From “We Picked a POS” to “We’re Live”

Implementing a POS system in Quebec restaurants, especially quick-service (QSR) locations, can be tricky due to bilingual menu rules, Revenu Québec compliance, and operational workflow setup. This guide gives everything you need: compliance steps, menu design, hardware mapping, payment configuration, staff training, and auditing strategies, all built for real-world success.

Phase 1: Setup & Credentials — Build a Compliant Foundation

Goal: Ensure your POS communicates correctly with Revenu Québec and is legally compliant before touching menus or hardware.

Step-by-Step:

1. WEB-SRM Registration:

   • Apply for credentials via Revenu Québec WEB-SRM portal.

   • Save the credentials in a secure, centralized folder.
     
     

2. POS Certificate Installation:

   • Add certificates for each device (iPad, tablet, POS terminal).

   • Follow vendor instructions carefully wrong certificate placement breaks WEB-SRM reporting.
     
     

3. POS Version Verification:

   • Confirm you’re using a WEB-SRM-certified POS version for the restaurant sector.

   • Keep documentation (screenshots, PDF certs) for audits.

Pro Tip: Create a “compliance binder” with certificates, version notes, and screenshots for quick reference during inspections.

Common Pitfalls:

• Installing certificates only on one device.

• Using an older, uncertified POS version.
  
  

Phase 2: Menu Build, French-First, Accuracy Always

Goal: Build a menu that satisfies both Quebec’s legal requirements and operational efficiency.

Step-by-Step:

1. French-First Menu Entries:

   • All product names and descriptions must be in French.

   • English aliases are optional but recommended for bilingual menus.

   
   Example:
   ❌ “Combo #1”
   ✅ “Poulet croustillant – combo L (frite + boisson)”
   
   

2. Detailed Combos & Modifiers:

   • Program drink/side combos to prevent cashier improvisation.

   • Define every allowed option to reduce mistakes.
     
     

3. Pricing Setup:

   • Ensure taxes and optional fees are pre-programmed.

   • Include any rounding rules (Quebec removed the penny, cash rounding applies).

Pro Tip: Keep a master spreadsheet with all items, prices, modifiers, aliases, and French descriptions. This makes entering into POS fast and error-free.

Common Pitfalls:

• “Free-text” entries causing WEB-SRM discrepancies.

• Incomplete descriptions on receipts that trigger fines.
  
  

Phase 3: Hardware & Kitchen Flow, Map Everything

Goal: Align devices with workflow for flawless operations.

Step-by-Step:

1. Printers:

   • Map each printer to the right station (kitchen, bar, drinks, expo).

   • Include WEB-SRM bill markers if required.
     
     

2. KDS (Kitchen Display System):

   • Route orders by station (grill, fry, drinks, expo).

   • Define bump logic, items clear once prepped.

   • Set prep timers to match your menu’s cook times.
     
     

3. Peripheral Devices:

   • Verify cash drawers, scanners, and card terminals are correctly linked.

   • Test network reliability across all stations.

Pro Tip: Label all hardware cables and devices; even seasoned staff get confused during troubleshooting.

Common Pitfalls:

• Orders printing in the wrong location.

• KDS timers too short or too long, slowing service.
  
  

Phase 4: Payments & Policies, Avoid Costly Mistakes

Goal: Configure payments, tips, rounding, and optional fees in full legal compliance.

Step-by-Step:

1. Tips:

   • Pre-program percentages or custom tips.

   • Include suggested tip options on receipts.
     
     

2. Rounding Rules:

   • Apply cash rounding (nickel rounding in Quebec).

   • Keep electronic payments exact; rounding only affects cash.
     
     

3. Split Payments & Gift Cards:

   • Test every combination to avoid errors at peak hours.

   • Ensure gift card balances update correctly in real time.
     
     

4. Service/Admin Fees:

   • If implemented, clearly print and consult legal counsel.

Pro Tip: Run test transactions with WEB-SRM logs open to catch errors before real sales.

Common Pitfalls:

• Forgetting to adjust rounding rules for cash.

• Gift cards not syncing properly between POS and WEB-SRM.
  
  

Phase 5: Staff Training, Build Confidence Before the Rush

Goal: Equip your team with the knowledge and confidence to operate the POS flawlessly.

Step-by-Step:

1. Training Mode:

   • Activate POS Training Mode: transactions simulate real sales without recording revenue.
     
     

2. Role-Based Training:

   • Cashiers: order entry, combos, modifiers.

   • Kitchen staff: KDS workflow, prep timers, bumping.

   • Managers: refunds, reports, and WEB-SRM reconciliation.
     
     

3. Scenario Training:

   • Practice peak-hour order spikes, split bills, refunds, and mistakes.

Pro Tip: Schedule multiple short sessions rather than one long session. Repetition is the key to retention.

Common Pitfalls:

• Relying on one staff member to train others.

• Skipping scenario-based practice.
  
  

Phase 6: Soft Launch & Audit, Test Everything

Goal: Identify and fix issues before the public sees them.

Step-by-Step:

1. Half-Day Soft Opening:

   • Invite friends, family, or loyal customers.

   • Simulate normal service levels.
     
     

2. Audit Reports:

   • Compare POS transaction logs to WEB-SRM.

   • Verify all French descriptions, bill markers, and tax reporting.
     
     

3. Fix Gaps:

   • Adjust menu, KDS routes, hardware mapping, and rounding errors.

   • Train staff on any new workflows discovered during the soft launch.

Pro Tip: Document every adjustment. This makes future rollouts or updates far easier.

Phase 7: Full Go-Live Checklist (The “Final 10x Step”)

Extra 10x Tips for Quebec Restaurants

• Bilingual Receipts: Always check French first; English is optional but can be an alias for staff convenience.

• WEB-SRM Logs: Keep daily digital copies; Quebec audits happen unexpectedly.

• Combo Standardization: Prevents cashier improvisation and ensures WEB-SRM compliance.

• Network Redundancy: POS downtime can kill sales—backup internet and power is recommended.

• Document Everything: Certificates, versions, menu spreadsheets, hardware setup, training records.

This guide combines regulatory compliance, operational efficiency, and staff readiness, making it the most thorough Quebec POS implementation blueprint available anywhere.