Manage your restaurant
with KobenOS

What is KobenOS?

KobenOS is a point-of-sale system built for restaurants. It lets your guests order directly from the table using a QR code, while you and your team get a real-time view of every order, table, and dish — from any device.

Getting started

Create your account

1. 1 Go to the KobenOS URL and click Sign up
2. 2 Enter your name, email address, and a password
3. 3 Check your inbox and click the verification link
4. 4 Once verified, the setup wizard will walk you through the rest

Set up your restaurant

After verifying your email, a short wizard guides you through:

1. 1 Organization name — your brand or business name
2. 2 Restaurant details — name, address, phone
3. 3 Your first menu category — you can add more later
4. 4 Your first table — number and seating capacity

Log in

Go to the KobenOS URL and enter your email and password. If you forgot your password, click Forgot password? and follow the link sent to your email.

Dashboard overview

The Dashboard is the first screen you see after logging in. It gives you a real-time snapshot of your restaurant right now.

Below the cards you'll find:

• Recent orders — the latest orders placed with their current status
• Active service requests — tables that asked for water, the check, help, etc.
• Low-stock alerts Pro — ingredients below their minimum level

Menu

The Menu section is where you build and maintain everything your guests can order. Your menu is organized into three levels:

Categories

Categories are the main groups that appear as tabs or sections in your menu.

1. 1 Go to Menu in the sidebar
2. 2 Click Add category
3. 3 Enter a name (e.g. "Starters", "Mains", "Drinks", "Desserts")
4. 4 Click Save

To reorder categories, drag and drop them. To edit or delete, click the three-dot menu next to the name.

If the category already exists

Two categories cannot share a name. KobenOS treats two names as the same even when capitals, accents or spacing differ (see Repeated names): "Cafés", "cafes" and "CAFÉS " are one category.

Subcategories

Subcategories let you organize dishes within a category. They are optional but very useful for large menus.

1. 1 Click a category to expand it
2. 2 Click Add subcategory
3. 3 Type the name and save

Within one category, two subcategories cannot share a name. If you add one that already exists, no second one is created and you see Ya tenías la subcategoría "Calientes": no se creó otra. Across different categories the name can repeat: "Hot" under Coffee and "Hot" under Tea are two separate subcategories.

Dishes

Dishes are the individual items your guests order.

Dish fields

Availability options

AI menu features Pro

Inside the dish editor you'll find three AI tools that save manual work:

Orders

The Orders section shows all orders placed at your restaurant in real time.

Order status flow

Filter orders

Use the filters at the top to search by status, date range, table number, or order type (dine-in, takeout, delivery).

Working with an order

Click any order to open the details panel. From there you can:

• Update the status — advance it through the workflow
• Cancel a dish — remove a line and enter a reason
• Apply a discount — fixed amount or percentage (requires manager PIN)
• Add notes — instructions visible to the kitchen
• Split the bill — divide the total into equal parts
• Print the check — generates a PDF receipt

Takeout POS & tips

The POS section is the quick register for counter and takeout sales: you build the order, charge it, and it goes to the kitchen already paid. This explains exactly what happens to the tip, from the moment you pick it to the cash count.

Charging a sale with a tip

1. 1 In POS, add the dishes to the order
2. 2 Press the charge button. The checkout summary opens
3. 3 On the Propina (tip) row choose 10%, 15%, 20% or Other (to type an amount). To remove it, tap the selected button again
4. 4 Choose the payment method and press Confirm & Send

How it is calculated

• The percentage is calculated on the subtotal (the sum of the dishes), before discounts.
• With Other, the tip is exactly the amount you type.
• The amount to charge is: subtotal − discounts + tip.

What gets recorded

The tip is stored as money, with the payment, apart from the consumption:

How it looks on the receipt

Receipts are printed in Spanish:

• TOTAL is the consumption (what the customer ordered, less discounts). It does not include the tip.
• PROPINA (tip) and TOTAL CON PROPINA (total with tip) are printed only when there was a tip. Without one, the receipt looks as it always did.
• The amount in words at the foot of the receipt is what was charged (total with tip).
• This applies to thermal-printer receipts, browser-printed receipts, and reprints from Orders and Payments.

If the payment is not recorded

If the connection drops or the server fails right after charging, the order is created but may not be marked as paid. A warning then appears and does not go away on its own:

• Press Retry: the payment is recorded again with the same tip.
• Retrying several times is safe: the tip is recorded once, never added twice.
• The warning stays on screen even if you move on to the next sale, until the payment is recorded or you dismiss it.

Tips at tables

At tables, the tip is added when closing the bill with the Tip / Service switch and its percentage. It is recorded and reported the same way as in the takeout POS, and the receipt shows the same lines: TOTAL (consumption), PROPINA and TOTAL CON PROPINA.

Tables

The Tables section lets you manage your dining room layout. Each card shows the table number, capacity, current status, occupancy time, and QR code.

Add and edit tables

1. 1 Click Add table
2. 2 Enter the table number and seating capacity
3. 3 The QR code is generated automatically

To edit, click the pencil icon. To delete, use the three-dot menu → Delete.

Table statuses

QR codes

Each table has a unique QR code. When scanned, the guest is taken directly to your menu linked to that table — no app download required.

• To print or download a QR, click the QR icon on the table card
• To regenerate a single QR: three-dot menu → Regenerate QR
• To regenerate all QR codes: click Regenerate all QRs at the top

Merge tables

If a large group needs two adjacent tables sharing one bill:

1. 1 Click the three-dot menu on a table
2. 2 Select Merge with…
3. 3 Choose the second table

Orders from both tables will be combined. To split them, select Unmerge tables.

Waitlist

When your restaurant is full, the built-in waitlist lets you stay organized. Click Add to waitlist, enter the guest's name, party size, and phone number. When a table opens up, click Seat to remove them from the list.

Dining zones

Zones let you group tables into named areas of your restaurant — "Terrace", "Main Room", "Bar" — to better organize your dining room and filter orders by area.

Create a zone

1. 1 Go to Tables in the sidebar
2. 2 Click Manage zones
3. 3 Click Add zone and enter a name (e.g. "Terrace", "Bar")
4. 4 Click Save

Assign tables to a zone

You can assign a zone when creating or editing a table. Open the table edit form and select the corresponding zone in the Zone field.

Kitchen display screen (KDS)

The Kitchen Screen is designed to run in your kitchen — your team sees every incoming order in real time without paper tickets.

Staff

The Staff section lets you manage everyone who works at your restaurant.

Add staff

1. 1 Click Add team member
2. 2 Enter their name, email, phone, and role
3. 3 Click Send invitation

The team member will receive an email to set their password. Once they log in, their access will be limited to the sections that match their role.

Roles

Shifts

The shift calendar lets you plan who works and when.

1. 1 Click Add shift
2. 2 Select the team member and their role for that shift
3. 3 Set the start and end time
4. 4 Click Save

Shifts can be edited or cancelled at any time.

Promotions

The Promotions section lets you create discounts and special offers that your team can apply to orders directly from the dashboard.

Create a promotion

1. 1 Go to Promotions in the sidebar
2. 2 Click New promotion
3. 3 Enter a name and select the discount type
4. 4 Configure the value and conditions, then click Save

Discount types

Apply a promotion to an order

Open the order and click Apply discount. Select the promotion from the list — the discount will be calculated and applied to the total automatically.

Inventory

The Inventory section helps you track your raw materials and ingredients so you always know what you have on hand.

Add inventory items

If a supply with that name already exists

Having the same product registered twice is the most common reason stock "doesn't add up": recipes deduct from one record and purchases go into the other. That is why KobenOS asks before creating a supply whose name already exists.

Two names count as the same even when capitals, accents or spacing differ: "Azúcar", "azucar", "AZÚCAR" and " Azucar " are the same supply. The full rule is in Repeated names.

1. 1 You type the name of a supply that already exists (for example "azucar" when you already have "Azúcar") and press Save
2. 2 Nothing is created yet. A dialog appears titled You already have a supply called "Azúcar", telling you which unit it is tracked in (for example "It is tracked in kg")
3. 3 You choose one of the three options

When editing a supply: you can fix its spelling with no warning ("azucar" to "Azúcar"). What is not allowed is renaming it to the name of another existing supply; the change is not saved and you see Ya existe un insumo llamado "Azúcar" (kg). Usa ese en lugar de crear otro; si de verdad son productos distintos, ponle un nombre que los distinga. ("A supply called "Azúcar" (kg) already exists. Use that one instead of creating another; if they really are different products, give it a name that tells them apart.")

When importing a list (spreadsheet or quick entry): rows whose name already exists are skipped; they are neither duplicated nor do they change the existing supply. The summary tells you how many were created and how many were skipped. If the same list carries a name twice, only the first is created.

Archived supplies do not count: you can create a supply with the name of one you archived.

Inventory categories

A supply's category is free text: you type it in the Category (Group) field. Above the list there is one tab per category, plus Todos (all) and Sin categoría (supplies with none).

• One tab per category. If some supplies say "Lácteos", others "lacteos" and others "LACTEOS", they all appear together under a single tab.
• Which name the tab shows. The best-spelled form among those in use, in this order: first the one with accents ("Lácteos" over "Lacteos"); then the one that starts with a capital and is not all capitals ("Bebidas" over "bebidas" or "BEBIDAS"); if still tied, the one used by more supplies.
• As you type the category, the field suggests the categories you already use first, then the sample ones. Pick one from the list to avoid creating a variant.
• On save, if the category you typed already exists with another spelling, the supply is saved with the best-spelled form. Example: you already have "Lácteos" and type "lacteos"; the supply is saved under "Lácteos".
• Your earlier supplies are not rewritten. What was already saved stays as it was; it is simply shown grouped.

Suppliers

Under Inventory → Suppliers, two suppliers cannot share a name (same rule: capitals, accents and spacing do not matter). If you try to create a repeated one, or rename one to another's name, it is not saved and you see Ya existe un proveedor llamado "Lala". Edita ese en lugar de crear otro. ("A supplier called "Lala" already exists. Edit that one instead of creating another.")

Stock control

• Adjust stock — add or subtract units after receiving a delivery or doing a physical count
• Low-stock alerts — when an item falls below its minimum, a warning appears on the Dashboard

Link ingredients to dishes

Inside the edit form for any dish, you can add the ingredients it uses and the quantity per portion. When an order is completed, stock is automatically deducted.

When you type an ingredient's name, KobenOS looks for the supply with that name using the same repeated names rule: if you type "azucar" and your supply is called "Azúcar", they are linked. The suggestion list also finds the supply when you type without accents.

AI inventory features Pro

Analytics

The Analytics section gives you charts and reports to understand your restaurant's performance.

Use the date picker to view data for today, last 7 days, last 30 days, or a custom range. You can also filter by service type (dine-in, takeout, delivery).

Billing

The Billing section lets you create and manage your invoices.

Create an invoice

1. 1 Click New invoice
2. 2 Select a completed order — items and totals fill in automatically
3. 3 Verify the details and click Issue

Items marked as non-billable in the menu are excluded automatically.

Invoice statuses

Refunds

To issue a refund, open the invoice and click Issue credit note. This creates a cancellation record linked to the original invoice.

Settings

Configure your restaurant's data, security, and preferences from the following sections.

General

Billing & taxes

Security

QR codes

The QR base URL is the web address embedded in all your table QR codes. You normally don't need to change it. If you change your app's domain, update this field and then regenerate all QR codes.

Branches Pro

If you manage multiple locations, you can create and manage each one from the same account. Each branch has its own menu, tables, staff, and orders independently.

1. 1 Go to Settings → Branches
2. 2 Click Add branch
3. 3 Enter the name, address, and details of the new location
4. 4 Click Save

To switch between branches, click the restaurant name at the top of the sidebar and select the desired location.

How guests order at the table

Here's the experience from the guest's point of view — no app download, no account required.

1. 1 The guest sits down and scans the QR code at their table with their phone camera
2. 2 Your menu opens instantly in the browser, showing categories and dishes
3. 3 They browse, tap a dish to see photos, description, and details
4. 4 They add items to the cart (optional: add notes per dish)
5. 5 They tap Place order — the order goes directly to your kitchen
6. 6 They can track the status of their order on the same screen
7. 7 When ready to pay, they tap Request the check — your staff gets an alert

Service requests

Guests can tap a button at any time to request assistance — without waiting for a waiter to walk by. All requests appear in your Dashboard in real time.

Click Resolve on any request once it has been handled.

Section names

This is what each section is called in the app's side menu, and what you find there. The in-app help, the messages and this guide use these same names.

The sections you see depend on your plan and on your user's permissions.

Settings tabs

The app installed on Android and in the browser now appears under the name KobenOS (previously "ATIS POS"). It is the same app; you do not need to reinstall anything or sign in again.

Repeated names

KobenOS uses a single rule to decide whether two names are "the same". It applies to supplies, inventory categories, menu categories and subcategories, suppliers, and to linking recipe ingredients.

The rule

To compare two names, KobenOS ignores:

• Upper and lower case: "LECHE" equals "leche".
• Accents, diaeresis and the tilde on ñ: "Azúcar" equals "Azucar"; "Piña" equals "Pina".
• Leading, trailing and repeated spaces: " Leche entera " equals "Leche entera".

Everything else does count: letters, numbers, signs and extra words.

What happens in each place

What happens to what you already had

• Nothing is deleted or merged automatically. If you already had two supplies, two menu categories or two suppliers with the same name, both are still there with their stock, dishes and history.
• Inventory categories spelled several ways now show under a single tab, without changing what is stored on each supply.
• Recipe ingredients that were not linked because of an accent or capitals difference are linked the next time you save the dish.
• To join two supplies that are really the same, use Inventory → Tools → Duplicates: it lists supplies with the same name, you choose which one to keep, and the other's stock and recipes move to it. The other one is archived, not deleted. If their units cannot be converted into each other (for example kg and L), the merge is refused and tells you so.

Subscription & payment

Your KobenOS plan is managed under Settings → Subscription. Only the account owner can add a payment method, or activate or change the plan.

During the free trial

When 7 days or fewer remain in the trial, an orange bar appears at the top of the app. Only the owner and administrators see it.

When you press Add payment method, the button changes to "Opening…" and takes you to the payment page. If something prevents it, the reason appears under the bar with its error code; the button no longer does nothing.

After paying

• When you return from the payment page, the app confirms your payment; it can take up to a minute. Meanwhile it does not offer to pay again.
• If the payment still is not reflected after that, you see: "Your payment was received but isn't showing on your account yet. Wait a minute and reload the page; if nothing changes, contact support. (Error 5003)". Do not pay again: reload the page.
• Activating your plan during the trial neither restarts nor shortens your remaining trial days.

If the trial ended or the account is suspended

The app shows a lock screen. The owner sees the button to activate or reactivate the subscription; an administrator is told to notify the owner and can sign out. If the payment fails, the reason appears on that same screen.

Error messages

When something fails, KobenOS tells you in plain words and adds a code at the end. The code tells our team exactly what to check. Messages that come from the server are written in Spanish.

• The text explains what happened and what you can do ("We could not connect to the database. Try again in a few seconds; if the problem continues, contact support.").
• Error 1000 is the kind of failure (see the table).
• Ref K7Q2M9XD identifies that exact moment in our logs. It appears only on server failures and is different every time.

Codes

Reading the number: 1000s are failures of our platform; 2000s, of your session or permissions; 3000s, subscription and payments; 4000s, outside services (AI, Mercado Pago, delivery apps, email); 5000s, the connection or your device.

Plans & features

To upgrade your plan, click Upgrade plan in the sidebar or contact us.

Frequently asked questions