What Does an Ordering System Cost? Full Breakdown for Restaurants
Ordering system costs: setup fees, monthly fees, hardware, hidden costs — honest comparison of flat-rate vs. commission models. Break-even at EUR 1,000/month.
TL;DR: A full-featured restaurant ordering system like GastroSystem costs EUR 299/month flat — no commissions, no setup fee, all features included. At EUR 1,000 monthly delivery revenue, it’s already cheaper than Lieferando’s 30% commission. At EUR 10,000 monthly revenue, you save EUR 32,412 per year. The one-time hardware investment (EUR 450–800) pays back within a few weeks.
The True Cost of an Ordering System
The question “what does an ordering system cost?” has a deceptively simple answer: it depends on the model. The more important question is what you’re currently paying — and losing — by not having one.
1. Setup Fees (One-Time)
Some providers charge a one-time configuration or onboarding fee. This varies widely:
- GastroSystem: EUR 0 setup fee
- Other providers: EUR 500 to EUR 5,000 is not unusual
For an accurate total cost calculation, always ask whether the quoted monthly fee includes setup or whether it’s billed separately.
2. Monthly Base Fee
This is the central cost driver. Two fundamentally different models exist:
Commission model (e.g., Lieferando):
- No fixed monthly fee
- 13–30% commission on every order
- Costs scale with revenue — the more you earn, the more you pay
- At EUR 10,000 monthly revenue: EUR 3,000 in commissions
Flat-rate model (e.g., GastroSystem):
- Fixed monthly fee of EUR 299 net
- 0% commission — no percentage taken on orders
- Costs are predictable regardless of how much revenue you generate
The flat-rate model becomes cheaper as soon as your delivery revenue exceeds the break-even threshold.
3. Transaction Fees
Online payment providers charge processing fees regardless of which ordering system you use:
- PayPal: approx. 2.49% + EUR 0.35 per transaction
- Credit card: approx. 1.4% + EUR 0.25 per transaction
- Cash and in-person card: No transaction fees
These fees are comparable across platforms. The difference with your own system is that no commission is added on top of payment processing fees.
4. Hardware Costs
To operate an ordering system, you need:
- Tablet or smartphone: From EUR 200 (for order receipt and management)
- Receipt printer: From EUR 250 (Epson TM-m30III recommended)
- Cash drawer: From EUR 80 (if accepting cash)
- Card reader: From EUR 300 (if accepting card payments at delivery)
- Router/internet: Typically already in place
Total hardware investment: EUR 450–800 one-time. Many restaurants already have a tablet and printer in use.
5. Hidden Costs at Other Providers
Providers advertising low headline rates sometimes offset costs elsewhere:
- Premium features billed separately: QR ordering, loyalty program, or analytics may cost extra
- App publishing fees: A branded app in the App Store can carry an additional monthly charge
- Tiered support: Basic support is included; faster response or phone support costs more
- Update fees: Some providers charge for major platform updates
- Contract lock-in: Long minimum terms with early termination penalties
With GastroSystem, the EUR 299/month price covers all features. No additional charges for QR ordering, push notifications, loyalty programs, or multi-location support.
Cost Comparison: Lieferando vs. Your Own System
The decisive question is not what your own system costs — it’s what you’re losing without one.
Example: Restaurant With EUR 10,000 Monthly Delivery Revenue
| Cost Type | Lieferando (30%) | GastroSystem |
|---|---|---|
| Commission | EUR 3,000/month | EUR 0/month |
| Base fee | EUR 0 | EUR 299/month |
| Payment fees | ~EUR 250/month | ~EUR 250/month |
| Total/month | ~EUR 3,250 | ~EUR 549 |
| Total/year | ~EUR 39,000 | ~EUR 6,588 |
| Annual savings | — | ~EUR 32,412 |
Calculate your individual savings with the ROI calculator.
Example: Small Pizzeria With EUR 5,000 Monthly Revenue
| Cost Type | Lieferando (30%) | GastroSystem |
|---|---|---|
| Commission | EUR 1,500/month | EUR 0/month |
| Base fee | EUR 0 | EUR 299/month |
| Total/month | ~EUR 1,750 | ~EUR 549 |
| Annual savings | — | ~EUR 14,412 |
At What Revenue Does Your Own System Pay Off?
The break-even threshold with GastroSystem is at approximately EUR 1,000 monthly delivery revenue (assuming 30% commission on Lieferando):
| Monthly Delivery Revenue | Lieferando Cost (30%) | GastroSystem | Result |
|---|---|---|---|
| EUR 500 | EUR 150 | EUR 299 | Lieferando cheaper |
| EUR 1,000 | EUR 300 | EUR 299 | Break-even |
| EUR 2,000 | EUR 600 | EUR 299 | GastroSystem saves EUR 301 |
| EUR 5,000 | EUR 1,500 | EUR 299 | GastroSystem saves EUR 1,201 |
| EUR 10,000 | EUR 3,000 | EUR 299 | GastroSystem saves EUR 2,701 |
Total Cost of Ownership (TCO) in Year One
For a complete picture, include all one-time costs:
| Line Item | Cost |
|---|---|
| Hardware (tablet + printer) | ~EUR 500 (one-time) |
| GastroSystem (12 months) | EUR 3,588 |
| Payment processing (estimated) | ~EUR 3,000 |
| Total Year 1 TCO | ~EUR 7,088 |
For comparison: Lieferando commissions alone at EUR 10,000 monthly revenue total EUR 36,000 per year. The investment in your own system pays back in most cases within the first month.
What to Look for When Choosing a Provider
- Transparent pricing: No hidden fees, no extra charges for features
- No commissions: Flat rate, not revenue-sharing
- All features included: POS, menu management, dashboard, app
- Flexible contract terms: Monthly cancellation rather than long lock-ins
- Support included: Help available without premium surcharge
- Regular updates: New features without additional cost
Conclusion: Cheaper Than You Think
The EUR 299/month cost of a complete ordering system like GastroSystem is significantly lower for most restaurants than ongoing platform commissions. The one-time hardware investment of EUR 450–800 pays back within weeks.
The real question isn’t whether you can afford your own ordering system. It’s whether you can afford to keep paying commission on every order you receive.
Calculate your personal cost savings with the commission calculator or the ROI calculator.
