Restaurant Ordering System 2026: Build Your Own App in 5 Simple Steps (Commission-Free)

The Hidden Costs of Lieferando & Co. Are Eating Your Profits

Imagine this: You run a successful restaurant with 1,000 online orders per month. The average order value is €28. That’s €28,000 in revenue – sounds good at first, right?

But here comes the shock: With 15% commission, you lose €4,200 monthly to the platforms. That’s over €50,000 per year going straight into the pockets of Lieferando, Uber Eats and Co.

Provider	Commission	Monthly Costs (1,000 orders)	Annual Costs
Lieferando	13-15%	€3,640 - 4,200	€43,680 - 50,400
Uber Eats	15-30%	€4,200 - 8,400	€50,400 - 100,800
Wolt	14-20%	€3,920 - 5,600	€47,040 - 67,200
Own System	0%	€0	€0

The numbers speak for themselves. But that’s not all: A recent study shows that 73% of restaurants are dissatisfied with the high commissions charged by third-party platforms. There’s an even bigger problem: The valuable customer data belongs to the platforms, not to you.

This means: You have no way to reach your regular customers directly, create personalized offers, or build real customer loyalty.

The solution? Your own restaurant ordering system. In this article, I’ll show you in 5 concrete steps how to end your dependence on expensive platforms and regain control over your business.

Step 1: Assess Your Current Ordering Process

Where do you stand today? Identify and document weaknesses

Before implementing a new system, you need to honestly analyze where you stand today. This is the only way to identify the biggest weaknesses and measure success later.

Analyze your current ordering channels:

How many orders come via phone? (Average: 40-60%)
What percentage runs through third-party platforms? (Often 30-50%)
How many customers order directly on-site?

Document peak times and staff workload:

The classic case: Friday, 6:30 PM. The phone rings constantly while orders from three different apps keep coming in. Your service staff juggles between the phone, tablet, and guests in the restaurant. Complete chaos.

Self-Analysis Checklist - 10 Critical Questions:

How long does an average phone order take? (Benchmark: 3-5 minutes)
How often do misunderstandings occur with phone orders?
Do you know the names and preferences of your top 50 customers?
How quickly can you find customer data when they call back?
Can you spontaneously send a promotional campaign to all regular customers?
How much time does your staff spend daily taking orders?
Do you know which dishes are most popular at which times?
What’s your no-show rate for pickups?
Can you do upselling (drinks, desserts, sides)?
Do you have an overview of the true costs per order?

Real Example: Restaurant “Mama Mia” in Munich had the following problems before switching systems: 80% phone orders led to long queues, 15% order errors due to misunderstandings, and zero customer loyalty. After introducing their own ordering system, phone orders dropped to 20%, order errors to under 3%.

“We used to spend more time on phone calls during peak hours than cooking. Today 70% runs through our app – the team can finally focus on what matters again.” - Marco Rossi, Owner Pizzeria Mama Mia

Step 2: Choose the Right System Architecture

These 3 Components Your Ordering System Really Needs

A functioning ordering system is like a well-coordinated kitchen team: All components must work together seamlessly. The good news: You don’t need 20 different tools. These three core components are enough:

1. Online Ordering Platform (Web + Mobile App)

Responsive website for all devices
Optional native app for iOS and Android
Simple menu navigation and shopping cart function
Various payment options (PayPal, credit card, cash payment)

2. Integrated POS System for Seamless Processing

Automatic order transfer
Receipt printing in the kitchen
Inventory management with automatic updates
Daily reports and reporting

3. Customer Data Management for Customer Retention

Customer profiles with order history
Store preferences and allergies
Note birthdays and important dates
Segmentation for targeted marketing

Modular Solution vs. All-in-One System:

Aspect	Modular Solution	All-in-One System
Setup Time	4-8 weeks	1-2 weeks
Costs	Higher individual costs	Predictable flat rate
Flexibility	Very high	Good
Support	Multiple contacts	One contact
Integration	More complex	Seamless
Scalability	Complex	Simple

My Recommendation: For most restaurants, an all-in-one system is the better choice. You save time, stress, and often money too. Systems like GastroSystem offer all components from one source – from the ordering app to the POS system to customer management.

Step 3: Technical Integration into Your Existing Workflows

How to Connect the New System with Kitchen, POS, and Staff

The best software is useless if it doesn’t fit into your existing workflows. Here’s the optimal workflow from order to delivery:

Customer orders online → Order automatically appears in kitchen → 
Cook confirms and starts preparation → Customer receives SMS/push when ready → 
Pickup/delivery is documented → Customer receives receipt and review request

Workflow Optimization in Practice:

Order Entry: No more manual input – everything runs automatically
Kitchen Display: Receipt appears directly at the kitchen workstation
Time Management: System estimates preparation time and informs customers
Quality Control: Order is checked again before handout

Team Training - Realistic Timeline:

Day 1: System overview and basic functions (2 hours)
Day 2: Hands-on practice with test orders (3 hours)
Day 3: Live operation with support (full-time)
Weeks 2-3: Follow-up training and optimization (1 hour each)

Integration with Existing Hardware:

Most modern ordering systems work with your existing hardware:

Receipt printers (via WiFi or USB)
Cash drawers
Barcode scanners
Card terminals

Real Example: The 50-seat restaurant “Zur Linde” achieved impressive time savings through system implementation:

Process	Before	After	Time Savings
Order taking	4 min/order	30 sec/order	87%
Daily closing	45 minutes	10 minutes	78%
Finding customer data	2-3 minutes	10 seconds	94%
Inventory	3 hours	45 minutes	75%

The team can now use this time for better service and quality.

Step 4: Pricing Strategy and Cost Optimization

These Pricing Strategies Work for Online Orders

With your own ordering system, you finally have the freedom to implement creative pricing strategies. Here are the most proven approaches:

1. Dynamic Pricing for Different Times:

Happy Hour (2-5 PM): 15% discount on all appetizers
Peak Hours (6-8 PM): Regular prices, but premium service
Late Hours (9-11 PM): 10% discount for express pickup

2. Strategic Minimum Order Values:

The rules of thumb for minimum order values:

Pickup: €15-18 (covers fixed costs + small profit)
Delivery: €20-25 (including delivery costs)
Office Catering: €50+ (higher quantities, better margin)

3. Smart Loyalty Programs:

Point Collection: 1 point per euro, from 100 points = €10 discount
VIP Status: 5% permanent discount after 10 orders
Birthday Special: Free dessert in birthday month

“Since we have our own system, we can finally react flexibly to demand. Our ‘Wednesday Pasta Special’ runs through the app and brings us 40% more revenue on this weak weekday.” - Sarah Klein, Owner Ristorante Bella Vista

Cost Comparison: Commission Model vs. Flat Rate

Here’s why flat-rate models like GastroSystem are often the better choice:

With 800 orders per month (average for medium-sized restaurants):

Cost Factor	Commission Model (15%)	Flat Rate System
Base Fee	€0	€89
Commission/Usage	€3,360	€0
Setup Costs	€0	€0
Total/Month	€3,360	€89
Savings	-	€3,271/month

From just 20 orders per month, a flat-rate system pays for itself!

Step 5: Marketing and Customer Retention with Your Own System

How to Lure Your Customers from Third-Party Platforms to Your App

The most difficult part: Getting your loyal customers to switch from Lieferando to your own platform. But with the right strategy, it works:

3-Month Plan for Customer Migration:

Month 1 - Create Awareness:

Flyers with every delivery: “Order directly from us and save 10%”
Social media campaign highlighting benefits of direct ordering
Table displays in restaurant with QR code to your own app

Month 2 - Set Incentives:

Double loyalty points for direct orders
Exclusive dishes only through your own app
Faster delivery for app users (priority service)

Month 3 - Force Migration:

Introduce price differences: App 10% cheaper than third-party platforms
VIP customer status only for direct orderers
Personalized offers based on order history

7 Proven Marketing Tactics for Restaurant Apps:

QR Code Marketing: On receipts, flyers, table displays
Referral Program: €5 voucher for each referred friend
Push Notifications: Personalized offers at the right time
Birthday Marketing: Automatic congratulations with gift
Weather-Based Offers: Soup special when it rains, ice cream when it’s hot
Social Proof: Show reviews and photos from other customers
Gamification: Collect badges, level up, challenges

Migration Case Study: Restaurant “Goldener Hirsch” in Hamburg

Starting position: 85% of online orders via third-party platforms After 6 months with own app: 60% direct orders

How they did it:

First 100 app downloads: Free Pizza Margherita
WhatsApp newsletter with exclusive app offers
Shop window advertising: “Why pay more? Order directly from us!”
Staff training: Every employee actively promotes the app

The Result:

Commission savings: €2,800/month
Customer data: 1,200+ profiles with preferences
Direct customer contact for promotions and events

Your Own Profitable Ordering System in 30 Days

You now have the complete roadmap. Here’s your realistic timeline:

Week 1: Planning and Selection

Day 1-2: Assessment with the checklist above
Day 3-4: Compare system providers and make decision
Day 5-7: Sign contract and start setup

Week 2: Setup and Configuration

Day 8-10: Digitize menu and set prices
Day 11-12: Customize design and conduct test orders
Day 13-14: Integrate hardware and train staff

Week 3: Testing Phase and Optimization

Day 15-17: Soft launch for regular customers only
Day 18-19: Collect feedback and optimize system
Day 20-21: Create marketing materials

Week 4: Full Launch and Marketing

Day 22-24: Public launch with promotional campaign
Day 25-26: First marketing campaign for migration
Day 27-28: Measure success and re-optimize

ROI Calculation - When the Investment Pays Off:

Example Calculation for Medium-Sized Restaurant:

Setup costs: €0 (with most providers) Monthly costs: €89 Commission savings: €2,500/month (with 600 orders)

Break-even: Already in the first month! Annual savings: Over €28,000

5 Most Common Pitfalls (and how to avoid them):

“Too complicated for our team” → Solution: Gradual introduction, intensive training
“Customers don’t want to switch” → Solution: Attractive incentives and patience (3-6 months)
“Technical problems at start” → Solution: Always have parallel backup plan (phone) ready
“Too few app downloads” → Solution: Aggressive marketing in first 3 months
“System doesn’t fit our workflows” → Solution: Adapt workflows, don’t bend system

Ready-to-Go Checklist:

Your Next Step: You now have all the tools you need. The question isn’t whether you need your own ordering system, but when you’ll finally start saving those expensive commissions.

Systems like GastroSystem offer you everything from one source: From the app to the POS system to customer management. With a transparent flat rate without hidden costs or commissions.

Start your independence from expensive platforms today. In 30 days, you can be the master of your own digital restaurant universe.

What are you waiting for?