Restaurant Staff Management Software
The right access for every login
Give your biller, your captains and yourself separate logins — each with exactly the access their job needs. Captains take orders, billers make bills, and only you can change prices, give discounts or see the day’s numbers. Every bill and KOT records who made it.
Sunil (you)
Everything
Meena
Billing · tables · KOT
Ravi
Take orders · send KOT
Captain can…
Why a restaurant needs staff roles in its billing software
A restaurant is a team business. The owner is rarely at the counter all day; a biller runs the till, captains take orders on the floor, and the kitchen cooks what arrives. The billing software has to work for all of them — but not everyone should be able to do everything. A captain should send a KOT, not delete a bill. A biller should take payments, not change the price of Paneer Butter Masala.
When everyone shares one login, you lose control and you lose information. Discounts appear that nobody remembers giving. A bill goes missing and nobody knows who removed it. Menu prices change by mistake. And at day end you cannot tell which captain brought in the most orders or which shift billed the most.
KhataBuddy gives each team member their own login with a role — admin, biller or captain — and records who created every bill and every KOT. Captains work from the captain app on their phone, billers from the counter, and you see it all in your reports.
Why it matters
What staff roles change for a restaurant owner
Four worries that go away once each person has their own login.
Control what each person can do
Decide who can give a discount, edit the menu, delete a bill or open reports. Staff see only the screens their job needs.
Know who did what
Every bill and KOT carries the name of the staff member who created it — so questions about a missing item or an odd discount have a clear answer.
Prices and money stay protected
Menu prices, GST settings and reports are locked to the admin. Nobody changes ₹260 to ₹160 by accident or on purpose.
See who is performing
Staff-wise sales show which captain takes the most orders and which biller handles the busiest shifts — useful for planning and for fair rewards.
How it works
How staff management works in KhataBuddy
Set it up once in a few minutes; it runs itself after that.
Add your staff
Create a login for each team member — for example Meena at the counter and Ravi on the floor. The restaurant plan includes 3 users; add more at a small cost when you grow.
Give each one a role
Choose admin, biller or captain. Then fine-tune: can this login give discounts? Edit menu prices? See reports? Delete a bill? Tick only what the job needs.
They log in on their own device
Captains use the KhataBuddy Android app on their phone to take orders and send KOTs. Billers use the counter computer or a tablet. You log in from anywhere.
Every action is recorded
Each bill, KOT and payment shows who made it and when. At day end, staff-wise sales sit alongside your other reports.
One shared login vs staff roles in KhataBuddy
Everyone on one login
KhataBuddy staff roles
Any staff member can change prices, give discounts or delete a bill
Only the admin can — billers and captains see just their own screens
A bill goes missing and nobody knows who removed it
Every bill, KOT and payment records the staff member who made it
Captains have to walk to the counter to place orders
Captains order from their own phone and the KOT fires to the kitchen
Reports are open to whoever is at the counter
Sales and profit reports are visible to the owner only
No way to tell which captain or biller performs best
Staff-wise sales in your daily reports
In detail
Everything staff management covers
Three roles built for a restaurant
Admin — the owner, with access to everything. Biller — the counter: bills, tables, KOTs and payments. Captain — takes orders and sends KOTs from the captain app. The plan includes up to 3 users; extra users can be added at a small additional cost.
Permission by permission control
Beyond the role, tick exactly what a login may do — give discounts, edit the menu and prices, view reports, delete or edit bills, record expenses. Loosen or tighten it any time.
Who-made-what on every record
Each bill, KOT and payment entry stores the staff member’s name and the time. When a customer disputes a bill or an item was missed, you can see exactly what happened.
Staff-wise sales
See sales by captain and by biller in your restaurant reports — how many orders Ravi took, how much Meena billed, and how each shift compares.
Own device, same data
Staff log in on their own Android phone, a tablet or the counter computer. Everything syncs, so a KOT sent from a captain’s phone lands in the same kitchen queue as one from the counter.
Attendance & payroll when you need it
Roles and access are part of the restaurant plan. If you also want to mark daily attendance and prepare salary slips, KhataBuddy offers staff attendance & payroll as a separate feature — ask us about adding it.
Who uses staff roles
Any restaurant where the owner is not the only person billing.
Included in the Restaurant Billing plan
₹4,999₹3,999 + 18% GST · per year
Up to 3 users of any type. Every restaurant feature is included in the plan.
Works together with
More restaurant features
Every feature below is included in the same plan — no add-ons to buy.
Kitchen Order Ticket (KOT)
Every order reaches the kitchen as a clear, printed or on-screen ticket the moment it is taken.
Learn moreTable Management
See every table on one screen — vacant, occupied or running — with a live bill for each.
Learn moreKitchen Order Display
A screen in the kitchen shows every pending order and lets the cook mark it ready — no paper needed.
Learn moreCaptain Order-Taking App
Captains take orders on their phone at the table and the KOT fires to the kitchen instantly.
Learn moreVoice Billing
Say the order in Hindi or English and the items land on the bill — hands-free billing in the rush.
Learn moreRestaurant Reports
Daily sales, best-selling dishes, peak hours and payment split — on your phone, every evening.
Learn moreStaff Management — FAQs
Common questions restaurant owners ask about staff management in KhataBuddy.
Ready to run your restaurant on KhataBuddy?
Bills, KOTs, tables, QR ordering, the captain app and reports — one plan, one login, on the web and Android.
Free trial · No credit card required