Everything About Commercial Automation for Bars and Restaurants

Do you already know the potential of commercial automation for the bar and restaurant market? Have you ever imagined what it would be like if venues could automate their tasks?

Staff wouldn't have to walk from the customer's table to the kitchen just to place an order. Operations would be far more agile. Managers wouldn't have to waste hours organizing bills and day-to-day information.

It would certainly be a gain in time, productivity, and profitability for the business. 

There are plenty of reasons bars and restaurants are stepping into the future, choosing efficiency over tradition. It's not that using notepads to take orders is a bad thing — it's just that today's technology outperforms them in every way.

So why not take advantage of them? If you want to know how to implement commercial automation in bars or restaurants, find out everything about the topic in this article!

What is commercial automation?

To start, let's first understand the concept of commercial automation. It can be defined as the adoption of technologies and tools to automate a company's processes, both in day-to-day operations and in the strategic management of the business.

For example, in their day-to-day, a restaurant owner has to record and organize huge amounts of data on purchases, inventory, products, and sales. The time lost on this task could be spent planning promotions, thinking up strategies to cut costs, or training the team.

So why not let a computer handle the tedious, repetitive work? It would certainly get done much faster and more reliably. That's possible thanks to a set of equipment and systems that make it possible to automate a range of tasks, making the operation much smoother and more agile.

However, for this to happen, it's essential to plan your infrastructure carefully — from the simplest equipment, like a barcode reader, all the way to data analysis software.

Everything needs to be connected, and in this article, we'll help you understand what's essential for your operation to run efficiently and securely.

See below the advantages of adopting commercial automation in bars or restaurants!

Why automate processes in bars and restaurants

Everything in an operation can be boiled down to a process.

Once you identify the processes at a bar or restaurant, it becomes easy to see how they can be optimized, bringing in more profit while cutting costs at the same time.

Besides making operational processes easier and more efficient, commercial automation frees up time for business managers, letting them focus on analysis and strategic planning. 

If a manager's job used to be making sure nothing was missing from the register, that inventory was delivered correctly, and that the operation was turning a profit, commercial automation puts these day-to-day tasks on "autopilot."

On top of that, the information you need to build a sales and growth strategy starts to surface naturally. That's what we'll look at next. Keep reading!

How does a commercial automation system help a business grow?

These commercial automation systems are simply software that streamlines the entire sales process. If the product being sold is a plate of food, for example, the software will help you:

• Notify the cooks which dish needs to be made without having to walk to the kitchen;
• Deduct the quantity of ingredients used in that dish from inventory control;
• Add sales to the register's records;
• Record the customer's registration details;
• View all your operation's information in reports, spreadsheets, and charts.

Besides speeding up the operation from end to end, this technology also makes it possible to gather information and spot patterns in your business, such as:

Consumption Habits

You can get to know your customers in depth by analyzing information like gender, age range, number of visits, how many return after X months, average ticket, and other characteristics.

You can also see which products and services customers consume the most. Once you know that, it's easy to figure out how to boost sales.

For example, run a promotion pairing an appetizer that's been sitting forgotten in inventory with your most-ordered beer!

You can also see which time slots represent peak consumption and when demand tends to slow down.

Profit Share

Know which ingredient or product is bringing in the most money, and which one is only costing you.

See in detail every service your business offers, which ones are used most, and which bring in the most revenue — so you can measure where your service efforts should be focused.

Table service

Understand how table turnover works: revenue, average ticket, time spent at the table, party size, time slots, and number of visits.

This way, you can identify your customer profile and improve service by focusing your efforts on what generates the best results.

Staff productivity

Get complete visibility into your team's productivity. Know all the sales (revenue) each staff member generated, along with the number of check-ins (registrations) and check-outs (payments).

You can build a ranking of who's selling the most and identify any idle time on the team. With that information, you can run training and take action to improve performance and build a more efficient team.

So, to unlock all these benefits, let's look at what you'll need in terms of equipment, infrastructure, and software.

Equipment needed for commercial automation

The equipment you need to automate your business depends on its operational structure. For a bar, restaurant, or nightclub, the need for some equipment goes down while the need for other equipment goes up.

If your business is a bar or nightclub that's always packed, installing self-service kiosks could end up cutting the fixed costs of having more staff serving customers and closing out bills.

For restaurants, commercial automation equipment focused on customer service is more common. For example, production screens, service terminals, and TEF payment systems are found in many venues.

Take a look below at some of this commercial automation equipment and its benefits.

Order Terminal (POS)

The order terminal is a fixed station located in the venue's dining room, in the area set aside for customer service.

This station is used by waiters and staff to take customer orders, automatically sending the information to the production terminals in the kitchen and bar.

Order terminals are usually spread evenly throughout the restaurant. Just as staff are split up by service area, order terminals are also divided by the areas they cover.

In restaurants, order terminals are placed between staff areas so that 3 employees — waiters and attendants — can share the same terminal without having to walk long distances.

Learn more: POS: what qit is, and its features and advantages

This helps with organization and reduces infrastructure and hardware costs, without compromising service quality.

The advantage of these stations is the reliability they provide. To be used, these screens need to be plugged directly into the power grid. That makes it virtually impossible for them to run out of battery (unless the power goes out) or lose connection.

The order terminal can be integrated with biometric readers. Biometric readers are devices that use biometrics (fingerprints, for example) to identify which employee took, canceled, or reversed each order.

That way, performance reports end up being an accurate, reliable reflection of reality — down to knowing which employee served the most tables, generated the most profit, or exactly the opposite.

Mobile devices

Taking orders on mobile helps decentralize service as a whole.

Mobile devices, such as smartphones, tablets, and Smart POS, work as a mobile POS. They give staff more freedom and speed, since they don't need to walk over to a fixed POS to take orders.

However, there are a few things to consider before adopting them. Mobile devices need to be recharged whenever the battery runs low. If they're not plugged into their charging points at the end of the shift, they won't be ready to use the next day.

Also, as with any device of this kind, the battery wears down over time and holds less charge than it did at first. So keep an eye on how long your devices are lasting to know when it's time to order new ones, and avoid disrupting your operation.

Mobile devices also need a reliable internet signal throughout the venue.

Since they're wireless, they connect to the venue's Wi-Fi network and don't need a cable, but that means the internet signal inside your business needs to be as strong as possible, in every corner. We'll cover more on that later.

Not to mention that new technologies today keep improving products that already existed on the market. In mobile service, that means Bluetooth pinpads, which use the smartphone's internet signal to process an online charge.

This equipment typically uses TEF technology (Electronic Funds Transfer) to streamline service, letting the user register the different acquirers used for each card brand, along with the fees paid per transaction according to the bank.

Thanks to this configuration step, the system ensures that fees are being correctly withheld by the acquirers.

The profit margin, on the other hand, always ends up being the highest, since the system always routes the card through the acquirer with the lowest fees for that card brand.

individual tab

The individual tabs are the cards or slips of paper handed out when the customer enters the venue, whether it's a nightclub, bar, restaurant, or shop.

They give customers the freedom to move around the venue and keep ordering at the same time, improving the experience while maximizing the average ticket per customer. They also make it easier to charge for individual consumption, avoiding problems when splitting a table's bill, for example.

Who hasn't stuck around until the end of a birthday celebration, waiting for the bill to arrive? If splitting separate payments is already hard on staff, imagine how it feels for the customers left scrambling when it's time to divide the check?

For individual tabs to work perfectly, you'll need to add other equipment capable of reading their barcode, whether that's a card swiper or a barcode reader, to avoid the risk of staff typing in the wrong number. Learn more about them below.

Leia também: Electronic tabs for bars: how do you use this technology?

You can choose whether or not to register the customer on the tab, which can also be prepaid or postpaid.

The difference is that, by registering the user on the tab, you avoid the hassle of lost or mixed-up tabs, since you can easily identify who it belongs to through the registration.

In these cases, it helps to have a display screen at service points so you can verify the identity of the customer in question.

These small details make customers feel more at ease in the venue, leading them to consume more the longer they stay. The safer you feel somewhere, the longer you tend to stay — which increases the customer's average ticket.

Self-Service Kiosk

O Self-Service Kiosk is a fixed station that can be placed anywhere in the venue. It can be used to automate customer orders and close out bills.

The advantage of this piece of commercial automation equipment is the freedom and independence it gives your customers. Offering options and alternatives often leads customers to see the business in a positive light, letting each of them choose whatever best fits their type of consumption.

In the case of kiosks, besides being an alternative to checkout lines, they're also a way to save money in the long run. Sometimes customers need a bit of guidance on how to use them, but stickers right on the kiosk itself usually solve that problem easily.

This equipment typically uses TEF technology to streamline service, having the venue register the different acquirers used for each card brand, along with the fees paid per transaction according to the bank.

Thanks to this configuration step, the system ensures that fees are being correctly withheld by the acquirers. The profit margin, on the other hand, always ends up being the highest, since the system always routes the card through the acquirer with the lowest fees for that card brand.

Not to mention that, besides offering your customers other options, this equipment can run 24 hours a day, 7 days a week — as long as it's connected to a power source and internal network.

order printer

Order printers print out the orders placed at service terminals. They're located wherever production happens, like the kitchen and the bar.

When an order is entered at the POS, it's automatically sent to the printer. If it's a drink, it prints out on the equipment located at the bar. If it's a dish, appetizer, starter, or dessert, it prints out on the kitchen's production printer.

The downside of using printers is that pulling the printed orders has to be done manually. That takes a lot of organization to avoid mistakes, delays, or forgotten orders.

A KDS production screen has the advantage of handling that organization automatically, with no paper required.

Learn more: Production Screen or Order Printer? Find out which is better

Production Screen (KDS)

The production screen, also known as a KDS (Kitchen Display System), is a fixed station located in the area set aside for food and beverage production — in other words, the kitchen or the bar.

These stations are used by staff to view the orders taken by servers that still need to be prepared. They replace order printers

Since everything is on the same screen, it's common to group identical orders together for batch production. That way, the total wait time until orders are ready goes down, improving the customer experience.

It also saves on variable costs, like the paper rolls and ink that order printers require.

Electronic Number Display

The digital number display is typically used in restaurants with high turnover (in food courts, for example), shops, and commercial venues that see a high volume of customers.

They're normally used together with a pickup number — in supermarket butcher and bakery counters, for picking up food, especially at food trucks and fast food spots, and at streamlined restaurants with small teams.

In other words, the digital number display helps avoid massive lines, keeping things in order while giving customers the comfort and freedom to move around. And it does that without necessarily driving up costs.

Instead of hiring another staff member to greet customers, jot down names and phone numbers, and then seat them once a table opens up, number displays provide customers more freedom of movement and independence.

This equipment is commonly used in food-focused venues that don't offer table service. This approach supports a fast-paced business with a lean team, putting all available staff toward serving customers and preparing their orders.

In these venues, the value proposition is entirely centered on the product — there's no need to build a structure that accommodates the customer; rather, the opposite.

The idea is to deliver as many products and services as possible to customers, without wasting time clearing tables, washing cutlery, or bringing orders out to each customer's table.

barcode scanner

The barcode reader is used both to scan consumption cards or tabs and to read suppliers' barcodes.

When it comes to CUSTOMER SERVICE, the process this equipment streamlines is identifying which card is being used to place the order. So instead of typing the card's ID number on the keyboard, staff simply hold the barcode under the reader for the system to recognize the tab in use.

As for controle de estoque, suppliers need a digital certificate for this optimization to work. With it, this automation equipment updates your inventory with the items sent to your venue as it scans the order's barcode.

If the supplier has a digital certificate, they can register the items shipped to you online. Then, when you use the barcode reader, the system reads every registered item and automatically adds it to inventory control.

For venues that choose individual tabs to streamline service, it's worth thinking about whether you need barcode readers. It's a low cost for anyone who has already invested in the rest of the venue's automation.

In crowded checkout lines, whether you're coming or going, every second counts.

Types of servers used for commercial automation

Servers are essential to any type of business — from those with just one register (often a register-server, which I'll cover further ahead) to concert venues with over 80 POS terminals. It all comes down to servers.

Servers are responsible for storing data, running contingency and synchronization routines between terminals, business rules, data backups, and many other functions.

So, to have an integrated system with accurate, real-time information, you need a server capable of storing all the data your operation generates.

Check out the differences between server types below, along with the advantages and benefits of each.

Local Server

The oldest type of server of all is the local server, also called a physical server, dedicated server, or on-premise server.

There are several types, but we'll focus on the ones used for commercial automation systems.

Register-server

The first of all is the register-server, which is basically an order terminal, register, and server all in one piece of equipment.

This type of server stores the data generated by the operation while also being used to process sales and take customer orders — whether it's a computer, tablet, or phone.

This type of server is the most dynamic and affordable, and also the least secure.

Dynamic and affordable because you don't need to adapt your business's infrastructure to accommodate all the cabling and signals a larger operation requires. In other words, you just install it and start using it right away!

On the other hand, this type of server is less secure because it centralizes everything in a single piece of equipment.

From handling operational routines, business rules, and data storage, to running the point-of-sale system for the operation, it can't prioritize one task over another.

This puts a heavy load on the computer, and if anything goes wrong with the equipment, your sales data and the rest of your operation are put at risk.

From a customer spilling a drink on the computer to a staff member dropping the tablet, any of these mishaps can compromise your operation's data.

Computador

The second type of server is simply a regular, everyday terminal or computer, the kind we're all used to.

It's recommended to have more RAM and processing power than usual, so it can stay connected to the local network while prioritizing the functions mentioned above.

Since it's dedicated to these functions and doesn't have the operating system installed for sales purposes (meaning you can't process sales on it), it stays safe in a protected location, so nothing happens to it — and, by extension, to your operational data.

The advantages of this type of server can be summed up as low equipment cost and improved security.

However, the low cost of the equipment ends up being offset by extra infrastructure expenses — network cables or Wi-Fi equipment.

Not to mention that if you end up neglecting the equipment, it can overheat, depending on how intensively it's used and how well ventilated its location is.

Cloud Server

The newest and most innovative option is the cloud server, or server "in the cloud."

This type of server handles storage and business rules, doing everything the other server types do.

The only catch is the absolute need for an internet connection: without a connection, no technician can help you if you choose this option. That can create a dependency or slowdown that, for large operations, could put sales at risk within seconds.

On the other hand, it's the most secure option of all. Isso pelo fato da manutenção ser feita pela empresa de hospedagem (em servidores profissionais), em geral grandes empresas como Amazon Web Services (AWS) ou Google (Cloud Platform). 

Setting up this system ranges from moderately to highly complex — generally requiring someone with strong IT knowledge to configure it in the best way possible in terms of security, capacity, and cost, depending on how demanding your operation is.

This service is usually handled by the company that provides the automation system, with the setup cost included in the final price of the service.

The advantage of this type of server is that it doesn't require internal computers or gateway servers — just network hubs or switches, Wi-Fi, and an active internet connection.

If your operation needs to run online, a gateway server is recommended to handle all the data and business rules while offline.

Response time might not be as fast as with internal network servers, but with a good internet connection, nothing stands in the way of synchronization.

Providers serving multiple clients typically opt for a high-availability, scalable setup so the application is always up, 24/7, and accessible from anywhere with internet.

Backups are managed by the hosting provider itself, such as Amazon or Google. All of this brings not just peace of mind that your data is safe, but also speed and mobility, allowing you to work with simpler terminals — like a mobile device — with all your POS and management data in the cloud, in real time.

Gateway Server

Innovation and technological progress keep making equipment faster, smarter, and more capable in terms of processing and storage. While operational capacity only keeps growing, size keeps shrinking.

The pass-through server, or gateway, is a small, simple terminal that connects to the network to link the different platforms in use, also known as "fog computing" or a "bridge."

In other words, it's a piece of equipment that lets terminals, external servers, and other devices communicate with one another.

The most common setup is a simple communication bridge between the customer's cloud system and the internal environment, handling all the routines and business rules so that every terminal — even without an internal server — can communicate and have accurate data on inventory, sales, payments, and any other data you might want to view, no matter where you are.

Given its size and simplicity, it's typically used to process business rules, send tax documents (to SAT, PAF-ECF, or NFC-e systems), and load the system's database — products, services, catalogs, events, and more — across terminals on the same network.

Its advantages include low cost — its memory and processing capacity are typically small compared to other server types — for both the equipment and its maintenance, plus how easy it is to configure for whatever function you need.

This equipment is only suited for minimal data storage — meaning it's ideal for small and medium-sized venues — with fast response times, depending on the network.

For larger databases, you'll need to set up a network to send data to an internal or cloud server.

The advantage of this type of equipment is that, in a lean operation or one that needs speed, you can use this device to sync all your mobile phones or tablets.

Alongside synchronization, the device also offers connections to additional equipment, such as TEF, scales, SAT, card readers, and others that would normally need a USB connection to work.

Professional or Dedicated Server

If you're still not confident in the security other servers can offer, the professional server (or dedicated server) might be what gives you peace of mind.

This type of server tends to be more expensive, since it has multiple HDDs (the part of the computer where your data is stored) and technology called RAID and SAS.

RAID

RAID automatically generates and writes data across multiple HDDs at the same time.

That means data can be accessed quickly — for example, if one HDD is busy handling another task at that moment, you can access the same data on another HDD on the same server — while the equipment itself takes care of other operational functions.

Basically, the technology makes all the HDDs work together as if they were one, harnessing the performance of all of them at once for reading and writing data.

The problem is that if one of the HDDs gets corrupted (by malware, for instance), all the information recorded up to that point becomes compromised.

It's as if the data record were a building, and the different parts written across the HDDs were its central pillars. The moment one of them fails, the whole building goes down with it.

SAS

SAS technology, on the other hand, uses multiple HDDs in a mirrored setup to create redundancy and keep data more secure.

By mirroring the HDD, the system writes everything to the main drive and creates an instant backup on a separate drive. So if anything unexpected happens to the first one, the system keeps running normally using the second, third, fourth, and so on.

The cost and performance of SAS drives depend on the quality and brand of the HDDs. The more expensive ones tend to offer greater capacity, better speed, and a higher number of disks used for simultaneous writing.

These machines can stay on all the time without overheating issues — as long as they're not stuffed inside a drawer, for example.

Ideally, you'd have a small dedicated room for them, with restricted staff access but good ventilation — for both fresh air coming in and hot air going out.

The advantages can be summed up as secure data storage and superior performance compared to other options. For these reasons, this equipment ends up costing more than the others — above the average of any other type of terminal.

All these types of servers are secure because they're physically with you, as long as proper care and maintenance are carried out.

The more dedicated and expensive the server, the more complex its setup and maintenance. If the server is located on-site where your operation runs, you'll only need to connect it to the local network, not the internet.

Because of this direct connection to the rest of your operation's equipment, response time is usually very short (depending on your network and cabling or Wi-Fi infrastructure).

You can also keep the server at another location, communicating with your business over the network to generate and store data for reports.

However, if the internet goes down or there's a network issue, your operation can be compromised. That's because, as the server handles operational routines and back-end functions, a break in communication ends up causing operational problems in the rest of your equipment.

Data integrity will be compromised if the connection drops, and it can slow the system down due to weak signal, interruptions, or reduced speed.

All administrative functions, the database, and reports live on this equipment, so to avoid problems, this server needs hardware specs and network infrastructure that match the volume of your business operation.

Which type of server is best for automation in bars and restaurants?

All these types of servers can work independently or together. 

For example, a gateway server for contingency in case the internet goes down, with a cloud server as backup; or an internal server with a monthly cloud backup.

There are countless ways to combine these server types, adapting the storage and processing structure for your data and routines in whatever way works best for your venue. 

Each server type, or combination of types, depends on the operation — whether it's a fixed location with terminals or a food truck with just a couple of mobile phones — and also needs to match the scale of the operation.

Consult a trusted technician to find out which option fits your venue best.

How to prepare your venue's infrastructure for Commercial Automation

Now that you know which equipment is needed for automation, it's essential to understand what that equipment needs in order to run.

The computers and accessories are the muscles, but the network and power outlets are the operation's central nervous system and skeleton. Without the right infrastructure, the system won't deliver even 10% of what it's capable of.

It's easy to know what to do when you have the right information, so we've put together the best tips on this process.

This is the part where you get your business ready to grow, and for it to grow without obstacles, you'll need to prepare it the right way. Keep reading to find out how to prepare your venue for commercial automation!

How to plan your internet and power network

All computers and readers communicate over a network, using a cable that connects each one to a hub or switch.

Order and display screens, order printers, and register terminals run on both a network cable and a power cable, so have the layout plan for your venue on hand, whether it's still in the works or already in place.

Planning the rollout becomes much easier when you know where the outlets will go and where the cables will run.

In short, you'll need a network point (hub or switch) and a power point for each:

• Register terminal
• Fiscal printers
• Order printers
• Display screens
• Order screens
• Barcode scanner

Wi-Fi network precautions

Only smartphones and tablets that are typically used to take orders can connect using Wi-Fi. 

For these devices, you'll need to check the internet signal range throughout your venue. There are several apps on the market that can help with this, like WifiAnalyzer.

If you happen to find dead spots in certain areas, look for a technician to help you install signal repeaters or routers. 

Internet failures cause duplicate orders, incomplete orders on the display screen, trouble processing payments, and a range of other issues that can wreck any business's reputation.

This also applies to venues that offer open Wi-Fi to customers. The more people connected to a network, the slower the connection gets, leading to the same problems we just mentioned.

So, set up a network exclusively for the machines you'll use to automate your business.

Rely on a specialized technician

You'll need to call in a technician to carry out all these changes, but it's even more important for you to know this information so you can plan the work properly.

When network and power cables are placed too close together, they generate electromagnetic interference, and that causes the signal to drop.

Without the right insulation, the signal ends up failing, interrupting the system's operation. Apenas um técnico qualificado vai conseguir. 

Meet EPOC: the commercial automation system for bars and restaurants

As we've seen in this article, commercial automation is the best solution for restaurants and bars that want efficient operations and real business intelligence.

Besides automating processes and speeding up customer service, using technology lets managers dedicate more time to the company's growth strategies.

Now that you know these advantages and everything you need to automate a venue's operation, you're ready to implement commercial automation. Start by choosing a trusted partner!

O EPOC is the most complete commercial automation system for bars and restaurants on the market. Among its features are:

• POS for table service, counter service, prepaid and postpaid individual tabs, product cards, scales, turnstiles, all-you-can-eat service, and KDS to streamline dish preparation.
• Self-service via kiosk and QR code, so your customers can access the menu, place their order, and pay right from their own phone.
• Pix, TEF, and integrated Bluetooth payment
• Integration with major delivery apps (iFood, Rappi, Delivery Direto) and leading ERPs (SAP, Everest, Omie)
• Administrative back office with inventory control, recipe cards, and a production module
• Financial management with accounts payable and receivable, cash flow, and income statements
• CRM with customer registration, Loyalty program and exclusive promotions

All of this and much more was built by specialists in the bar and restaurant market. We have everything you need to automate your venue. Cada detalhe do sistema é pensado para potencializar as vendas e otimizar os resultados do negócio. 

Our system adapts to different operating models, and you can count on us to help you figure out what makes the most sense for your bar or restaurant.

We work with partners who deliver the best service and give you full support to implement commercial automation. Talk to us to automate your restaurant or bar! Request contact from our consultants to find out how we can help.

Want to become an EPOC partner and help revolutionize the restaurant and bar market? Discover the benefits of becoming one of our resellers!

Frequently Asked Questions