Key points
- QR ordering suits guests who stay a while and order more than once. Guests who don't want to scan can still order through a waiter or the cashier.
- Before you start, decide which payment choices you allow, make sure the number on each table matches the one in its QR code, and rewrite the item names guests usually have to ask about.
- Orders set to pay at the cashier stay Unpaid until the cashier records the payment, and a shift can be closed with orders like that, so check all of them before you close a shift.
- In Kazeer, guests order on your store's online page with their name, WhatsApp number, and the table number from the QR code. Use that WhatsApp number only as the guest agreed.
Picture this: it's seven in the evening at your cafe. Every table is taken, only two waiters are on shift, and the guests at Table 8 have waved twice because they want another round of drinks. If they could order on their own phones through a QR code on the table, the order would go in without waiting for a waiter to walk by.
Table QR ordering takes work off your waiters at busy times, as long as you set it up properly. The part that's easiest to miss is orders paid later at the cashier, because they stay open until someone collects the payment.
Is it right for your business?
QR ordering helps most when guests stay a while and often order more than once, say at a cafe where people work or chat.
It suits you less, or needs adjusting, if:
- Most guests order at the counter and take their food away. The QR codes on the tables will rarely get used.
- Guests pick dishes straight from a display, as at a warung prasmanan (a buffet-style warung). Pointing at a dish is faster than finding it on a phone.
- The signal in your seating area is weak. Guests order on an online page, so their phones need internet. If you have guest Wi-Fi, print the network name and password on the table card.
Guests who don't want to scan can still order through a waiter or the cashier, as usual.
What the guest does at the table
In Kazeer, the guest scans the QR code on their table, then orders on your store's online page. Besides choosing items and entering a voucher if they have one, the guest fills in the following:
| What the guest fills in | What to keep in mind |
|---|
| Name | Helps make sure the order reaches the right person. |
| WhatsApp number | The guest's personal data. Use it only for what the guest agreed to. |
| Table number | Filled in from the QR code. A QR code on the wrong table sends the food to the wrong table. |
| Payment choice | Pay at the cashier, QRIS, virtual account, or e-wallet, depending on what you allow. |
Prepare these first
Which payment choices you allow
With online payment, the guest pays from their phone. Pay at the cashier gives guests who want to pay in cash or by card a way to order from the table, but someone has to collect the payment later.
If you only allow online payment, guests without an e-wallet or mobile banking need to order through a waiter or the cashier. Also ask the Kazeer team what each online payment choice costs, if anything, and when the money reaches your withdrawal account.
Table numbers and where the QR codes go
Give every table its own number, put the number on the table, and make sure it matches the table number in that table's QR code. If two tables are pushed together for a group, ask them to order from one QR code only, so their orders don't get split.
Put the QR code where it can be scanned from a seat, not covered by plates or a napkin holder, and well lit at night. Lamination or an acrylic stand protects it from spills. Keep a spare set of QR codes near the cashier.
Every morning, make sure nobody has stuck another QR code sticker over yours, because a fake code can send guests to someone else's payment page.
Item names that work without a waiter
At the counter, a guest can ask what's in an item. On a phone, they can only read. Open the ordering page on your phone and read the menu like a new guest. Things that usually need fixing:
- Abbreviations only staff understand, or names that don't say what's in them, like KSA or Kopi Kita. Write them out and add the main ingredients: Kopi Susu Aren, Kopi Kita (espresso, milk, caramel).
- Spicy items, or items with peanuts or shrimp. Say so in the name, because a guest ordering on their own doesn't get a reminder from a waiter.
When an order comes in
An order from a table QR code goes to the kitchen just like an order taken at the cashier, so the cashier and the kitchen read the same order. What the kitchen statuses mean is in the guide to the cashier to kitchen order flow.
Payment status and kitchen status are separate. A Dine-in order stays Unpaid through Waiting, Cooking, and Served, so an order that has been served isn't necessarily paid.
In Kazeer, each staff member has their own login, with a role such as Cashier, Kitchen staff, or Waiter. For table orders, decide on every shift:
- Who checks new table orders. These orders don't pass through a waiter, so odd ones need spotting quickly, say ten portions from a table for two. Check with that table before the kitchen cooks it. An unpaid order can be cancelled, from the kitchen screen too.
- Who serves. Match the table number first, then say the guest's name recorded on the order before putting the plates down.
- Who walks the floor to help guests who have trouble scanning, and to replace QR codes that are wet or missing.
- Who reminds guests to pay at the cashier before they leave.
Orders paid at the cashier
An order set to pay at the cashier stays Unpaid, however long the guests sit, until the cashier records the payment on that order. If one table ordered more than once, or each guest ordered separately, check every Unpaid order from that table before the guests leave.
A cashier shift can be closed while orders are still unpaid. Those orders aren't counted as revenue, and they show as "BELUM BAYAR" (Unpaid) in the shift details. So before closing a shift, the cashier goes through every Unpaid order.
Example: The afternoon shift is about to close, and three table orders are still Unpaid.
| Table | Total | What really happened | What to do |
|---|
| 3 | Rp54,000 | The guests are still seated | Collect first, or write in the handover notes who will collect |
| 5 | Rp68,000 | The guest paid cash, but it wasn't recorded | Record the payment now |
| 9 | Rp41,000 | A duplicate order, and the first one is already paid | Cancel the duplicate. The cancellation stays visible in the records |
Only Tables 3 and 5 are real sales: Rp54,000 + Rp68,000 = Rp122,000. If the shift is closed without this check, that Rp122,000 isn't counted in the shift's revenue, and the bill for Table 3 can be missed if the guests leave without anyone collecting. The drawer also holds Rp68,000 more than the cash on record, and the duplicate for Table 9 (Rp41,000) still looks like an unpaid bill.
If a guest leaves without paying, the order stays Unpaid. Decide from the start who makes the call to cancel it, and have the cashier write the reason in the cancellation book, because Kazeer doesn't ask for one. How to match the money at the end of the day is in the guide to the end-of-day cash-up.
The table card and the guest's WhatsApp number
A small card next to the QR code helps guests who are using it for the first time. Match the payment choices on the card to the ones you allow.
Example: Order from this table. Scan the QR code, choose your items, then enter your name and WhatsApp number. The table number fills itself in. Pay from your phone by QRIS or e-wallet, or choose to pay at the cashier before you leave. We won't send promotions to this number without your permission. Need help? Call one of our waiters.
The line about the WhatsApp number is your promise to the guest, so keep it. In Kazeer, an order that records a phone number saves a customer record automatically, so the guest's number can stay on file after they leave. The promise applies later too. Don't add numbers from orders to a broadcast list or a promo group. For news about new menu items, ask for permission separately. How to do that is in the guide to bringing customers back through WhatsApp.
If the table card also carries a WhatsApp QR code for menu news, put a heading above each code, say "Order here" and "Menu news".
First-week checklist
Start on a weekday that's usually quiet, so your team can get used to it before the weekend.
Before day one:
- Scan every QR code and check that the table number filled in matches the number on that table.
- Tell the kitchen first so they don't cook the test order, then place an order with pay at the cashier and cancel it.
- To try online payment, order one low-priced item, pay for real, and treat it as a normal sale, because a paid order can't be cancelled.
- Read the menu on your phone and fix any confusing names.
- Tell all your staff which payment choices you allow and who does what on each shift.
Every day in the first week:
- Before closing a shift, check all Unpaid orders.
- Write down the questions guests ask about the menu, and any order that reached the wrong table, then fix the item name or check that table's QR code.
To judge the effect on sales, use the guide to average spend. Be careful: if each guest pays separately, one table of four can become four transactions, and the average spend per transaction drops even though the table spent the same.
Table order is listed in all three Kazeer plans. On the Free plan, a Rp500 platform fee per transaction is paid by the customer, so four transactions from one table mean four platform fees.