Manage your restaurant
with KobenOS
Everything you need to know — from setting up your menu to managing orders, staff, and your kitchen in real time.
Getting started
Create your account and set up your first restaurant in minutes.
Build your menu
Add categories, subcategories, and dishes with photos and prices.
Customer ordering
How your guests scan the QR code and order right from their table.
What is KobenOS?
KobenOS is a point-of-sale system built for restaurants. It lets your guests order directly from the table using a QR code, while you and your team get a real-time view of every order, table, and dish — from any device.
For your guests
- Browse your menu with photos and videos
- Order from any phone — no app download needed
- Track the status of their order at the table
- Request water, the check, and more
For you and your team
- Real-time orders from every table
- Kitchen display screen for your cooks
- Manage menu, staff, and inventory
- Analytics and billing included
Getting started
Create your account
- 1 Go to the KobenOS URL and click Sign up
- 2 Enter your name, email address, and a password
- 3 Check your inbox and click the verification link
- 4 Once verified, the setup wizard will walk you through the rest
Set up your restaurant
After verifying your email, a short wizard guides you through:
- 1 Organization name — your brand or business name
- 2 Restaurant details — name, address, phone
- 3 Your first menu category — you can add more later
- 4 Your first table — number and seating capacity
You can skip any step and fill in the details later from Settings.
Log in
Go to the KobenOS URL and enter your email and password. If you forgot your password, click Forgot password? and follow the link sent to your email.
After 5 failed attempts, your account will be locked for 15 minutes as a security measure.
Dashboard overview
The Dashboard is the first screen you see after logging in. It gives you a real-time snapshot of your restaurant right now.
| Card | What it shows |
|---|---|
| Today's revenue | Total sales from completed orders today |
| Today's orders | Number of completed orders today |
| Average ticket | Average value per order today |
| Table occupancy | How many tables are occupied vs available |
Below the cards you'll find:
- Recent orders — the latest orders placed with their current status
- Active service requests — tables that asked for water, the check, help, etc.
- Low-stock alerts Pro — ingredients below their minimum level
The dashboard updates automatically so you always see the latest information without refreshing the page.
Orders
The Orders section shows all orders placed at your restaurant in real time.
Order status flow
| Status | Meaning |
|---|---|
| Pending | Order just placed, awaiting confirmation |
| Confirmed | Order accepted by the kitchen |
| Preparing | Kitchen is working on it |
| Ready | Food is ready to be served |
| Completed | Order served and closed |
| Cancelled | Order was cancelled |
Filter orders
Use the filters at the top to search by status, date range, table number, or order type (dine-in, takeout, delivery).
Working with an order
Click any order to open the details panel. From there you can:
- Update the status — advance it through the workflow
- Cancel a dish — remove a line and enter a reason
- Apply a discount — fixed amount or percentage (requires manager PIN)
- Add notes — instructions visible to the kitchen
- Split the bill — divide the total into equal parts
- Print the check — generates a PDF receipt
Tables
The Tables section lets you manage your dining room layout. Each card shows the table number, capacity, current status, occupancy time, and QR code.
Add and edit tables
- 1 Click Add table
- 2 Enter the table number and seating capacity
- 3 The QR code is generated automatically
To edit, click the pencil icon. To delete, use the three-dot menu → Delete.
Table statuses
Table is clean and ready for new guests.
Guests are seated at this table.
Table is reserved for an upcoming booking.
Table is being cleaned — not available.
QR codes
Each table has a unique QR code. When scanned, the guest is taken directly to your menu linked to that table — no app download required.
- To print or download a QR, click the QR icon on the table card
- To regenerate a single QR: three-dot menu → Regenerate QR
- To regenerate all QR codes: click Regenerate all QRs at the top
When regenerated, old QR codes stop working immediately. Print and replace the physical QRs at your tables.
Merge tables
If a large group needs two adjacent tables sharing one bill:
- 1 Click the three-dot menu on a table
- 2 Select Merge with…
- 3 Choose the second table
Orders from both tables will be combined. To split them, select Unmerge tables.
Waitlist
When your restaurant is full, the built-in waitlist lets you stay organized. Click Add to waitlist, enter the guest's name, party size, and phone number. When a table opens up, click Seat to remove them from the list.
Kitchen display screen (KDS)
The Kitchen Screen is designed to run in your kitchen — your team sees every incoming order in real time without paper tickets.
What kitchen staff can do
- See all open orders grouped by status
- View each dish with table number and elapsed time
- Mark dishes as Preparing or Ready
- Cancel a dish with a required reason
How to set it up
Open Dashboard → Kitchen on any screen in your kitchen and keep that tab open — it updates automatically.
For the best experience, use a dedicated tablet or monitor in full-screen mode.
Staff
The Staff section lets you manage everyone who works at your restaurant.
Add staff
- 1 Click Add team member
- 2 Enter their name, email, phone, and role
- 3 Click Send invitation
The team member will receive an email to set their password. Once they log in, their access will be limited to the sections that match their role.
Roles
To remove a team member, use the three-dot menu → Delete. Their access is revoked immediately.
Shifts
The shift calendar lets you plan who works and when.
- 1 Click Add shift
- 2 Select the team member and their role for that shift
- 3 Set the start and end time
- 4 Click Save
Shifts can be edited or cancelled at any time.
Inventory
The Inventory section helps you track your raw materials and ingredients so you always know what you have on hand.
Add inventory items
| Field | Description |
|---|---|
| Name | e.g. "Tomato" |
| Category | e.g. "Vegetables", "Dairy", "Meat" |
| Quantity | Current stock level |
| Unit | kg, L, units, etc. |
| Minimum quantity | Level at which you receive a low-stock alert |
| Cost per unit | For food cost calculations |
| Supplier | Distributor name |
Stock control
- Adjust stock — add or subtract units after receiving a delivery or doing a physical count
- Low-stock alerts — when an item falls below its minimum, a warning appears on the Dashboard
Link ingredients to dishes
Inside the edit form for any dish, you can add the ingredients it uses and the quantity per portion. When an order is completed, stock is automatically deducted.
AI inventory features Pro
Click Fill from recipes to have the system read all your menu recipes and automatically create any missing inventory items. Perfect for setting up inventory from scratch once your recipes are ready. When finished, it shows a summary of how many items were created and how many already existed.
In Analytics → AI Insights, click Review restock. The AI analyzes items below their minimum and consumption over the last 7 days, then generates a suggested purchase order with quantities calculated for two weeks of operation.
Automated panel that identifies ingredients with more than 14 days of accumulated stock based on their consumption rate. Shows the name, current quantity, monetary value, and estimated days of stock remaining — color-coded by urgency.
If you have overstock ingredients, click Suggest promotion. The AI generates 2–3 promotion ideas anchored to those items, including the promo name, suggested discount, and a ready-to-post social media message.
Analytics
The Analytics section gives you charts and reports to understand your restaurant's performance.
| Report | Description |
|---|---|
| Revenue trend | Daily revenue over the selected period |
| Order count | Number of orders per day |
| Busiest hours | Heat map of orders by hour of day |
| Average ticket | How the average order value changes over time |
| Top-selling dishes | Your best dishes by units sold and revenue |
| Staff performance | Orders handled per team member |
Use the date picker to view data for today, last 7 days, last 30 days, or a custom range. You can also filter by service type (dine-in, takeout, delivery).
Billing
The Billing section lets you create and manage your invoices.
Before you start, make sure your tax ID and VAT rate are filled in under Settings → Billing & taxes.
Create an invoice
- 1 Click New invoice
- 2 Select a completed order — items and totals fill in automatically
- 3 Verify the details and click Issue
Items marked as non-billable in the menu are excluded automatically.
Invoice statuses
| Status | Meaning |
|---|---|
| Draft | Created but not yet issued |
| Issued | Sent to the customer |
| Paid | Payment confirmed |
| Cancelled | Invoice voided |
Refunds
To issue a refund, open the invoice and click Issue credit note. This creates a cancellation record linked to the original invoice.
Settings
Configure your restaurant across four tabs.
General
| Field | Description |
|---|---|
| Restaurant name | The name your guests see |
| Address | Street, neighborhood, zip code, city |
| Phone | Contact number |
| Contact email address | |
| Hours | Opening and closing times per day of the week |
| Logo / cover image | Your brand image on the ordering screen |
Billing & taxes
| Field | Description |
|---|---|
| Tax ID | Your tax identification number |
| VAT rate | Tax rate applied to orders (e.g. 16%) |
| Legal name | Legal name used on invoices |
Security
| Field | Description |
|---|---|
| Manager PIN | Required for sensitive actions like discounts or cancellations |
| Staff PIN | Required for basic staff actions |
Keep these PINs private. Only managers should know the manager PIN.
QR codes
The QR base URL is the web address embedded in all your table QR codes. You normally don't need to change it. If you change your app's domain, update this field and then regenerate all QR codes.
How guests order at the table
Here's the experience from the guest's point of view — no app download, no account required.
- 1 The guest sits down and scans the QR code at their table with their phone camera
- 2 Your menu opens instantly in the browser, showing categories and dishes
- 3 They browse, tap a dish to see photos, description, and details
- 4 They add items to the cart (optional: add notes per dish)
- 5 They tap Place order — the order goes directly to your kitchen
- 6 They can track the status of their order on the same screen
- 7 When ready to pay, they tap Request the check — your staff gets an alert
Guests can also chat with the AI menu assistant to ask about ingredients, allergens, and recommendations directly from the menu screen.
Service requests
Guests can tap a button at any time to request assistance — without waiting for a waiter to walk by. All requests appear in your Dashboard in real time.
Click Resolve on any request once it has been handled.
Plans & features
| Feature | Lite | Standard | Professional |
|---|---|---|---|
| Menu management | check_circle | check_circle | check_circle |
| QR table ordering | remove | check_circle | check_circle |
| Orders & kitchen screen | check_circle | check_circle | check_circle |
| Staff management | check_circle | check_circle | check_circle |
| Service requests | check_circle | check_circle | check_circle |
| Reservations | remove | check_circle | check_circle |
| Promotions | remove | check_circle | check_circle |
| Analytics | remove | remove | check_circle |
| Inventory management | remove | remove | check_circle |
| Billing | remove | remove | check_circle |
| AI menu assistant | remove | remove | check_circle |
To upgrade your plan, click Upgrade plan in the sidebar or contact us.