Quick Answer
To set up QR code ordering in a cafe, you need a QR ordering platform (like Restrofi), a digital menu with your items and prices, and printed QR codes for each table. The whole setup takes under 30 minutes — no app, no hardware, and no technical expertise required.
What you'll need
Setting up QR ordering in your cafe requires fewer resources than most owners expect. You do not need to buy any new hardware, install any software, or hire a technical person.
- A Restrofi account (free to create at restrofi.com/signup)
- Your menu — item names, descriptions, prices, and photos (photos are optional but improve order rates)
- A smartphone, tablet, or laptop to access the Restrofi dashboard
- A printer and paper to print the table QR codes (any standard inkjet or laser printer works)
- A device to use as the Kitchen Display: an old smartphone, tablet, or any smart TV with a browser
Customers do not need to download any app. Restrofi's ordering experience opens directly in the mobile browser when a guest scans the table QR code. It works on any iPhone or Android phone running a modern browser.
Step 1: Sign up for Restrofi
Go to restrofi.com/signup and create your account. Enter your cafe name, your city, and your contact details. No credit card is required to get started. The onboarding wizard will guide you through the initial setup in under five minutes.
Once your account is created, you'll land in the Restrofi dashboard. This is where you'll manage your menu, tables, orders, and invoices from a single screen.
Step 2: Build your digital menu
Navigate to Menu → Categories in the dashboard. Create your menu categories first — for example: Hot Beverages, Cold Beverages, Sandwiches, Desserts. Then add items under each category with name, price, and a brief description.
Add photos for your top-selling items. Research consistently shows that menu items with photos get 30–40% more orders than text-only listings. You can photograph dishes on your phone and upload them directly from the dashboard.
If you have items with variants (e.g., coffee in small/medium/large, or hot/iced), use Restrofi's modifier groups to set these up. Customers will see the options when they select the item.
Step 3: Set up your cafe tables
Go to Tables in the dashboard and add each table in your cafe. Give each table a name or number that matches your physical layout — for example, Table 1, Window Seat, Counter, etc. Restrofi will generate a unique QR code for each table.
Think about zones if your cafe has multiple areas — indoor, outdoor, rooftop. You can organise tables into zones in the dashboard, which makes it easier for your staff to manage orders from different areas.
Step 4: Generate and print QR codes
Once your tables are set up, go to Tables → Print QR Codes. Restrofi generates a print-ready PDF with one QR code per table, including the table name below each code. Download the PDF and print it on any standard printer.
For durability, print on card stock and laminate the QR code, or place it inside a table tent holder. QR codes placed under direct sunlight should be printed with high contrast. Avoid placing codes at an angle — customers scan best when the code is flat and at eye level when seated.
Step 5: Place QR codes and go live
Place the printed QR codes on each table. Open the Restrofi KDS (Kitchen Display) on the device in your kitchen — this can be a phone, tablet, or smart TV. Orders will appear here the moment a customer places them.
Do a test run before opening: sit at a table, scan the QR code, place a small test order, and confirm it appears on the KDS. Check that the GST invoice is generated correctly under Orders → View Invoice.
You are live. Customers can now scan, order, and pay without waiting for a waiter. Your kitchen receives orders in real time, and every bill is automatically GST-compliant.
Common mistakes to avoid
- Not testing the QR code before opening — always scan from a customer's phone (not your admin device) to verify the experience.
- Printing QR codes that are too small — the minimum recommended size is 3×3 cm. Smaller codes may not scan reliably.
- Skipping item photos — menus with photos consistently outperform text-only menus in conversion and average order value.
- Using the same QR code for every table — each table must have its own unique code so orders are attributed correctly.
- Not setting up the KDS before going live — orders start arriving the moment you place QR codes on tables. Have the kitchen display ready.
- Forgetting to configure your GSTIN — without your GSTIN in the Business Profile, invoices will be generated without it, making them non-compliant.
- Placing QR codes where they can't be scanned — avoid laminated codes under very bright spotlights or at steep angles. Test from the seated position.
Frequently asked questions
How long does it take to set up QR ordering in a cafe?
Most cafes are live with QR ordering within 30 minutes using Restrofi: sign up, build the digital menu, generate table QR codes, and print. No technical expertise or hardware purchase required.
Do my cafe customers need to download an app to use QR ordering?
No. Restrofi QR ordering opens directly in the customer's mobile browser when they scan the table QR code. No app download required for guests.
How much does QR code ordering cost for a cafe?
Restrofi QR ordering starts at ₹999/month for the Starter plan — no per-order fees, no commission, no hardware purchase. Print QR codes yourself on any printer.
Can QR ordering work without WiFi at my cafe?
Orders require a brief internet connection at the time of placement. Restrofi's dashboard and KDS need a stable connection to receive and display orders in real time. Most cafes run on standard WiFi or a 4G hotspot.
Does QR ordering work for takeaway orders too?
Yes. Restrofi supports a takeaway/counter order mode alongside table QR codes, so walk-in customers can also order digitally.