What Is the Best Phone System for Restaurants?

Running a restaurant means staying on top of everything—reservations, orders, and customer calls. If your phone system isn’t reliable, you might miss calls, keep customers waiting too long, or send them to the wrong person. That’s frustrating for everyone.

A phone system makes handling restaurant calls easier, allowing your restaurant to provide the best customer experience.

Let’s go over what makes a great phone system for restaurants. We’ll discuss key features and how they help with communication, make customers happier, and more!

Why Restaurants Need a Reliable Phone System

Phones are still one of the main ways restaurants connect with customers. But a quality phone system does more than just answer calls. It helps manage reservations, take orders, and keep everything running smoothly.

Common communication problems in restaurants

Many restaurants face issues with their phone system, such as:

• Missed reservations: Customers may hang up if no one answers quickly.
• Long wait times: Callers get frustrated if they are on hold for too long.
• Poor call routing: Calls go to the wrong department, causing delays.
• Staff confusion: Without a system in place, employees may struggle to manage incoming calls.

These issues can lead to lost sales and unhappy customers. A reliable phone system helps restaurants answer calls faster, manage high call volumes, and stay organized.

How a Phone System Supports Restaurant Operations

The best restaurant phone systems can help you with the following:

Faster and Easier Call Handling

Restaurants get a lot of calls—reservations, takeout orders, customer questions. A business phone system helps staff answer calls quickly, transfer them when needed, and keep things running smoothly.

Call Routing for Better Service

Instead of putting customers on hold, calls can go to the right person or department. For example, a call about reservations can go to the host stand, while a supplier’s call can go to the manager.

Multiple Lines Prevent Missed Calls

With a business phone system, restaurants can handle more than one call at a time. This means fewer busy signals and less frustration for customers trying to reach you.

Voicemail and Call Recording

If a restaurant is too busy to answer, voicemail ensures no message is lost. Call recording can also help managers review customer requests and improve service.

Mobile Access for Flexibility

Many business phone systems offer mobile apps. This allows owners and managers to take calls or check voicemails from anywhere.

Better Communication Between Staff

A phone system can connect the kitchen, front desk, and management. Quick communication helps avoid mistakes and keeps operations smooth.

Professional Image

A restaurant with a dedicated business phone system sounds more professional than one using a personal cell phone. Features like custom greetings and hold music make a good impression on customers.

Automated Responses for Common Questions

A business phone system can give customers important information, like business hours, menu options, and order updates, without needing staff to answer every call.

Recommended reading:

Business Phone System Comparison: Best Options for 2025

What Makes the Best Phone Tree for Businesses?

Never Miss a Call With Reliable Forwarding & Routing

Talkroute helps restaurants by making sure calls reach the right person at the right time. Let’s discuss this in detail.

Route Calls to the Right Team Members

One of the biggest problems in restaurant phone systems is that all calls go to one line, causing congestion and missed opportunities. Talkroute fixes this by directing calls to specific team members based on the customer’s needs.

Routing calls to the right team members ensures efficiency. Reservations go to the host or front desk, allowing customers to book a table quickly without waiting or getting transferred.

Takeout orders go directly to the kitchen or cashier, reducing wait times and improving order accuracy. Customer complaints go to a manager, preventing service staff from being interrupted during busy hours.

Multiple Device Ringing for Maximum Coverage

Restaurants often operate with multiple employees across different locations. Talkroute allows calls to ring on multiple devices at once, so no customer is left waiting.

Multi-device ringing benefits restaurants by ensuring seamless communication. Calls can ring on landlines, mobile phones, and desktops, ensuring availability across all staff members.

Call answering is prioritized, automatically forwarding to the next available team member if the first person is busy. It also reduces missed calls, preventing customers from having to call back multiple times.

Custom Call Scheduling for Peak and Off-Peak Hours

Restaurants operate on different schedules throughout the day, and the way calls are handled should reflect that. Talkroute allows restaurant owners to set different call routing rules for peak hours, slow periods, and after-hours calls.

Call scheduling strategies for restaurants:

• Lunch & dinner rush: Route calls to multiple employees to prevent long wait times.
• Slow hours: Direct calls to a single line to reduce unnecessary interruptions.
• After hours: Send calls to voicemail with automated messages providing business hours, online booking links, or order instructions.

Want to see Talkroute in action? Book a live demo and explore the features that make managing calls easy.

Get Fast & Convenient Business Texting

Not every customer wants to call a restaurant for simple questions. Many prefer texting to confirm reservations, check wait times, ask about menu items, or get order updates. If a restaurant only takes calls, customers may end up waiting on hold, missing calls, or feeling frustrated.

With Talkroute’s business text messaging, restaurants can send and receive texts using their existing phone number.

Confirm Reservations & Reduce No-Shows

No-shows are a common issue in restaurants, leading to empty tables and lost revenue. Instead of relying on phone calls to confirm bookings, Talkroute allows restaurants to send automated text reminders to customers.

Text reminders help reduce no-shows by keeping customers informed and engaged. Confirmation texts are sent when a customer books a table, ensuring they remember their reservation.

A follow-up reminder message a few hours before the reservation gives customers the chance to confirm or cancel. Guests can also reply to confirm or cancel, helping restaurants plan their seating and avoid empty tables.

Takeout & Curbside Pickup Notifications

Many restaurants offer takeout and curbside pickup, but customers often call to ask, “Is my order ready?” This leads to longer hold times and staff distractions.

With Talkroute’s text messaging, restaurants can send automatic pickup alerts when an order is ready.

Text updates improve takeout efficiency by keeping customers informed in real time. A message is sent when their order is ready, eliminating the need for them to call.

Congestion in waiting areas is reduced as customers arrive at the right time instead of crowding the pickup station. The customer experience is improved, as guests appreciate the convenience of timely updates.

Handle Customer Inquiries Without Phone Calls

Many customers call just to ask simple questions like:

• “Are you open today?”
• “Do you have gluten-free options?”
• “What’s your daily special?”

Instead of tying up phone lines with these common questions, Talkroute lets restaurants send quick text responses.

• Quickly reply to FAQs without answering the phone – Saves staff time.
• Send automated responses for common inquiries – Customers get instant answers.
• Engage with customers more effectively – Guests can text for updates, promotions, or waitlist details.

Check out our pricing options and find the plan that fits your needs. View pricing here.

24/7 Call Handling for Restaurants With a Virtual Receptionist

A restaurant’s phone line is always busy. And it can get overwhelming. A virtual receptionist solves this problem by handling calls professionally, even when staff are too busy to answer.

A virtual receptionist is a live agent who answers customer calls just like an in-house receptionist would. The difference is that they work remotely, using a restaurant’s phone system, scripts, and guidelines to provide a seamless experience.

Unlike automated answering systems, a virtual receptionist is a real person who can take orders, schedule reservations, and provide personalized service.

Talkroute has teamed up with Smith.ai to offer live virtual receptionists who answer customer calls professionally, day and night. This combines Talkroute’s call management system with Smith.ai’s trained agents, giving restaurants a reliable way to handle calls without missing a beat.

Talkroute’s virtual receptionist can:

Take Reservations and Orders Without Extra Staff

Many restaurants rely on front desk staff or managers to take reservations and orders over the phone. But when the restaurant is busy, answering calls delays service and leads to mistakes. A virtual receptionist can manage calls related to reservations, takeout, or catering, so in-house staff can focus on customers.

A virtual receptionist helps with reservations and orders by streamlining customer interactions. It books reservations over the phone, ensuring no missed bookings due to busy staff.

Takeout and delivery orders are handled efficiently, allowing customers to place orders without long hold times. Updates on availability are provided so callers can hear about wait times, special events, or limited seating.

Filter Calls to Reduce Disruptions

Not every call requires a staff member’s attention. Many customers call just to ask about business hours, menu options, or location details. A virtual receptionist can sort these calls, sending only the most important inquiries to staff.

How call filtering helps restaurant operations:

• Answers general inquiries automatically – Customers can hear menu details, hours, and directions without speaking to staff.
• Prioritizes reservations and orders – Calls related to table bookings or takeout are handled first.
• Directs urgent requests to managers – Complaints or emergency issues reach the right person quickly.

Support for Customer Inquiries After Hours

Many customers call after closing hours to book a table or ask about catering services. Without a virtual receptionist, these calls go unanswered, leading to lost business.

A virtual receptionist helps after hours by ensuring customer inquiries are managed efficiently. Messages are taken and forwarded by email, allowing staff to follow up the next day.

Reservations for the next business day are scheduled, so customers don’t have to wait until morning to book a table. Automated responses provide information about business hours and online booking options, ensuring customers get the details they need instantly.

Keep Customers Informed with Voicemail & Auto-Attendant

Let’s talk about how Talkroute’s voicemail and auto-attendant features offer your restaurant.

Automated Menu for Faster Call Handling

Many customers call with basic questions that don’t require a live person. Instead of tying up staff with repetitive inquiries, Talkroute’s auto-attendant can provide automated answers and direct calls to the right department.

How an auto-attendant improves call handling:

• Answers common customer questions automatically – No need for staff to repeat details about hours or menu options.
• Directs callers to the right department – Reduces time spent transferring calls.
• Allows customers to select their preferred option – Menu navigation is simple and efficient.

Voicemail-to-Email for Easy Follow-Ups

Even with a well-structured phone system, some calls will still go to voicemail—especially during peak hours or after closing. Talkroute’s voicemail-to-email feature captures all messages and forwards them to staff inboxes, so no inquiry is lost.

Voicemail-to-email helps restaurants by ensuring messages are accessible and manageable. Voicemails are sent as email notifications, allowing staff to check messages anytime.

Missed reservations and order inquiries are prevented, making follow-ups easier and more organized. Voicemail messages are transcribed, enabling staff to quickly read important details without listening to audio recordings.

Mobile & Desktop Apps—Stay Connected from Anywhere

Restaurant owners and managers are constantly on the move, overseeing daily operations, checking on multiple locations, or managing deliveries. A phone system that only works from a desk or landline makes it difficult to stay connected.

Talkroute is available for MacOS, Windows, Linux, iOS, Android, and your web browser. This allows you and your staff to stay connected wherever, whenever!

Manage Business Calls on the Go

A restaurant’s phone system needs to be accessible anywhere, not just inside the restaurant. Talkroute’s mobile app turns any smartphone into a business phone, allowing owners, managers, and employees to make and receive calls from their restaurant’s phone number.

Mobile call management helps restaurants by keeping communication seamless and flexible. Owners and managers can handle calls remotely, staying connected even when away from the restaurant.

Staff can take calls without being tied to a landline, improving flexibility during busy hours. Calls appear as coming from the restaurant’s business number, maintaining a professional image.

Staff Can Handle Calls From Any Device

In a restaurant, different employees need access to the phone system at different times. Talkroute’s desktop and mobile apps allow multiple users to answer calls, reducing wait times and improving service.

Talkroute’s apps improve call handling by making communication more efficient and accessible. Hosts and receptionists can take calls from a desktop app, eliminating the need for a shared landline.

Kitchen staff can receive takeout orders via the mobile app, ensuring all orders are processed quickly. Managers can check voicemails and respond to messages remotely, allowing them to manage communications without being in the restaurant.

Instant Access to Call Logs, Voicemails & Texts

Talkroute’s apps give restaurant teams full access to call history, voicemails, and text messages, making it easy to track missed calls and respond quickly to customer inquiries.

How call logs and voicemail access benefit restaurants:

• View missed calls instantly – Call back customers who tried to reach the restaurant.
• Listen to voicemails remotely – No need to be at the restaurant to check messages.
• Send and receive text messages – Respond to customer questions or confirm reservations.

Try Talkroute free and experience the benefits for yourself. Get started now.

Make Your Business Memorable With a Vanity Phone Number

A vanity phone number makes it easy for customers to remember your restaurant’s contact information. Instead of a random string of numbers, you can choose a number that spells out your restaurant’s name, a signature dish, or a catchy phrase.

Vanity numbers offer your restaurant a powerful way to enhance visibility and customer engagement. They boost brand recognition with easy-to-remember numbers like (555) PIZZA-4U or (555) TACO-TIME, making it simple for customers to call when craving your food.

Call-in orders increase as a memorable number encourages more takeout and delivery requests, helping to grow revenue. Marketing efforts improve with a professional-looking number on business cards, menus, ads, and social media, making promotions more effective.

The customer experience is enhanced since customers can recall your number easily without searching online, leading to more repeat business.

Using Data & Analytics to Improve Performance

A restaurant’s phone system also provides useful business data. Tracking call volume, missed calls, voicemail activity, and response times can help restaurants spot problems, adjust staff schedules, and improve customer service.

With Talkroute’s call reports and analytics, restaurant owners and managers can make smarter decisions. Let’s talk more about this feature:

Identify Peak Call Hours for Better Staffing Decisions

Many restaurants underestimate the impact of call volume on staffing needs. A high number of missed calls during peak hours often means there aren’t enough employees available to handle both in-person guests and phone inquiries.

Call analytics help with staffing by providing insights into call volume and patterns. The busiest call times are pinpointed, allowing restaurants to identify when the most calls come in.

Extra staff or call support can be scheduled during peak hours to prevent employees from becoming overwhelmed. Auto-attendant settings can be adjusted based on traffic patterns, ensuring calls are routed more efficiently when call volume is highest.

Track Missed Calls to Prevent Lost Business

Missed calls often mean missed reservations, lost takeout orders, or frustrated customers who go elsewhere. If a restaurant doesn’t monitor missed call data, it’s impossible to know how many potential sales are slipping away.

How to reduce missed calls with call tracking:

• Monitor missed call reports daily – Identify recurring patterns and adjust staffing accordingly.
• Use voicemail-to-email notifications – Follow up on every missed call promptly.
• Enable call forwarding to multiple team members – Prevent calls from going unanswered.

Measure Call Response Times to Improve Customer Service

How quickly staff answer the phone directly impacts customer satisfaction. A call that rings too long before being answered increases the likelihood of the caller hanging up and choosing a competitor.

Call response time data reveals key insights into call handling efficiency. The average time before a call is answered helps identify delays in response time.

The percentage of calls going to voicemail instead of being answered highlights staffing adjustments needed to meet demand. A comparison of response times by different employees or locations helps identify training needs and improve overall service.

Analyze Voicemail Data to Improve Follow-Up Strategy

A voicemail left by a customer is an opportunity to recover a lost reservation, confirm a catering inquiry, or address a complaint before it escalates. However, if voicemail data is not tracked or reviewed, customer requests may be ignored.

Voicemail analytics help restaurants optimize communication and customer service. Tracking how many voicemails are received per day reveals whether call handling needs improvement.

Monitoring voicemail response times ensures staff are following up quickly. Voicemail-to-email transcription allows for faster replies by reducing the need for manual checking of voicemail inboxes.

Evaluate Call Volume Trends to Plan for Seasonal Demand

Call trends shift based on holidays, promotions, and seasonal menu changes. Reviewing historical call volume data allows restaurant owners to prepare for busy seasons, staff appropriately, and adjust call-handling strategies in advance.

Call data helps with seasonal planning by identifying trends and optimizing staffing. Comparing call volume across different months reveals patterns for holiday bookings, patio season, or special events.

Staffing can be increased during high-volume months to prevent bottlenecks in call handling. Online reservations or text messaging can be promoted when call traffic is highest, reducing pressure on phone lines and improving customer experience.

Stop Spam Calls and Focus on Real Customers

Spam calls and anonymous callers waste staff time and tie up phone lines that should be used for real customer interactions. Talkroute’s call-blocking feature allows restaurants to prevent spam calls, telemarketers, and robocalls from disrupting business operations.

How call blocking helps restaurants:

• Prevents spam calls from reaching staff, reducing unnecessary distractions.
• Blocks robocalls and telemarketers, keeping phone lines open for real customers.
• Stops repeat calls from known prank callers or problematic customers.

Got questions? Reach out via chat, email, or call at 1.800.747.2140 for expert support.

Upgrade Your Restaurant’s Customer Service With Talkroute

With the features we listed above, there’s no doubt that Talkroute is a valuable investment for your restaurant business!

Signing up for Talkroute is simple and risk-free. There’s no need to buy new hardware or sign long-term contracts. Setup takes minutes, and restaurant owners can start improving their phone system immediately.

• Take orders and reservations with ease: Never miss a call during busy hours
• Send text updates: Notify customers when their table is ready or their order is on the way
• Manage calls from anywhere: Use your smartphone, tablet, or computer to stay in touch
• Customize greetings and call routing: Direct calls to the right team member instantly
• Voicemail-to-text: Read messages instead of listening to them during peak hours

Talkroute provides a modern, affordable, and feature-rich solution designed specifically for the restaurant industry.

Start your free trial today!

FAQs About Best Phone System for Restaurants

How much does a restaurant phone system cost?

The cost of a restaurant phone system depends on the type of setup you choose. Traditional landline systems can range from $50 to $200 per line each month, while a VoIP-based phone system using internet protocol is usually cheaper, starting at around $20 per month per line.

For restaurants with multiple locations, cloud-based options can offer flexible pricing based on features like call forwarding, interactive voice response, and customer relationship management tools. Restaurant owners should also consider hardware costs if they need desktop and mobile apps, headsets, or specialized phone equipment.

What is the VoIP phone system for small businesses?

A VoIP phone system lets businesses handle incoming calls and transfer calls over the Internet instead of using traditional phone lines.

For small businesses, this is a cost-effective and reliable phone system because it supports features like interactive voice response, call forwarding, and customer relationship management integration.

Many VoIP providers offer desktop and mobile apps, making it easy for employees to manage phone calls from anywhere. The best option depends on your needs, but popular VoIP systems in the restaurant industry help restaurant owners improve customer experience and customer satisfaction with clear call quality and automated features.

What are the different types of telephony systems?

There are three main types of business phone systems used in the restaurant industry and other businesses. Traditional landline systems connect through a local provider, but they lack advanced features like call forwarding and interactive voice response.

VoIP phone systems work over internet protocol, offering more flexibility for handling incoming calls, phone calls, and transfer calls between employees or multiple locations.

The third option is a cloud-based VoIP phone system, which is similar to standard VoIP but hosted remotely, reducing maintenance costs and allowing restaurant owners to access desktop and mobile apps for better mobility and customer relationship management.

Can I use my cellphone as a business phone?

Yes, you can use your mobile phone as a business phone system by installing VoIP apps or forwarding incoming calls from a traditional line. Many VoIP phone systems offer desktop and mobile apps that let you manage phone calls, transfer calls, and set up interactive voice response menus.

This is a great option for restaurant owners who need a reliable phone system but don’t want to invest in extra hardware.

It’s also useful for businesses with multiple locations, allowing staff to stay connected and improve customer experience no matter where they are.