Customers scan your QR poster, browse the menu on their phone, and tap Submit Order. That order appears on your POS screen within 5 seconds, with a sound alert so you notice even if you're busy. This article covers the staff side: seeing the order, accepting it, processing payment, and marking it done.
How incoming QR orders work
The POS polls for new orders every 5 seconds. When a new one arrives:
- 🔔 A short beep plays through the tablet's speakers
- The Orders button in the top-right header gets a red pulsing badge with the count
- A popup appears briefly showing the customer's name and order total
How to handle a QR order
Tap the Orders button
In the POS header, tap Orders (with the badge). A side panel slides in from the right showing all active orders — both QR orders and POS preparation orders.
QR orders are tagged with a QR label. POS orders show POS. Each row shows the customer name, items ordered, payment method, total, and current status.
Review the order
Read through the items, sizes, and any special notes the customer added. Make sure everything is something you can actually make right now (not out of stock).
Tap Accept
Tapping Accept does two things:
- The order status flips to ACCEPTED — the customer's phone updates instantly to show "Order confirmed"
- All the order's items are auto-loaded into your POS cart — sizes, flavors, quantities, everything
The Orders panel closes and you're looking at a pre-filled cart, ready to process.
Process payment at the counter
The customer should be approaching the counter (the QR confirmation screen tells them to pay at the counter). Take their payment — cash or GCash — the same way you would for any walk-in.
The cart already has the correct payment method from what the customer selected on their phone. If they chose "Cash" on QR, the cart defaults to Cash. You can change it if they switch.
Tap Charge
Hit Charge like a normal sale. The receipt prints, inventory deducts, and the QR order automatically moves to COMPLETED. The customer's phone shows "Completed — Thank you!".
Marking orders as Preparing / Ready
If your kitchen needs time (e.g. pizza, fries), you can advance the order status before checkout:
- PREPARING — tap in the Orders panel when the kitchen starts making it. Customer sees "Being prepared..."
- READY — tap when it's done and waiting at the counter. Customer sees "Ready for pickup!"
These are optional — for simple drinks that take 30 seconds, just Accept → make → Charge in one flow. For longer prep, the status steps help manage customer expectations.
Canceling a QR order
If you can't fulfill the order (out of stock, closed early, etc.), tap Cancel in the Orders panel. The customer sees "Cancelled" on their phone. No payment, no sale, no inventory change.
What if the customer doesn't show up?
If someone submits a QR order and never comes to pay, the order sits in ACCEPTED or PREPARING. You can cancel it after a reasonable wait (15–20 minutes). No money was taken, so no refund is needed. The items return to "available" and no inventory is consumed since no sale was processed.
Customer note
If the customer added a note on their order (e.g. "less ice", "no sugar"), it appears as a yellow banner at the top of the cart when you accept. Don't miss it.
Related articles
- Setting up QR Ordering
- Taking a sale