Online Food Ordering System: What is it & How Does It Work

People no longer want to call a restaurant to place an order. They want to see the menu, customize items, and pay online from their phone. In fact, 58% of customers prefer to order delivery directly from a restaurant’s website or app.

For restaurant owners, this shift to an online food ordering system has changed the way business works. It’s a multi-billion-dollar market now, and if your restaurant does not offer a restaurant ordering system, you could be missing out on a large share of potential customers.

In this guide, you’ll learn what an online food ordering system is, how it works, and which features matter. You’ll also see how to set it up on WordPress with WPCafe, so you keep control of your menu, orders, and customer data.

Let’s get started. 

🍽️ Quick Overview

This guide explains what an online food ordering system is, why it matters for restaurants, and how it works. You’ll learn about:

• The three main types of systems.
• Key features of every modern ordering system.
• How to set up online ordering on your WordPress site.
• The benefits of using an online ordering system.
• Common mistakes to avoid when choosing a system.
• Why WPCafe is the ideal WordPress plugin for online ordering, compared with other plugins.
• Bonus expert tips to make your food ordering and delivery process more effective.

What is an online food ordering system?

An online food ordering system is a digital tool that lets restaurants accept and manage orders through the website, mobile app, or other online platforms. Instead of relying only on phone calls or walk-ins, customers can browse a menu, pick items, customize their choices, and pay in just a few clicks.

At its core, the system connects three sides:

• Customers – people who want to place an order online.
• Restaurants – businesses that receive and prepare the orders.
• Food delivery or pickup services – the final step that gets food to the customer.

Most systems are built to make the process smooth and error-free. They display menu items clearly, show prices, and allow customers to choose between delivery, pickup, or even scheduling orders ahead of time. 

For restaurant owners, the system organizes incoming orders, sends notifications to the kitchen, tracks payments, and stores customer details for future marketing.

Here’s a closer look at how a food ordering system works, from the customer’s first click to final delivery or pickup.

3 Types of online food ordering systems

Online food ordering systems come in different forms, depending on how a restaurant wants to manage its digital operations. The three main types are first-party systems, third-party aggregators, and hybrid models.

First-party ordering systems are owned and operated directly by the restaurant. These are typically built into the restaurant’s own website using plugins or custom-built solutions. 

Customers visit the site, browse the menu, and place an order without leaving the restaurant’s platform. Additionally, there are no commission fees involved. For example, a restaurant using WordPress might install a plugin like WPCafe to manage online orders and reservations.

Third-party aggregators, such as Uber Eats, DoorDash, and Grubhub, offer a different approach. Customers browse multiple options and place orders through the app or site. The platform handles the ordering process, and the restaurant fulfills it. 

Hybrid systems combine elements of both. Restaurants might use third-party apps to reach a broader audience while maintaining a first-party system on their own website to serve loyal customers and avoid ongoing fees. 

Key features of a modern online food ordering system

A good online ordering system does more than just accept orders. It helps streamline restaurant operations, improve customer experience, and keep everything organized. Here are some features that make a system reliable and practical for both restaurant staff and customers.

• Mobile-Friendly Design: Most customers order from their phones. A mobile-responsive layout ensures the menu looks clear, buttons are easy to tap, and the checkout process works without issues on any screen size.
• Real-Time Order Management: Orders should be received instantly and visible in a dashboard or kitchen view. This helps avoid missed tickets and keeps the kitchen running on schedule.
• Payment Gateway Integration: Customers should be able to pay securely online using their preferred method—credit card, debit, digital wallet, or local options. The system should support popular gateways like Stripe, PayPal, and others.
• Pickup and Food Delivery Options: A flexible system allows restaurants to offer both pickup and delivery services. Customers choose what works best for them, and restaurants can manage these options based on staffing and location.
• Order Scheduling and Pre-Ordering: Not every order is for “as soon as possible.” Many customers want to order ahead. Scheduling features let customers choose a date and time, which helps restaurants plan and avoid rush-hour overload.
• Order Tracking: Even basic tracking (like “Preparing,” “Ready,” or “Out for delivery”) keeps customers informed and reduces phone calls. Some systems also allow live tracking if integrated with delivery software.
• Discounts and Coupons: Offering promo codes, discounts for first-time users, or limited-time offers can encourage more orders. A built-in coupon system makes it easy to manage these without needing a separate plugin.
• Multi-Location Support: For restaurants with more than one branch, a system that handles different menus, hours, and order routing per location is essential. This avoids confusion and ensures customers order from the correct place.

How to set up an online food ordering system on your WordPress Site using WPCafe

If your restaurant website is built on WordPress, you can easily add an online food ordering system using the WPCafe plugin. Since WPCafe is built on WooCommerce, it offers a reliable WooCommerce food ordering experience that includes features like menu management, order scheduling, delivery and pickup options, and payment integration.

At a high level, you’ll:

1. Install and activate WPCafe on your WordPress site.
2. Add your food menu with images, descriptions, and prices.
3. Enable pickup, delivery, or scheduled ordering.
4. Connect your preferred online payment gateways with WooCommerce.
5. Manage orders in real time from your WordPress dashboard.

If you’d like a full walkthrough, check out our detailed guide and video:

• Step-by-step article on setting up WPCafe with WooCommerce →
• Video tutorial by Darrel Wilson on using WPCafe →

These resources will walk you through everything—from installing WordPress and WPCafe to customizing your menu and accepting live orders.

What are the benefits of using an online ordering system for restaurants

Adding an online ordering system to your restaurant isn’t just about convenience. It can make a real difference in online food order management and how customers experience your service. 

Here are some key benefits:

• Increased Order Volume: Online systems make it easier for more people to place orders, especially during peak hours. Without busy signals or hold times, customers can order whenever they want.
• Saves Staff Time: Fewer phone calls mean staff can focus on preparing food and serving customers. It also reduces time spent correcting order errors or reconfirming details.
• Better Customer Retention: Customers appreciate a smooth, reliable experience. A system that works well keeps them coming back, mainly when it saves their preferences or offers discounts for repeat orders.
• Streamlined Operations: Orders come in clearly and consistently, with less room for error compared to handwritten notes or phone calls. This makes the kitchen’s job easier and improves accuracy.
• Flexibility for Different Order Types: Online systems support delivery, pickup, and even contactless dine-in. This flexibility lets restaurants meet different customer needs without changing how the kitchen operates.
• Higher Order Accuracy: With the customer entering the order directly, there’s less chance of mistakes. Modifiers, notes, and extras are all captured at checkout and passed straight to the kitchen.
• Data Collection and Insights: Digital orders give you access to real customer data like what’s selling, when peak times are, who your regulars are, and more. This helps you plan menus, manage inventory, and run targeted promotions.
• Cost Savings Over Third-Party Platforms: Owning your system means you’re not paying commission fees to apps. You keep more of your earnings, especially on high-volume days.

Common mistakes to avoid when choosing an ordering system

Choosing the right online food ordering system is important, but it’s easy to overlook details that can cause problems later. Here are some common mistakes restaurants make—and how to avoid them.

• Relying Only on Third-Party Apps: Third-party platforms can help with visibility, but depending on them alone means giving up control over customer relationships, branding, and profits. Having your own system on your website gives you more flexibility and long-term value.
• Not Optimizing for Mobile: Most customers will order from their phones. If your system isn’t mobile-friendly, it can lead to abandoned orders and a poor first impression. Make sure menus, buttons, and checkout pages work smoothly on all devices.
• Ignoring Order Scheduling: Some customers want to order ahead for pickup or delivery later. Without a scheduling option, you may miss out on those orders—especially during busy hours or for larger group meals.
• No Inventory Integration: If your ordering system isn’t linked to inventory, you risk selling items that are out of stock. This leads to canceled orders and unhappy customers. Choose a solution that helps manage availability in real time.
• Lack of Branding Control: When your system doesn’t match your restaurant’s look and feel, it can affect trust and consistency. Make sure you can customize colors, fonts, and menu styles so the ordering experience fits your brand.\

7 Expert tips to improve food ordering and delivery

Having an online ordering system is only the starting point. To truly make it effective, you need to refine the experience for both your customers and your staff. Here are some expert tips that can help:

1. Keep the Menu Simple and Clear: Avoid cluttered menus with endless variations. Group dishes into clear categories, use short descriptions, and add appetizing photos. A clean menu makes it easier for customers to decide and order quickly.
2. Use Order Tracking and Notifications: Customers want to know what’s happening with their food. Real-time updates like “order received,” “in the kitchen,” and “out for delivery” create peace of mind. Even simple email or SMS confirmations improve trust.
3. Improve Delivery and Pickup Efficiency: For delivery, make sure your zones and fees are realistic so customers know what to expect, and assign orders to drivers based on location to speed up fulfillment. For pickup, let customers schedule a pickup time to avoid long waiting lines, and use QR codes or order numbers to hand out food quickly and accurately.
4. Respond to customer reviews promptly: Use post-order surveys or reviews to learn about customer satisfaction. If customers mention late deliveries or missing items, use that feedback to improve operations.
5. Use Promotions and Loyalty Programs: Discount codes, free delivery offers, and restaurant loyalty programs encourage repeat business. WPCafe allows you to run coupons directly from your WordPress dashboard without paying third-party fees, along with loyalty programs.
6. Keep Inventory Updated: Nothing frustrates a customer more than ordering an item that’s out of stock. Update your menu in real time or integrate your system with inventory management so unavailable items don’t show up.
7. Test Your System Regularly: Pretend you’re the customer and place a test order every now and then. This helps you spot issues like slow load times, broken checkout steps, or unclear instructions.

Why WPCafe is the ideal online ordering plugin for WordPress

If your restaurant website runs on WordPress, WPCafe gives you everything you need to accept online orders without relying on outside platforms. WPCafe is a complete food ordering plugin for WordPress that includes menu layouts, WooCommerce integration, and a real-time order dashboard.

Here’s why WPCafe stands out:

• All-in-One Functionality: WPCafe combines multiple features into one tool—online ordering, food menus, table reservations, pickup and delivery, and order scheduling.
• WordPress-native: Built to work with WordPress and WooCommerce, so you don’t need extra tools.
• Customizable menu layouts: Add food items with images, prices, and categories, and display them in styles that match your restaurant.
• Pickup, delivery, and dine-in options: Give customers flexible ways to order and receive their food.
• Real-time order dashboard: View and manage orders instantly inside your WordPress admin panel.
• Payment flexibility: Supports all WooCommerce gateways, including PayPal, Stripe, and local methods.
• Discounts and coupons: Run promotions directly from your site without paying commissions.
• Multi-location support: Manage orders for multiple branches under one system.
• Mobile-ready: Optimized for customers who prefer to order on their phones.
• Continuous Updates and Support: WPCafe is actively developed and maintained by the ThemeWinter team. You get regular updates, new features, and reliable customer support when needed.

Unlike third-party delivery apps, WPCafe lets you grow your online presence while keeping full ownership of your business. You don’t lose money to commission fees, and you get direct access to your customers every time they order.

WPCafe vs. Other wordpress food ordering plugins

There are several food ordering plugins available for WordPress, but not all offer the same level of flexibility, support, or restaurant-specific features. Here’s a side-by-side comparison to help you see how WPCafe stands out from other popular options.

Feature / Plugin	WPCafe	Orderable	Food Menu	GloriaFood Plugin
Free & Paid Versions	✅ Free + Pro	✅ Free + Pro	✅ Free + Pro	✅ Free only
Online Ordering	Built-in ordering & reservations	Built-in ordering	Via WooCommerce only	Built-in ordering & reservations
Reservations / Table Booking	Yes	Table ordering (Pro)	Via WooCommerce	Yes
Pickup & Delivery Options	Yes	Yes	Supports via WooCommerce	Yes
Menu Layout Options	34+ templates, drag & drop	Custom layouts (Pro)	Grid/List layouts	Visual menu editor
Payment Processing	WooCommerce gateways	WooCommerce gateways	Via WooCommerce	Managed internally
Multi‑Location Support	Yes	Yes (Pro)	No	Not specified
Inventory & restaurant POS systems	Yes (WooCommerce)	WooCommerce integration	WooCommerce only	No
Mobile-Friendly Ordering	Yes	App-like experience (Pro)	Responsive design	Responsive design

FAQs about the WordPress food ordering system

What is the best online food ordering system for WordPress?

WPCafe is one of the most complete solutions for WordPress. It combines online ordering, table reservations, pickup and delivery options, and menu management—all within one plugin. It also supports WooCommerce and multiple locations.

How do customers order food online?

Customers visit your restaurant’s website, browse the menu, customize their order, choose delivery or pickup, and complete payment online. The restaurant receives the order and prepares it based on the selected time.

Is an online ordering system worth it for small restaurants?

Yes. Even small restaurant owners benefit from offering online ordering. It saves staff time, improves order accuracy, and makes it easier for customers to order—especially during busy hours or off-peak times.

Can I build an online food ordering site without coding?

Yes. With tools like WordPress and WPCafe, you can set up a complete ordering system without writing code. The setup process involves installing the plugin, adding your menu, and configuring order and payment settings.

Is WPCafe mobile responsive?

Yes. WPCafe’s menu and ordering pages are designed to work well on all screen sizes, including smartphones and tablets. This ensures customers can place orders easily, no matter what device they’re using.

Conclusion

Online food ordering is no longer a luxury for restaurants—it’s a core part of running a modern food business. Whether you’re a small local cafe or a growing multi-branch restaurant, giving customers a simple way to order online can improve operations, reduce errors, and increase revenue.

Choosing the right ordering system depends on your needs. Third-party platforms offer convenience but come with trade-offs like high fees and limited control. A first-party system, especially one built into your own WordPress website, gives you more flexibility and ownership.

With WPCafe, you can bring online ordering, reservations, and menu management into a single, easy-to-manage system. It’s built for WordPress, works with WooCommerce, and is designed specifically for restaurant owners.