Kitchen Display Systems (KDS): What They Are, Why They Matter for Restaurant Efficiency

Most restaurants focus on taking orders fast and serving them on time. But what happens in the kitchen is where things often fall apart. Missed dockets, long wait times, and wrong meals slow things down and frustrate both customers and staff.

That’s where a Kitchen Display System (KDS) comes in.

If you’ve looked into modern restaurant operations, you’ve probably heard the term. But many Australian venues still use printers and handwritten notes to manage service. A KDS changes that by displaying orders on digital screens in real time.

This guide covers what a Kitchen Display System is, how it works, and when it makes sense to use one. We’ll also cover what most blogs leave out: setup costs, screen placement, internet issues, and integration with your POS.

If you're ready to modernise your venue but worried about upfront costs, Payflo offers tailored finance solutions for restaurants upgrading their systems.

Why Kitchen Display Systems Are Becoming Standard in Aussie Restaurants

Until recently, printed dockets and clip rails were the default in most kitchens. They’re simple, cheap, and easy to install.

But they come with problems:

• Tickets get wet, lost, or stuck together
  
  
• Chefs waste time reading tiny handwriting
  
  
• No way to track which dishes are delayed
  
  
• No visibility for front-of-house when meals are ready
  
  

Kitchen Display Systems solve this by removing paper and syncing directly with the POS.

What Is a Kitchen Display System (KDS)?

A Kitchen Display System is a digital screen (or set of screens) mounted in the kitchen. It replaces paper tickets by showing orders on-screen in real time.

Orders come through from the POS. Staff in the kitchen see them instantly, with items grouped by station, time of entry, or table.

The screen updates automatically as meals are started, completed, or cancelled.

How KDS Works in a Real Kitchen

1. A server or cashier enters an order into the POS
   
   
2. That order is sent straight to the KDS
   
   
3. The kitchen sees the new order on the display
   
   
4. Each chef sees the items relevant to their station
   
   
5. Staff mark off items as they’re prepared
   
   
6. When all items are ready, the order is flagged as complete
   
   

This flow removes confusion and helps teams move faster with fewer errors.

KDS vs Kitchen Printers: Key Differences

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Who Should Use a KDS?

Kitchen Display Systems are useful for:

• Busy dine-in restaurants with multiple prep stations
  
  
• Fast casual venues where speed matters more than table service
  
  
• Multi-kitchen operations (e.g. café with separate hot and cold areas)
  
  
• Venues that do delivery and pickup (KDS helps track when items are ready)
  
  

It may not suit:

• Very small kitchens with only one cook
  
  
• Venues with very low order volume
  
  

Common KDS Features That Help with Efficiency

These common features increase the efficiency of your KDS. 

1. Item Routing by Station

Each screen can show only the relevant part of the order. The grill sees the steaks, the salad station sees the greens.

This avoids information overload and speeds up prep time.

2. Colour Coding and Timers

KDS screens use colours to show urgency. Green might be fresh, yellow is mid-prep, red means it’s overdue.

Benefits:

• Staff know what to prioritise
  
  
• Helps prevent long waits
  
  
• Visual reminder when things are falling behind
  
  

3. Real-Time Order Editing

If a customer changes their mind, the POS update reflects instantly on the KDS.

No one has to scribble out the docket or yell across the kitchen.

4. Order Summary and Batch Prep

For venues doing large delivery volumes, some KDS systems group identical items to prep in batches.

For example:

• 5 burgers across 3 orders
  
  
• All appear grouped for the grill station
  
  

This speeds up production and saves time.

5. POS Integration

Most KDS setups only work well when deeply linked to the POS.

You need to:

• Choose POS software that supports your KDS brand
  
  
• Set up menu routing (what item goes to what screen)
  
  
• Ensure kitchen printers still work as backup
  
  

Hidden KDS Setup Issues That Blogs Rarely Mention

Most online guides cover features. Few cover what goes wrong during setup.

1. Internet Dropouts

Some systems rely on a constant Wi-Fi signal. If your router is far from the kitchen, expect lag or lost orders.

Tip: Use a wired Ethernet connection where possible.

2. Screen Glare or Poor Placement

Placing screens where chefs can’t see them leads to slow service.

Best practice:

• Mount screens at eye level
  
  
• Angle away from the steam and light
  
  
• Don’t crowd stations with too many displays
  
  

3. Overlapping Stations

If multiple stations see the same item, it leads to double prep or no prep.

Solution: Work with your POS provider to map menu items to the right output.

4. Staff Learning Curve

Some teams resist using screens at first. Training is critical.

Plan for:

• One session before live service
  
  
• A printed cheat sheet for commands
  
  
• One person on shift who knows the system well
  
  

Real-World Example: Café Switching from Paper to KDS

A Melbourne café with 3 chefs switched from docket printers to a KDS.

Before:

• Dockets stuck to counters with tape
  
  
• Staff shouted orders when they jammed
  
  
• Orders got cold while waiting for runners
  
  

After:

• Orders hit the screen in 1 second
  
  
• Kitchen auto-sorted by station
  
  
• Meals are flagged ready with a tap
  
  
• FOH staff stopped walking into the kitchen to check
  
  

Service time dropped by 3 minutes per table.

Do You Still Need Printers with a KDS?

Many venues keep one kitchen printer as a backup. It prints if the KDS crashes or goes offline.

You can also set up printing for:

• Drinks orders to the bar
  
  
• Receipts for customers
  
  
• Pack slips for takeaway bags
  
  

A KDS doesn’t eliminate printers entirely, it reduces reliance on them.

Cost Breakdown of KDS for a Typical Restaurant

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Should You Buy or Finance Your KDS?

Buying outright makes sense for some. But for venues managing cash flow, financing your KDS through Payflo offers flexibility.

Payflo financing benefits:

• Spread payments monthly
  
  
• Include screens, mounts, and installation
  
  
• Combine with POS upgrades
  
  
• No need to pause operations while waiting for the budget
  
  

KDS Vendors Commonly Used in Australia

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Always confirm compatibility with your current POS before choosing.

When Is the Right Time to Install a KDS?

• During renovations or POS upgrades
  
  
• When expanding the kitchen or adding a delivery
  
  
• When paper tickets are causing frequent errors
  
  
• If you want to track kitchen performance with data
  
  

What to Do Next

A Kitchen Display System isn’t just a screen; it’s a workflow tool. It speeds up service, cuts errors, and helps teams move together. But it only works well if it fits your kitchen layout and your POS.

If you’re considering one but need to manage the cost, Payflo offers business-friendly finance that includes setup, hardware, and system upgrades.

You don’t need to pay everything upfront to run a better kitchen.

FAQs

Can I use a Kitchen Display System without a POS?

Most KDS systems require a compatible POS. They rely on the POS to send order data in real time.

How many screens do I need for a KDS?

Most kitchens start with one screen per station. You can add more based on your menu and layout.

What happens if the KDS goes down?

You can use a backup kitchen printer or manually write orders. Many setups include a fallback method.

Can a KDS be used in small kitchens?

Yes, but only if the order volume or workflow justifies it. In single-chef setups, it may not be needed.

Does the KDS work with delivery platforms?

Some systems can show Uber Eats or Menulog orders. Check with your POS provider for integration details.