Step 1: Choose between a PDF and an interactive menu
There are two ways to put a menu behind a QR code. Both work with any phone camera; they differ in how guests read the menu and how much work each change takes.
PDF menu
You upload the menu file you already have – often the same design you send to the printer. It is the fastest way to go live. A PDF menu with a QR code suits short menus, set menus and venues that rarely change prices. The downside: guests zoom and scroll on a page built for paper, and every change means exporting a new file.
Interactive menu
Categories, items, prices and photos are entered as data and shown as a page made for phones. Guests tap through categories, search, filter by allergens and switch language. You change one price in a second. An interactive QR code menu takes a little longer to set up, but it is easier to keep up to date.
Which one should you pick?
If you need to be live today, start with the PDF. If your menu changes often, is long, or serves guests who speak different languages, an interactive menu pays back the setup time quickly. You can also begin with a PDF and switch later without reprinting: upload the PDF to a Qdestera menu and print that menu’s own QR code. When you add your dishes later, the same code opens the interactive menu.
PDF vs interactive QR menu at a glance
| PDF menu | Interactive menu | |
|---|---|---|
| Start from your existing menu file | Yes | Yes |
| Readable on a phone without zooming | No | Yes |
| Change one price without a new file | No | Yes |
| Allergen and diet filters for guests | No | Yes |
| Language switcher for foreign guests | No | Yes |
| Mark a dish as sold out | No | Yes |
| Table ordering and waiter calls | No | Yes |
Step 2: Prepare your menu content
Good content matters more than any design choice. Gather everything in one place before you start building.
Categories
Group items the way guests decide: starters, mains, desserts, hot drinks, cold drinks. Keep the list short enough to scan on one screen, and put your best sellers in the first categories.
Names, descriptions and prices
Use the names your staff actually say. Add one line of description that answers “what is in it?”. If a dish comes in sizes or portions, list each variant with its own price instead of writing prices into the description.
Photos
One good photo per signature dish helps more than many average ones. Shoot in daylight, from the same angle, on a plain surface. Horizontal or square images usually fit menu layouts best.
Allergens and diet information
Note which common allergens each dish contains and which items are vegetarian, vegan or gluten-free. Check the list with your kitchen, not from memory. A structured allergen menu lets guests filter instead of asking staff about every plate.
Languages
Decide which languages your guests need. Translate dish names carefully – some are better left in the original with a short explanation. If you use automatic translation, have someone review it before publishing.
Portions, calories and prep time
These details are optional, but they help guests decide faster. A portion size, a “serves two” note or the prep time for slow dishes cuts down questions to staff. Start with the items guests ask about most.
Step 4: Print your table QR codes
You can print one QR code for the whole venue or a separate code for each table. A single code is enough for a menu to browse. Per-table codes become useful when guests order or call a waiter from the table, because the request then arrives with the table number.
Printing on A4 sheets is the practical route for most restaurants: several table cards fit on one page, and an office printer handles them. Print a test sheet first and scan every code before printing the rest.
For size, a code of about 3 × 3 cm (1.2 in) is comfortable on a table card that guests hold or look down at. Wall signs and windows read from further away need larger codes. Leave a clear white margin around each code and keep it dark on a light background.
- Materials: laminated cards, acrylic stands or stickers made for tables survive spills and wiping.
- Label each code: add the table number and a short line such as “Scan for the menu”.
- Keep spares: print a few extra cards so a damaged one can be swapped immediately.
Step 5: Place the codes where guests look
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On every table
Stand or stick the code where a seated guest sees it without moving plates. The middle of the table or next to the condiments works well.
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At the entrance and window
A larger code at the door lets passers-by read your menu before they walk in. Size it for a scan from a step or two away.
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At the counter and takeaway area
Guests queuing for takeaway can decide while they wait, which shortens the line at the till.
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Near your Wi-Fi details
Guests who can't load the menu on mobile data will look for Wi-Fi. Put both side by side.
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Keep a printed option
Some guests prefer paper or have no phone at hand. A few printed menus behind the counter keep everyone welcome.
Step 6: Keep prices and items up to date
The biggest advantage of a QR menu shows after launch: the printed code stays the same while the menu behind it changes. Update a price, add a seasonal dish or remove an item, and guests see the change on their next scan.
Make updating part of a routine. Whoever changes prices at the till should also change them in the menu, the same day. Use a sold-out switch rather than deleting a dish that will return tomorrow.
Interactive menus can also follow the clock: breakfast categories that appear only in the morning, or happy-hour discounts that show a reduced price during set hours. That saves you from maintaining several versions of the same menu.
Going further: ordering, waiter calls and insights
Once guests are used to scanning, the same code can do more than show the menu. Table ordering lets guests send their order from their phone to a live board or kitchen screen. A call-waiter button sends requests such as “bring the bill” or “water, please” to staff without guests waving across the room.
Menu statistics then show which items guests view and order, and at what hours. That helps you spot dishes that get attention but few orders, and plan staffing around busy times.
None of this is required on day one. Start with a clear, readable menu, get guests comfortable with scanning, and add ordering when your team is ready for it.
See what guests will see
Open a sample interactive QR menu on your phone and try categories, filters and languages yourself.