The Problem with Software in Hospitality: Usability, Availability, and Regulations
The hospitality industry is undergoing a digital transformation that is progressing at an uneven pace. While other sectors have adopted cloud-based solutions with intuitive interfaces and advanced connectivity, many restaurant businesses continue to struggle with outdated, hard-to-use software with limited availability. This situation hinders operational efficiency and profitability in the sector.
We will analyze the current problems with software in hospitality, the main areas of application, and the solutions available in the market. Additionally, we will address the urgent need to connect systems with tax authorities and record employee clock-ins, a requirement that will accelerate the technological modernization of the sector.
Problems with Software in Hospitality
The main challenges that hospitality businesses face with current software solutions include:
- Lack of Usability: Many tools are not intuitive, leading to resistance among employees and a steep, costly learning curve.
- Low Cloud Availability: Although remote access and real-time synchronization are essential, many solutions still operate locally, limiting their functionality and analytical capabilities.
- Poor Integrations: Lack of compatibility between different tools forces manual processes that reduce efficiency.
- High Costs: Some solutions impose excessive fees without delivering the expected value.
- Regulatory Compliance: Digitalization will become mandatory with the requirement to connect your POS with tax authorities and maintain employee records for Social Security.
Main Uses of Software in Hospitality
The hospitality software ecosystem is divided into three major areas:
1. Front End (B2C): Customer Interaction
- Search and Discovery: Platforms like TikTok, Instagram, Google Maps, digital press, or TheFork help attract customers or promote your restaurant.
- Reservation Management: Tools like TheFork, OpenTable, or CoverManager enable restaurants to manage bookings, optimize dining room usage, and retain customers.
- Payments and Orders: Solutions like Last.app, Stripe, bank card readers, Dojo, or Revolut simplify digital payment processes and online or in-room ordering.
- Loyalty Programs and CRM: Intelia or Zerosix allow businesses to manage customer relationships and loyalty through discounts and reward programs.
2. Back End (B2B): Internal Business Management
- 360º Management: Platforms like Square, Nory, and MarketMan provide a comprehensive view of business operations.
- HR and Staff Management: Skello, Factorial, or Bizneo facilitate shift planning and employee management.
- Product and Cost Control: Tools like Gstock, Controliza, TSpoonlab, and Haddock offer stock management and cost optimization, from purchasing (communicating with suppliers) to sales and reconciling theoretical and actual cost breakdowns.
- Analysis and Finance: Software like Sage, Holded, Banktrack, or Odoo helps maintain detailed financial control over expenses and profit-and-loss statements.
3. Delivery & UX: Home Delivery and Customer Experience
- Delivery Marketplaces: Glovo, Uber Eats, and Just Eat dominate this sector, connecting restaurants directly with customers.
- POS and KDS Systems: Hi!POS, Ágora, and Deliverect streamline order management and kitchen preparation.
- E-commerce: Makro, Amazon Business, Glovo Store, García de Pou, or PuntoQ Pack allow businesses to efficiently source products and manage purchases.
Advantages and Disadvantages of Current Solutions
Each software has its strengths and weaknesses. Below, we summarize some of the main advantages and disadvantages:
| Category | Advantages | Disadvantages |
|---|---|---|
| Reservations and CRM | Optimized bookings, increased customer loyalty | High commissions on third-party platforms |
| Payments and POS | Streamlined payment process, reduced cash usage | Lack of integration with some banks, payment delays, lack of analysis or valuable insights |
| Staff Management | Efficient organization, control of schedules and clock-ins | High costs for advanced solutions, poor planning, constant need for human input |
| Cost and Product Control | Margin optimization, waste reduction | Complexity in implementation, labor-intensive consolidation, lack of precise estimates |
| Delivery | Increased sales, access to a large customer base | High commissions and dependency on third parties |
Regulations: Obligation to Connect Software with Tax Authorities and Social Security
In the medium term, hospitality businesses will need to adapt their software to new tax and labor requirements. The most relevant regulations include:
- Connection with Tax Authorities: In many countries, billing solutions will need to be integrated with tax administrations to ensure fiscal transparency. In Spain, this is estimated to begin in early 2026.
- Social Security Oversight: Staff management tools will need to comply with regulations ensuring proper employee registration and reporting of working conditions.
This regulatory framework will make digitalization not an option, but a necessity. Businesses that adopt cloud-based solutions with good usability and regulatory compatibility will be better prepared for the future.
Conclusion: The Future of Software in Hospitality
The hospitality sector needs a technological revolution that makes software a genuinely useful, accessible, and efficient tool. The key lies in choosing intuitive solutions with cloud availability and the ability to integrate with other systems. Additionally, adapting to new legal requirements will be critical to avoiding issues with authorities.
Companies that embrace digitalization will not only comply with regulations but also improve their operational efficiency and competitiveness in the market. Is your business ready for this transformation?
Do you want to be among the first to access software that precisely meets your staffing needs every half hour? And the ingredients you’ll need for next week?