What You Will Need
Setting up a QR code menu does not require any technical expertise or special hardware. The only things you need are:
- A smartphone or laptop to configure your menu
- A printer (or a sign shop) to produce the QR codes for tables
- A tablet or screen in the kitchen to display incoming orders
Most restaurants complete their initial setup in under an hour. Here is how to do it.
Step 1: Create Your Digital Menu
Start by logging into your restaurant management platform and creating your menu from scratch or importing it from an existing document.
Organize by category first. Create sections — Starters, Mains, Desserts, Drinks — before adding individual items. A well-structured menu is faster to browse and reduces customer decision fatigue.
For each item, add:
- Name and description (2–3 sentences is enough)
- Price
- Allergen information (required by EU Regulation 1169/2011 for all food businesses)
- A photo if available — items with photos typically get ordered 30% more often
- Availability toggle — mark items as unavailable without deleting them
Impact: High | Effort: Medium (one-time)
Take the time to write clear descriptions. Avoid generic phrases like "delicious pasta" — instead describe the key ingredients and preparation: "Tagliatelle with 6-hour braised beef ragù and aged Parmigiano."
Step 2: Configure Allergen Information
EU law requires you to declare the presence of 14 major allergens for every dish. Your digital menu platform should allow you to tag each item with relevant allergens.
The advantage of a digital menu over a printed one is that changes are instant. If a recipe changes and a dish now contains nuts, you update the flag in the dashboard and every customer who opens the menu sees the updated information immediately.
Do not skip this step. Allergen non-compliance carries fines of up to €500 per infraction in most EU countries, and can result in criminal liability if a customer suffers a serious reaction.
Step 3: Set Up Multi-Language Support
If your restaurant receives international visitors — near tourist attractions, in city centres, at airports — enable multi-language support. Your platform should allow customers to switch languages with a single tap.
The six most impactful languages for European restaurants are: English, Italian, German, French, Spanish, and Chinese. Customers who can read a menu in their own language order more, ask fewer questions, and return more often.
With a digital menu, translations are managed centrally. You update the Italian menu and changes reflect across all language versions automatically.
Step 4: Generate QR Codes for Each Table
Once your menu is live, generate a unique QR code for each table. Each QR code encodes the table number so that when a customer orders, the kitchen display shows exactly which table the order belongs to.
Practical tips:
- Print QR codes on laminated cards or use tent-card holders — they withstand spills better than plain paper
- Place the QR code at eye level, not flat on the table — easier to scan while seated
- Include a short instruction line below the code: "Scan to see the menu and order"
- Test every QR code with multiple phones before opening service
Most platforms let you download all table QR codes as a single PDF, which you can take directly to a print shop.
Step 5: Set Up Your Kitchen Display
The kitchen display receives orders the moment a customer submits them. It replaces the paper ticket rail with a screen that shows all active orders, each with table number, items, modifications, and time elapsed.
Setup takes about five minutes:
- Open the kitchen display interface on a tablet or monitor
- Log in with the kitchen staff credentials
- Mount the screen in a visible position near the pass
The kitchen team marks orders as complete when the food is ready. This triggers a notification to front-of-house staff that the order is ready for delivery.
Impact: High | Effort: Low (one-time)
If your kitchen does not yet have a dedicated screen, an inexpensive tablet mounted on a stand is sufficient. You do not need dedicated POS hardware.
Step 6: Train Your Staff (15 Minutes)
QR ordering changes the waiter's role slightly. Instead of taking orders, they focus on:
- Welcoming guests and pointing them to the QR code
- Answering questions about dishes or allergens
- Delivering food and processing payments
Run a short briefing before the first service: show staff how to view the kitchen display, how to mark orders as complete, and how to handle customers who prefer to order verbally (always offer the verbal alternative for guests who struggle with smartphones).
Step 7: Run a Test Service
Before opening to the public, run a full end-to-end test:
- Sit at a table and scan the QR code
- Browse the menu, add items, and submit an order
- Verify the order appears on the kitchen display with the correct table number and items
- Mark the order as complete and verify the notification reaches front-of-house
Fix any issues before the first real service. Common first-day issues: QR code not scanning (check print quality and size — minimum 3cm × 3cm), menu items missing (check availability toggles), kitchen display not receiving orders (check internet connection).
Going Live
After your test passes, you are ready. Display the QR codes prominently and brief staff to mention them when seating guests.
Most restaurants see measurable improvement in the first week: fewer order errors, faster table turnover, and kitchen staff who are less stressed because they can see all orders clearly on screen rather than deciphering handwritten tickets.
The entire setup — menu creation, QR code printing, kitchen display configuration — typically takes three to four hours total. The return on that investment begins on the first day of service.