6 Things to Look For in Reservation Software

I wrote this because every "how to choose reservation software" post I found online was either written by a platform selling you something or so generic it was useless. I wanted to write the guide I wish I'd had, including the parts where bavoli isn't the best answer.

1. Understand the pricing model

Before anything else, understand how you'll be charged. Some platforms advertise low monthly fees but add $1 to $2.50 per seated cover. At volume, those per-cover fees can dwarf the base subscription. A restaurant doing 1,500 covers a month could pay $2,000 to $3,500 monthly. I broke down the full math on per-cover pricing in a separate post.

Ask whether the price is truly flat. Are there per-cover, per-booking, or per-SMS fees? What happens to your bill when you get busier?

2. Data ownership and portability

Guest data (names, contact info, visit history, preferences, no-show records) is a valuable business asset. Some platforms make it difficult to export. Others use your guest information to market competing restaurants.

Check whether you can export your full guest database at any time, in a standard format. Read the privacy policy. Ask what happens to your data if you cancel. This matters more than most people realize, and the industry trends are making it more urgent.

3. No-show protection

Effective no-show tools go beyond tracking the problem after the fact. Look for:

• Automated reminders via email and SMS before the reservation
• Card-on-file collection during booking
• Deposit policies for high-demand times and large parties
• Guest-level no-show history so you can spot patterns

Check whether reminders are included in the base price or cost extra. Some platforms charge per SMS, which adds up fast. I wrote a detailed breakdown of no-show economics if you want the full picture, and a guide to practical strategies for reducing no-shows on our site.

4. POS and third-party integrations

This is an area where established platforms have a real advantage. If your restaurant relies on tight integration between reservations and your POS system (Toast, Square, Clover, etc.), make sure the software you're considering supports it.

bavoli doesn't yet have deep POS integrations. If that's a dealbreaker for your workflow, it's worth knowing upfront. It's on our roadmap, but we're not there yet.

5. Network and marketplace exposure

If your restaurant is new or in a competitive market where you need help with discovery, a platform with a large diner marketplace (like OpenTable or Resy) has real value. People browse those platforms the way they browse Yelp or Google Maps.

bavoli doesn't have a diner marketplace. We're a tool, not a network. For established restaurants where most bookings come from regulars, your website, or walk-ins, that's fine. For restaurants that depend on platform-driven discovery, it's a gap.

6. Setup and day-to-day overhead

Some platforms require multi-week onboarding, dedicated account managers, and formal staff training. That makes sense for a 200-seat hotel restaurant. It's overkill for a 40-seat bistro.

Look for a self-serve setup process. Can you configure hours, draw a floor plan, and go live in an afternoon? Can your staff figure it out without a training session?

Bottom line

There's no single best reservation platform. The right choice depends on your restaurant's size, how you get your bookings, what integrations you need, and what you're willing to pay. If flat pricing and data ownership are priorities, bavoli might be worth a look. If you need deep POS integrations or marketplace discovery right now, it might not be.

That honesty costs me some signups. I'm okay with it.