Step 1 — Audit your current menu
Before you digitise anything, spend 30 minutes clearing house. Sit down with your paper menu and a coffee, and go through it dish by dish. Ask yourself three questions:
- Do you still actually serve this dish? (You'd be surprised how many "ghosts" hide on a menu)
- Is the description still accurate? (Garnish, sides, cooking method)
- Does the price match what you charge today? (Plenty of menus run six months behind on pricing)
While you're at it, build a clean file: dish name, description (2–3 lines max), price, allergens, and a photo if you have one. An Excel spreadsheet or a Google Sheet does the job perfectly.
"The audit was the most useful part of the whole thing. We cut 8 dishes we no longer served, updated 12 prices and rewrote 30 descriptions. Our menu had never been so sharp." — Karim, brasserie owner in Lyon
Step 2 — Choose your software
There are plenty of tools out there. To make an informed choice, check four things:
The real monthly cost
Be wary of "free" tools that stamp their logo on your menu, sell your data or charge you for every edit. A transparent monthly subscription (roughly €9 to €19) usually works out cheaper — and gives you far fewer surprises.
Automatic import
If you have to retype 80 dishes by hand, you'll give up halfway through. Good tools import from a PDF, a photo or an Excel file, and pick up your categories automatically.
Built-in translations
Check that translations are included — and that they're good, not raw Google Translate. An AI that understands food renders "magret de canard" as "duck breast", not "duck magret".
Allergens under Regulation (EU) 1169/2011
This is a legal requirement, not a nice-to-have. Good software gives you clear icons for the 14 major allergens, plus a filter on the customer side.
Step 3 — Import and structure
Once you've picked your software, the import usually takes 30 to 60 minutes. A few things that help:
- Set up your categories first (Starters, Mains, Desserts, Drinks), then add the dishes
- Add photos only for your signature dishes — not for canned soft drinks
- Tick the allergens dish by dish as you import, not afterwards (you'll forget)
- Proofread every translation the first time round. After that, trust the AI
Step 4 — Train your team
This is the step most people skip — and the one that matters most. Your servers are on the front line: a guest who can't work out how to scan will ask the server, not the software.
Book a 30-minute session before service on a quiet day. Have every team member scan the QR code themselves. Show them how to switch language, turn on an allergen filter and move between categories. Give them the answers to the three questions guests always ask:
- "I don't have a smartphone" → a backup paper menu is available
- "It won't open" → check the camera permissions on the phone
- "What language is this in?" → language selector, top right
Step 5 — Tell your guests
Don't assume everyone knows the drill. Set your guests up for it:
- A table stand with the QR code clearly visible and a short line ("Scan to see our menu — available in 8 languages")
- A word from the server on arrival: "Your menu is on the QR code on the table, just shout if you need a hand"
- A few "backup" paper menus kept out of sight, not advertised (otherwise nobody scans)
- A post on social media and Google My Business: "Our menu is now digital, in 8 languages"
Key takeaways
- Step 1: audit the menu (30 min) — cut the ghost dishes
- Step 2: pick transparent software with auto-import and translations
- Step 3: import, starting with your categories
- Step 4: run a 30-minute team session before service
- Step 5: tell guests, through table stands and your servers
- Keep 2–3 paper menus in reserve, but don't advertise them