notes print large and clearly | ☐ |
| 8 | Printers placed away from fryer heat, steam and splashes | ☐ |
| 9 | Spare paper rolls stored in a cool, dry place | ☐ |
| Floor | ||
| 10 | Every captain device logged in with its own staff login | ☐ |
| 11 | Table layout in the POS matches the real floor | ☐ |
| 12 | Order from a captain device prints at the right station | ☐ |
| Network and power | ||
| 13 | Kitchen printers on a wired connection with a fixed (reserved) IP address | ☐ |
| 14 | Router, terminal and printers on a UPS or inverter | ☐ |
| 15 | Guest Wi-Fi separate from the POS network | ☐ |
| 16 | Mobile hotspot ready as an internet backup; offline billing tested | ☐ |
| People and process | ||
| 17 | Staff trained on their station in a short session | ☐ |
| 18 | Manager knows how to reprint a KOT, void an item and change printer paper | ☐ |
| 19 | Support contact for the POS and printer vendor saved at the counter | ☐ |
Keep it running: weekly care
- Wipe printer heads and clear paper dust; replace worn rolls before they jam.
- Check cables in the kitchen for heat damage or grease.
- Update the POS app and device software outside service hours.
- Keep one spare printer for your busiest station.
Frequently asked questions
What hardware does a restaurant POS need?
At the counter: a POS terminal (tablet, all-in-one or computer), an 80 mm thermal bill printer, a cash drawer, and a UPI QR or card machine. In the kitchen: a LAN KOT printer per station or a kitchen display screen. For dine-in, add captain phones or handhelds. A router and a UPS keep it all running.
Should kitchen printers use LAN, USB or Wi-Fi?
LAN (Ethernet) is the best choice for kitchen and bar printers. Any billing or captain device on the network can print to it, and a wired connection doesn't drop when the Wi-Fi is busy. Give each kitchen printer a fixed IP address in your router so it never changes.
How does a cash drawer connect to a POS?
Most cash drawers connect to the receipt printer's drawer port with an RJ11 cable. When a cash payment is recorded, the POS tells the printer to open the drawer. Check that your printer has a drawer port and that the drawer's cable matches.
Do I need a UPS for restaurant POS hardware?
Yes. A short power cut can switch off the router and printers mid-service, and a sudden shutdown can damage devices. A UPS for the terminal, router and printers keeps billing running until your inverter or generator takes over.
Is a POS hardware bundle worth buying?
A bundle is convenient if every item is compatible with your POS software and comes with local warranty and service. Avoid bundles of proprietary devices you can't replace from any dealer, and compare the bundle price with buying standard items separately.
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