A cloud POS is point-of-sale software that runs on remote servers. Staff open it in a browser or an app, and orders, menus and reports are stored online. Any authorised device can reach the same data, so a tablet on the floor and a laptop in the office show the same restaurant.
This guide explains what that means during a working shift, using the Kappino POS as the example. It also covers the limit that matters most: the connection.
What you need to run it
Kappino runs in the browser on iPads, Android tablets, Windows PCs and Macs. The Kappino app is on the App Store and Google Play.
For the rest of the counter:
- Printing: Kappino prints 80 mm receipts and kitchen tickets on printers connected to your computer or tablet. Bills can also be emailed.
- Card payments: Kappino works alongside your existing card terminal and records the payment. Cash, card, QR code, mobile wallet and online payments can all be recorded.
- Kitchen: orders go to a kitchen display or a printer.
Our setup guide covers connecting the terminal, printer and kitchen screen.
How an order moves through the system
- A server opens the order. They can do this at the table on a tablet or at a terminal. Tables show live status on a visual floor plan.
- The order goes to the kitchen. Send to kitchen fires it to the display or printer without taking payment, with extras, removed ingredients, notes and the guest's seat.
- The order changes. If a guest adds a dish, only the new lines reach the kitchen, and dishes already cooking stay as they are. A held ticket can be picked up on any terminal.
- The bill is generated. VAT-inclusive prices, the cover charge and discounts are applied automatically. Bills can be split by guest, by item or by payment method.
- The records update. The sale reaches the dashboard and reports as soon as it is paid, and the ingredients in each dish's recipe leave stock.
Because every device reads the same data, nobody has to re-key sales at the end of the night.
Where the data lives
With a cloud POS, your restaurant's data sits on the provider's servers, so it is reasonable to ask where those servers are and who can see the data.
Kappino's core platform infrastructure is hosted in Switzerland with Infomaniak. Inside the restaurant, access is controlled by a roles and permissions matrix, which can also limit users to the branches they work in. There is an audit trail of key actions, and lost or shared devices can be signed out from device and session management. You can also export your data, delete your account from Settings, and create signed backups.
What happens if the internet goes down
A cloud POS depends on its connection, and it is worth being clear about this before you choose one.
Kappino runs online, so it needs an internet connection. A desktop app with offline mode is in development, but it is not available yet. If your venue has an unreliable line, plan for that during setup, for example by keeping a second connection such as a mobile hotspot ready.
Tax and fiscal rules
A POS has to fit the rules of the country it runs in. In Kappino, menu prices are VAT-inclusive. Each dish carries one rate for dine-in and counter and another for takeaway and delivery, one bill can carry several rates, and every receipt shows a per-rate VAT breakdown.
Fiscal requirements differ by country. Kappino supports TSE-signed receipts under the KassenSichV in Germany and electronic receipts through a registratore telematico (RT) in Italy. Our team confirms the right fiscal setup for your country during onboarding. You can read more in our guide to fiscal receipts in Germany and Italy.
Working across several sites
Because the data is online, an owner can check the business without being on site. In Kappino you can switch between branches or view them all together, with KPIs for each branch. See multi-branch management for details. Extra branches are part of the Professional plan.
Questions to ask before you start
- Which devices does it run on, and can you use the ones you already own?
- What happens during a connection failure?
- Where is your data hosted, and can you export it?
- Does it support the fiscal rules in your country?
- Can you limit what each role and branch can see?
- Does a sale also update the kitchen, stock and reports?
Our checklist on what to look for in a restaurant POS goes further.
