Restaurant Technology
Published August 24, 2025
Explore the strengths of three leading online ordering platforms, comparing features, pricing, and ideal restaurant types for each.
Online ordering systems are essential for restaurants today, simplifying operations and boosting customer convenience. Among the top platforms, Toast, Square, and Grubhub cater to different needs:
| Feature | Toast | Square | Grubhub |
|---|---|---|---|
| Type | All-in-one POS | Payment processor | Delivery marketplace |
| Monthly Fees | $69+ per terminal | $0 (basic) / $60+ (paid) | $0 |
| Transaction Fees | 2.49% + $0.15 | 2.6% + $0.10 (in-person) | 15-30% commission/order |
| Delivery Service | Third-party integrations | Partner with delivery apps | Built-in delivery network |
| Best For | Full-service restaurants | Small cafés, food trucks | Restaurants needing delivery |
Each platform has strengths based on your restaurant's size, style, and goals. Toast is best for detailed management, Square suits small-scale operations, and Grubhub excels at delivery reach. Choose based on your budget, customer base, and operational needs.
Toast is a restaurant management system designed specifically for the food service industry. It combines essential tools like point-of-sale (POS) functionality, online ordering, inventory management, and analytics into one integrated platform. This seamless setup is appealing to restaurants aiming to simplify their operations by using a single provider for all their tech needs. The result? A more efficient and streamlined workflow.
Toast stands out because of its all-in-one approach to restaurant technology. By integrating online ordering with its POS system, it ensures that orders from your website or mobile app sync directly with in-person transactions, eliminating the need for separate systems.
Its menu management tools are another highlight. Restaurants can update prices, descriptions, and item availability across all platforms in real time. For instance, if a popular dish sells out during a busy dinner service, staff can mark it as unavailable, and it will instantly disappear from the online menu. This prevents customers from ordering items that aren’t available, saving both time and frustration.
The platform also provides detailed analytics, offering insights into customer behavior, peak business hours, and menu performance. These insights can help restaurant owners fine-tune their menus, adjust pricing, and make data-driven decisions to improve their operations.
Toast’s built-in payment processing system supports both online and in-person transactions. This unified system simplifies reconciliation and supports features like contactless payments, gift cards, and loyalty programs, all of which work seamlessly across every ordering channel.
Toast also integrates with specialized hardware, including terminals, kitchen display systems, and handheld devices. This setup allows kitchen staff to manage online and dine-in orders side by side, ensuring efficiency even during peak hours.
Toast operates on a subscription-based pricing model, which includes standard transaction fees. The pricing is flexible, scaling with the features and modules a restaurant chooses to use, such as advanced reporting, online ordering, or delivery management. There is an initial hardware investment required, though financing options are available. For restaurant groups with multiple locations, Toast offers pricing models tailored for centralized management, making it easier to maintain consistency across sites.
Toast’s robust features make it a great fit for a variety of restaurant types. It’s especially useful for full-service restaurants and well-established quick-service spots that need an integrated system to manage both in-person and online orders.
For restaurant groups with multiple locations, Toast simplifies operations by offering centralized management. This means consistent menus, pricing, and promotions across all locations, while still allowing for local adjustments when needed.
Restaurants that rely on data to make informed decisions will also benefit from Toast’s analytics, which can help optimize everything from menu design to pricing strategies.
That said, Toast might not be the best fit for very small operations, food trucks, or restaurants with tight budgets. The subscription fees and upfront hardware costs may not be justifiable for businesses with lower transaction volumes.
Square focuses on keeping things simple and affordable, rather than packing in a ton of restaurant-specific features. You might know Square from its iconic card reader that plugs into a smartphone, but today, it’s a full-fledged payment and business management platform. Its flexibility has made it a go-to solution for small businesses, including restaurants.
One of Square’s biggest draws is how easy it is to get started. New restaurant owners can begin accepting payments almost instantly without any upfront costs or long-term contracts. This makes it especially appealing for food trucks, small cafés, and startup restaurants trying to keep costs low while growing their customer base.
Square’s restaurant tools are built into its main payment system. While it might not have the advanced features of some restaurant-specific platforms, it provides a strong base for businesses more focused on managing costs than having every industry-specific feature.
Square’s user-friendly, mobile-first design works smoothly across smartphones, tablets, and POS terminals, making it perfect for businesses that need flexibility and mobility.
The Square for Restaurants app offers basic online ordering tools integrated directly with the POS system. Restaurant owners can create a simple online menu, accept orders through their website, and manage everything from one dashboard. Inventory syncing happens automatically - if an item sells out in-store, it’s removed from the online menu without any manual updates.
Square’s hardware options are a standout for mobile and small-scale operations. From the basic card reader to full register setups, kitchen display systems, and handheld devices for tableside service, the hardware is designed to work wirelessly. This is a big win for food trucks and outdoor setups where traditional wired systems aren’t practical.
The platform also includes marketing tools like email campaigns, customer feedback collection, and loyalty programs. These built-in features help small restaurants connect with customers without needing extra software or services.
Square’s real-time reporting lets owners track sales, identify popular menu items, and monitor overall performance from anywhere. While it doesn’t offer the in-depth analytics of some specialized systems, it covers the basics that small businesses need to stay informed and make smart decisions.
Square’s pricing is straightforward, with no monthly subscription fees for its standard features. Instead, the company earns revenue through transaction fees.
These rates are competitive, especially for small businesses, and include payment processing, fraud protection, and basic POS functionality.
Square also offers paid plans starting at around $60 per month, which unlock advanced features like detailed reporting, employee management tools, and enhanced inventory tracking. However, many small restaurants find the free plan sufficient, especially when just starting out.
There are no setup fees, monthly minimums, or cancellation charges, giving businesses the freedom to scale their usage up or down as needed. This flexibility is especially useful for seasonal operations like food trucks or pop-up restaurants, which can save money by avoiding year-round subscription fees.
Square’s simplicity and flexible pricing are ideal for a range of small-scale food businesses.
That said, Square isn’t the best fit for every type of restaurant. Full-service restaurants with complex needs like table management or advanced staff scheduling may find the platform too basic. Similarly, high-volume operations might find the transaction-based pricing less cost-effective as sales increase. For multi-location restaurant groups, Square’s lack of centralized tools for managing multiple sites can be a limitation.
In short, Square shines for small, independent operations that value affordability and ease of use, but larger or more complex businesses may need to look elsewhere.
Grubhub acts as a bridge between restaurants and customers, offering a third-party marketplace where restaurants can rely on its delivery network to manage customer acquisition, order processing, and logistics. This allows restaurants to focus on what they do best - preparing delicious food - while Grubhub handles the rest.
By using Grubhub, restaurants can tap into an established network to reach more customers without needing to invest in their own online ordering system. This is especially helpful for smaller businesses looking to grow their revenue. However, this convenience comes at a cost - commission fees and reduced control over the customer experience.
Below, we’ll explore Grubhub’s features, fee structure, and which types of restaurants might benefit most from the platform.
Grubhub’s platform connects restaurants to a large customer base, helping them meet local demand without heavy marketing efforts. Its delivery network is a game-changer for restaurants that don’t have their own delivery service, ensuring orders are picked up and delivered efficiently.
The restaurant dashboard is another standout feature. It allows restaurants to make real-time updates to their menu, manage promotions, and monitor customer ratings. The ability to track orders in real time and gather feedback through customer reviews can help restaurants improve their service and build trust with diners.
Grubhub operates on a commission-based model, charging fees on each order. These fees vary depending on factors like location, order volume, and whether delivery is handled by Grubhub. Delivery orders typically come with higher fees, and restaurants can also opt to pay extra for premium placement or promotional opportunities.
Payments are processed weekly, with restaurants receiving their earnings after commissions and fees are deducted. For restaurants with lower-priced menu items, these fees can significantly impact profit margins, so it’s important to weigh the costs carefully.
Grubhub works best for well-established restaurants in urban areas that can handle a high volume of orders. It’s also a great option for restaurants without their own delivery service, as they can quickly expand their offerings through Grubhub’s network.
Certain cuisines - like pizza, burgers, or Chinese food - tend to perform well on the platform since they travel well and maintain their quality during delivery. On the other hand, high-end restaurants that focus on ambiance or presentation may find the platform less suitable, as the commission fees and limited control over the dining experience might not align with their brand. Similarly, restaurants with very tight profit margins or new establishments still ironing out operations should proceed with caution, as delivery issues or early missteps could harm their reputation through customer reviews.
Here’s a streamlined look at how Toast, Square, and Grubhub stack up against each other. This comparison table highlights their key features, costs, and ideal use cases.
| Feature | Toast | Square | Grubhub |
|---|---|---|---|
| Platform Type | All-in-one POS system | Payment processor with ordering | Third-party marketplace |
| Hardware Requirements | Toast-specific terminals and tablets | Compatible with most devices | No hardware needed |
| Setup Complexity | Professional installation required | Self-setup in minutes | Account creation only |
| Monthly Fees | $69+ per terminal | $60+ for restaurant plan | No monthly fees |
| Transaction Fees | 2.49% + $0.15 | 2.6% + $0.10 | 15-30% commission per order |
| Delivery Service | Third-party integrations | Partner with delivery apps | Built-in delivery network |
| Customer Data Ownership | Full ownership | Full ownership | Limited access |
| Menu Control | Complete control | Complete control | Limited customization |
| Marketing Tools | Advanced loyalty programs | Basic email marketing | Grubhub's promotional tools |
| Customer Support | 24/7 phone support | Online chat and phone | Restaurant dashboard support |
| Best For | Full-service restaurants | Small to medium cafés | Restaurants without delivery |
| Contract Terms | Multi-year agreements | Month-to-month | No long-term contracts |
Cost Differences:
Integration Capabilities:
Learning Curve:
Scalability:
Each platform has its strengths depending on your restaurant’s size, goals, and operational needs. Whether you’re looking for an all-in-one solution, a simple payment processor, or a delivery-first approach, this comparison offers a clear roadmap to finding the best fit.
Every restaurant operates differently, and their online ordering needs can vary widely. Picking the right platform means understanding how your business runs and what it requires to serve your customers effectively.
Let’s break it down by restaurant type to help you make the best choice.
For full-service restaurants, Toast stands out with its extensive features designed for more complex operations. It handles table management, menu customization, and integrated reporting, making it easier to manage both online and in-house dining seamlessly. Features like real-time order adjustments, split-checks, and kitchen workflow coordination help unify dine-in and online services. Plus, its built-in analytics and inventory management tools give managers the insights they need to tweak staffing levels and menus when necessary.
If you’re running a smaller full-service restaurant and want to dip your toes into online ordering, Square could be a solid option. Its month-to-month pricing makes it low-risk to try, and it works with your existing point-of-sale system. However, it doesn’t offer advanced table management tools, so you might need additional systems to handle dine-in coordination.
Grubhub, on the other hand, focuses heavily on delivery, which makes it less suitable for full-service establishments.
For quick-service spots, cafés, and fast-casual restaurants that prioritize speed and simplicity, Square is a great fit. Its straightforward setup and flexible pricing are ideal for smaller or seasonal operations that need cost-effective solutions.
For larger quick-service chains, Toast offers a more robust option. Its franchise management tools allow for consistent menu pricing and promotions across multiple locations. That said, smaller cafés or single-location outlets might find Toast’s features more than they need.
If delivery is a priority, Grubhub can be a useful add-on for quick-service restaurants. Its large customer base can help increase order volume, but you’ll need to factor in commission fees to ensure your margins stay healthy.
Food trucks and mobile vendors often face unique challenges, like changing locations and spotty internet connectivity. This is where Square shines. Its portable hardware, offline mode, and easy setup make it a go-to choice for mobile operations. You can use tablets, smartphones, or portable card readers to handle orders efficiently, even when Wi-Fi is unreliable. Social media integration is another bonus, helping you keep customers updated on your current location and menu changes.
Toast, by comparison, is better suited for fixed locations and may not align with the flexibility that food trucks require. While Grubhub could work as an additional delivery option during slower times, it doesn’t offer tools like real-time location tracking or event-based ordering, which are crucial for mobile vendors.
Ultimately, the best platform for your restaurant depends on how well its features align with your operations. Think about your current systems, staff capabilities, and where you see your business headed before making a decision.
Today’s restaurants are leaning more on automated tools to handle the surge in online orders. These integrations help simplify operations across multiple ordering channels, making day-to-day management smoother.
For instance, Toast’s POS system can pair with a centralized AI solution to unify order management, improve order routing, and keep tabs on inventory. This setup ensures orders from various platforms are handled efficiently without manual juggling.
Square’s platform also supports AI-powered integrations. Its easy-to-use transaction processing and real-time reporting can work hand-in-hand with tools like AI phone assistants. These assistants can help manage busy periods and provide insights into trending menu items, making operations more responsive.
Meanwhile, Grubhub emphasizes personalized recommendations and streamlined delivery processes. When linked to a centralized AI system, data from Grubhub can contribute to overall efficiency, helping restaurants optimize their delivery and menu strategies.
Centralizing these platforms with an AI solution takes operational flow to the next level. As mentioned earlier, seamless online ordering is crucial, and AI integration pushes this even further by automating and enhancing key processes.
If your restaurant values advanced features like smarter order routing or detailed reporting, robust API integrations are a must. These tools not only adapt to your current needs but also grow alongside your business. With AI Restaurant Solutions rolling out features like automated reservation booking and menu inquiries, having a system ready to support these integrations will be a game-changer.
AI Restaurant Solutions offers centralized order management across platforms like Toast, Square, and Grubhub. Plus, their AI phone assistants for order-taking and reservations are available for $279.99 per month, providing a comprehensive solution for modern restaurant operations.
When comparing platforms, it’s important to look beyond initial costs and dig into the full pricing structure. This includes base fees, processing charges, and transaction commissions. Let’s break it down:
Toast provides a free Starter Kit with processing fees ranging from 2.49% + $0.15 to 3.69% + $0.15 per transaction. Alternatively, you can opt for the Toast POS Plan at $69 per month, which typically comes with lower processing rates.
Square keeps things straightforward. You can choose the free basic POS or upgrade to the Plus plan for $69 per month per location. Processing fees are 2.6% + $0.10 for in-person transactions and 2.9% + $0.30 for online payments.
Grubhub operates on a commission-based model with no upfront or monthly fees. Commissions range from 5%–20% per order for pickup or self-delivery, with an extra 10% fee if you use Grubhub’s delivery service.
| Platform | Monthly Fee | Fee Structure |
|---|---|---|
| Toast Starter Kit | $0 | 2.49% – 3.69% + $0.15 per transaction |
| Toast POS Plan | $69 | Typically lower processing rates (varies) |
| Square Free | $0 | 2.6% + $0.10 (in-person) / 2.9% + $0.30 (online) |
| Square Plus | $69 | Same as Square Free fees |
| Grubhub Marketplace | $0 | 5%–20% commission; additional 10% for Grubhub Delivery |
These details are key for forecasting your monthly expenses. By factoring in these fees, along with any potential integration costs, you can create a more accurate budget.
For a more efficient approach, tools like AI Restaurant Solutions can help centralize management tasks, potentially cutting operational costs. Using these insights to align costs with your operational needs can help you fine-tune your restaurant’s overall management strategy.
Selecting the right online ordering platform is a critical decision for any restaurant looking to thrive in today’s competitive market. With online orders increasing by 300% since 2014 and the global online food delivery market expected to hit $1.20 trillion by 2024, the stakes have never been higher. Below, we’ve highlighted key platforms to help you make an informed choice.
For full-service restaurants and bars, Toast stands out. Its industry-specific features, like kitchen display systems and inventory management, make it a practical choice for high-volume operations. Plus, its commission-free online ordering option, starting at $75 per month, ensures you keep more of your revenue.
Square is perfect for small cafés, quick-service restaurants, and food trucks. Its low-cost, mobile-friendly setup includes a free plan with essential POS functionality and offline payment capabilities. Businesses using Square Online have reported a 97% increase in sales, making it an excellent choice for smaller operations aiming to grow.
If expanding market reach is your priority, Grubhub could be the way to go. While its 5%–20% commission fees may eat into profits, its extensive customer base can significantly boost order volume. This makes it especially valuable for restaurants in highly competitive areas where visibility is key.
Your decision should align with your restaurant's goals - whether it’s comprehensive management with Toast, affordability and scalability with Square, or broader reach with Grubhub. Each platform offers unique advantages tailored to different business models.
When it comes to transaction fees, here's how the numbers stack up:
These fees can have a noticeable impact on your bottom line, particularly for restaurants handling a large number of delivery orders, where Grubhub's delivery commissions can add up quickly. To make the best choice for your business, take a close look at your sales volume and the mix of order types you handle most often. This way, you can pick a platform that aligns with both your budget and operational needs.
When choosing between a POS system like Toast and a delivery platform like Grubhub, it all comes down to what your restaurant needs most.
POS systems, such as Toast, are built to make day-to-day operations smoother. They come packed with features like order management, inventory tracking, and staff scheduling, making them perfect for restaurants that want to improve in-house efficiency and deliver excellent customer service.
On the flip side, platforms like Grubhub are all about online ordering and delivery services. They help restaurants connect with more customers and boost delivery sales, making them a great option for businesses focused on convenience and expanding their reach.
The right choice depends on whether your priority is managing operations seamlessly or tapping into a wider audience through delivery and online orders.
AI tools are transforming platforms like Toast and Square by simplifying and improving essential restaurant operations. They enable real-time data analysis, which helps with tasks like managing orders, handling table reservations, and tracking performance metrics. This means restaurants can run smoother and cut down on manual mistakes.
On top of that, AI can dig into sales trends, anticipate customer preferences, and even automate marketing efforts. These capabilities not only make day-to-day operations more efficient but also deliver personalized experiences that keep customers coming back. With AI in the mix, restaurants can save time, streamline workflows, and rely on data-driven insights to grow their business effectively.