The Restaurant Checklist App That Will Save You Time, Money, and Your Sanity

Published on:
May 14, 2024
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A restaurant checklist app has emerged as a game-changer in the intricate, high-speed world of the restaurant industry. Amid the complexity of responsibilities, restaurant managers often find themselves wearing multiple hats—overseeing everything from inventory checks to food safety standards and staff schedules.

It's a never-ending cycle of tasks that can sometimes feel overwhelming.

In response to this relentless whirlwind, technology presents an efficient and innovative solution: a restaurant checklist app. Far from being a mere luxury, this tool has rapidly become a necessity in the modern culinary landscape.

It integrates numerous tasks into one efficient platform, enhancing productivity and streamlining operations even in the busiest restaurant environments.

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9 Restaurant Checklist Apps To Help You Improve Your Business's Accountability & Performance!

Before we dig deep into some of the basic aspects of restaurant checklists, it's important to understand how they perform from an applicability point of view.

Here's a quick run down on the best restaurant checklists apps to help you get started!

1. Xenia - Overall No. 1 Best & Free Online Restaurant Checklist App

Xenia Restaurant Operations Management Software

Whether this is your first checklist app or your tenth, our #1 pick Xenia has you covered. 

Deceivingly powerful while being simple to pick up and use immediately, Xenia has the right solution for teams of all configurations. Available on both Android and Apple products, Xenia was purpose-built for quickly knocking down checklists and tasks on the go.

What's the end result of using Xenia over other restaurant checklist software?

Good question!

By centralizing everything concerning BOH restaurant operations and front ended customer services, you're no longer looking at streamlining things. It's all about increasing overall accountability, ultimately impacting how your business is scaled.

Besides that, your business will have a spick n' span reputation to uphold, with years to come!

Using one of the 500+ free templates available in their library you can jump right into running your spot like one of the pros. If you already have forms and processes in place, it takes only moments to digitize them in Xenia.

Opening and closing procedures, cleaning, food safety compliance, training, equipment maintenance - all of these tasks are easily logged and analyzed within the platform so you can identify areas of improvement, or just ensure that your staff are meeting your expectations.

Here’s a quick look at some of the notable features of this restaurant checklist software.

Key Features

  • Tasks: Create, assign, and track tasks (or work orders) in seconds. You’ll drive performance and accountability, all in the name of a better customer experience.
  • Scheduled Work: Never miss another opening or closing check with centralized work schedules. Automatic notifications ensure nothing flies under the radar so you can spend more time improving the business and less time planning work.
  • Checklists & SOP’s: Xenia’s checklist builder and template library combine to provide everything you need to get going - in minutes, not days. Countless step types, publicly available URLs, media attachments and conditional logic are just a few of the ways you can conduct digital checks. Store SOP’s for reference or use them as an instructive tool to ensure adherence to brand standards.
  • Real-Time Updates & Collaboration: Receive instant feedback and notifications when work is performed, tasks are overdue, or the results of an assignment are unsatisfactory. Be in the know with your team, even if you’re miles away.
  • Preventive Maintenance: For operators who maintain their own assets (fridges, freezers, fryers) it’s imperative that you keep a detailed record of the work you did and when. Even if you outsource this, it’s a great way of keeping tabs on your contractors.
  • Inspections: When you break it down, just about every inspection is a checklist in some form or another, right? Digital food safety compliance checklists for things like HACCP and GFSI are completed from your phone or tablet and recorded forever on the cloud - next time you need to get recertified it’s easy to jump right into things with Xenia.
  • Corrective Actions: Even though we like to think we’ve got everything under control, accidents are bound to happen. Whether it’s an incident or a temp check that was out of range, corrections need to be made. Xenia’s powerful corrective and preventive action (CAPA) workflows allow you to track these tasks and ensure proper and timely follow up happens.
  • Reporting: Take all of the valuable information you’ve collected while performing your checklists and analyze the results. With configurable dashboards out of the box, and the ability to order customized reports made by their data science team, there’s no insight you can’t find using Xenia.


  • Free Forever: Free for up to 5 users with access to task & work orders, parent assets, internal chats, template builder etc.
  • Starter: $99 / month for 15 users and comes with a work calendar view, work and template reports, sub assets and sub-locations.
  • Premium: $199 / month for 15 users and offers limitless access to all the core features.
  • Multi Location Packages: Got a thirving business over a multi location setup? Feel free to contact our sales team for more details.
  • Custom: Need something tailored to your organization?

Book a Demo Today!

Rated 4.9/5 stars on Capterra
Free Version:
Supported Platforms:
Available for up to 5 users
Starter for $99/month for the first 20 users (with free trial period)
Available on iOS, Android and Web
Free Version:
Available for up to 5 users
Premium for $99/month for the first 20 users (with free trial period)
Supported Platforms:
Available on iOS, Android and Web
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2. FusionPrep

Centralize all your recipes and related documentation with FusionPrep, an all-inclusive software designed specifically for the kitchen. 

With checklists for managing inventories and recipes, it focuses on back-of-the-house operations. With this basic yet nifty software, users can keep track of temperature records, line inspections, and other fundamental food safety checklists and compliance schedules. 

Features such as staff screening and the option to save training materials are also available. FusionPrep sends all its data to an insights dashboard, allowing users to see how well their restaurants are performing.

Key Features

  • Detailed Checklists: Get through your checklists more quickly with alerts viewable in real-time via FusionPrep’s web-based control panel.
  • Temperature Logs: Wireless thermometers from Cooper Atkins/Emerson and ThermoWorks make it easy to record temperatures.
  • Scheduling: Make sure your whole brand is compliant by creating everyday processes.


  • Contact vendor for price

3. Connecteam

Next up, we've got powerful software at a price that won't break the bank! Connecteam provides a comprehensive app for managing your business.

Regardless of the size of your restaurant, this tool can help you automate your manual operations and optimize your workflow.

With Connecteam's digital forms and checklists, you can always stay on top of everything that goes on in your restaurant. Easy digitization of all critical tasks and the ability to attach shift-specific checklists to allocated staff from the employment schedule make this tool invaluable.

Employees will never overlook a step when it comes to cleaning kitchen equipment, being mindful of their side jobs, and being aware of opening and closing protocols.

Key Features

  • Digital Forms: You can quickly and simply standardize your methods for creating inventory and food safety forms using their digital forms software. 
  • Tailor-made Templates: Digitize pre-inspection, safety, and inventory checklists simply and with little pre-configuration.
  • Ensure Compliance: Restaurants can create their own unique work lists by uploading staff documentation about health and safety standards.


  • Operations Expert: $119/month for the first 30 users, $3.6/month for each additional user
  • Operations Advanced: $59/month for the first 30 users, $1.8/month for each additional user
  • Operations Basic: $35/month for the first 30 users, $0.6/month for each additional user
  • Small Business Plan: $0

4. MeazureUp

Now, you can effortlessly manage tasks and monitor operational performance across multiple locations with MeazureUp's restaurant checklist app.

They offer ready-made templates for essential forms, such as kitchen cleaning checklists, to streamline your processes.

For real-time data on restaurant performance, users can access the app from any device. Additionally, MeazureUp's calendar features enable users to track task completion over time. Automatic email notifications are sent for upcoming or overdue tasks.

Key Features

  • Daily Checklists: Record daily checklists and temperature logs at each location. 
  • Temperature Monitoring: Accurate temperature readings from bluetooth thermometers can help site inspections and daily checklists to complete your food health and safety stack.
  • Label Printing: Add food labels to your stack of health and safety measures, which already includes site inspections and daily checklists.


  • Contact vendor for price

5. Trail App

Streamline your team's daily operations with Trail, a straightforward digital checklist software. Supervisors keep an eye on completed tasks to ensure nothing is overlooked.

Efficiently monitor and allocate work to staff members to create an effective team.

With the addition of performance assessments and logs, Trail expands its capabilities beyond standard checklist software. Plus, to ensure your food inspections meet industry standards, Trail utilizes the HACCP system.

Key Features

  • Create Actionable Tasks: With the help of files, checklists, and forms, you can transform all that paper and email into tasks.
  • Schedule at the Right Time: Whether it's once a day, every two weeks, or once every six months, be consistent in your scheduling.
  • Assign to the Right Teams: Recreate your organisational hierarchy, from regions to sites to departments and users.


  • Contact vendor for price

6. FoodReady

Digitalize and automate your quality and operational monitoring requirements with FoodReady's pre-built checklist templates.

You can automate and digitize your quality and operational monitoring requirements on a daily, weekly, or monthly basis using FoodReady's dynamic "drag-drop" checklist builder. It makes it simple for businesses to replace their labor-intensive spreadsheets.

Key Features

  • Checklists: An intuitive, user-friendly checklist maker that comes with a library of pre-made themes.
  • Logic Builder: With the help of a conditional logic guidance builder, operators can reliably handle checklist deviations and execute the necessary remedial steps.
  • Real-time Data: Managers can access real-time data remotely and get notifications when there are any deviations, enabling them to respond quickly when necessary.


  • Contact vendor for price

7. Hubl

The Hubl app serves as a tool for creating and managing checklists tailored for the hospitality industry.

With its capability to monitor recorded food temperatures, the app ensures compliance with food safety regulations. Additionally, it offers calendar features to keep track of each team member's responsibilities.

Checklists within the app cover various tasks including cleaning, temperature tracking, and other chores. Users have the option to use either the Hubl food safety app or a paper-based journal as a digital alternative for their checklists.

Key Features

  • Checklists: To make sure that all safety and compliance requirements are satisfied, you can access basic operating checklists that include things like temperature checks and alarms.
  • Dashboard: Managers can see the big picture of operational operations and progress thanks to a unified dashboard that keeps track of tasks.
  • Calendar: You can easily keep track of and analyze previous activities and improvements by seeing historic checks and corrective actions using the integrated calendar function.


  • Tall: £17 per month (£187 annually upfront)
  • Grande: £30 per month (£330 annually upfront)
  • Venti Plus: Starting from £65 per month (£715 annually upfront)

8. OpsAnalitica

OpsAnalitica offers a mobile app and web-based auditing software specifically designed for restaurants. It helps with managing operations, food safety, and compliance with configurable checklists, automatic alerts, real-time data collecting, and analytics.

Gain access to up-to-the-minute operational data to better understand where things are going, provide guidance and support to team members, and boost productivity, satisfaction, and sales.

Key Features

  • Food Safety Recalls: use the OpsAnalitica restaurant checklist app to get the latest information on food safety recalls from the field.
  • Continuous Training Reinforcement: In order to get the most out of your training budget, it's important to teach your staff and make sure they understand how to progress in their careers.
  • Crowdsource Solutions: Start a channel of direct connection with your frontline workers so you can get ideas for issues solved from those who see them every day.


  • Contact vendor for price

9. Axonator

Last one on our best restaurant checklist app list, we've got Axonator.

Feel free to utilize the platform to effectively monitor all activities within your restaurant and efficiently manage them.

By automating processes and developing a variety of business process applications, restaurants can enhance productivity and make data-driven decisions with the assistance of business insights and reports.

Key Features

  • Inspection Checklists & Forms: Use highly customizable, easy-to-use forms for better data collection and inspections.
  • Mobile Workflows: Timely task assignment, communication, and SLA compliance—all automatically executed.
  • Instant Reports: Get rich media reports out to stakeholders, managers, and consumers automatically.


  • Contact vendor for price

What is a Restaurant Checklist App?

best restaurant checklist online tool

The heart of a restaurant checklist app lies in its simplicity. It's a digital tool that condenses your array of daily restaurant tasks into manageable, efficient, and trackable checklists. The concept isn’t new. 

For years, restaurants have used physical checklists to keep track of tasks. 

But the restaurant checklist app takes this concept into the digital realm

It replaces piles of paperwork with a sleek, efficient app that can be accessed via smartphone, tablet, or computer. 

With a few taps or clicks, you can create and customize checklists for a variety of procedures, from the opening and closing of the restaurant, health and safety inspections, to inventory checks and quality assurance assessments.

restaurant checklist program benefits

Benefits of Using a Restaurant Checklist App

The significance of a restaurant checklist app cannot be understated. 

The advantages it brings to the table extend well beyond the digital convenience it offers. 

Its influence seeps into every corner of restaurant operations, elevating them to new heights of efficiency and effectiveness.

Streamlined Operations

The beauty of restaurant checklist apps lies in their ability to organize and streamline operations. 

They present an overview of every task that needs to be done, ensuring that no step is overlooked. 

Improved Accountability

A checklist app offers more than a list of tasks. 

It provides a comprehensive record of who did what, and when. 

This creates a system of accountability among staff members, encouraging them to take ownership of their tasks.

Enhanced Compliance

Health and safety regulations form the backbone of any reputable food establishment. 

A checklist app can incorporate these requirements into daily operations, ensuring that your restaurant maintains high standards and stays in line with local and national guidelines.

Real-time Updates

Paper checklists can only be updated manually and checked intermittently. 

However, a checklist app provides real-time updates and alerts about task completion, allowing managers to monitor progress and make necessary adjustments instantly.

issues with modern day restaurant checklist tools

Challenges of Using a Restaurant Checklist App and How to Overcome Them

While the advantages of a restaurant checklist app are immense, there are potential hurdles that managers may face when integrating it into their operations. 

Technology Adaptation

The shift from paper-based checklists to a digital platform could seem overwhelming. 

However, with comprehensive training and ongoing support, your team can make a smooth technology adaptation transition. 

Start by introducing the app's basic functions before moving on to more advanced features. Encourage feedback and be patient as staff members adapt at their own pace.

Data Security Concerns

This concern is legitimate, as restaurants collect and store sensitive information like employee records and customer data. 

To mitigate this risk, it's crucial to choose a checklist app that emphasizes data security. 

Look for features like encryption, two-factor authentication, and adherence to data protection regulations to ensure your data remains secure.

Internet Connectivity Issues

A checklist app relies on internet connectivity to function optimally. 

In areas with unreliable connections, this could pose a problem. However, some apps are designed to work offline, storing data locally and syncing when a connection is restored. 


Each restaurant or cafe has its unique needs and workflows. 

A one-size-fits-all app might not offer the flexibility you need. 

Thus, opt for an app that offers customizable checklists, enabling you to tailor tasks to suit your specific requirements.

Choosing the Right Restaurant Checklist App

The selection of the right restaurant checklist app can significantly influence the efficiency and success of your restaurant operations. 

With a multitude of options available in the market, making the right choice can be challenging. 

Here are six key factors to consider when selecting the ideal restaurant checklist app for your establishment:


The ideal checklist app should have a simple and intuitive user interface. 

The easier it is for your staff to navigate and use the app, the more likely they are to adopt it quickly and use it effectively.


Every restaurant has unique needs and workflows. 

Look for a restaurant checklist program that allows you to create and customize your checklists to match your specific requirements, rather than being confined to a rigid, one-size-fits-all format.

Real-Time Updates and Notifications

A valuable feature of any checklist app is the ability to provide real-time updates and notifications.

Integration Capabilities

Your chosen app should be capable of seamlessly integrating with other software systems that you are already using in your restaurant, such as POS systems, inventory management software, and scheduling tools. 

This integration can provide a more streamlined, efficient workflow and prevent the disjointedness that can arise from using disparate systems.

Data Security

As with any digital tool, data security is crucial. 

Ensure the app follows stringent security standards and uses advanced measures like encryption, two-factor authentication, and compliance with data protection regulations to keep your sensitive information secure.

Reliable Support

Lastly, make sure that the app provider offers reliable and responsive customer support. When problems arise, you need to be able to count on timely assistance to resolve the issue and minimize disruption to your operations.

xenia for restaurant facility management

Introducing Xenia: The Ultimate All-In-One Restaurant Checklist App

In an industry where each day is marked by a whirlwind of tasks and responsibilities, Xenia emerges as a beacon of efficiency. 

It stands as an all-encompassing restaurant checklist app designed to save you time, money, and indeed, your sanity.

Think of this tool as your digital operations manager, a central hub that governs everything from inventory management to health and safety inspections, and staff scheduling to quality assurance. 

It offers a comprehensive, bird's-eye view of all your restaurant operations, keeping track of tasks and ensuring they are performed timely and efficiently.

Here's a snapshot of this software brings to the table:

Customizable Checklists

With Xenia, you have the power to create tailored checklists that align seamlessly with your daily operations. 

Whether you're managing kitchen prep tasks, staff shift schedules, or daily cleaning routines, 

Real-Time Updates

Xenia keeps you connected to your operations round-the-clock, providing real-time updates on task completion. 

It enables you to keep your finger on the pulse of your restaurant, making adjustments on the fly to keep everything running smoothly.

Enhanced Accountability

By keeping track of who did what and when, Xenia fosters a culture of accountability, enhancing productivity and teamwork.

Efficient Compliance Management

Xenia integrates health and safety regulations into your daily checklists, helping you maintain high standards and compliance with local and national guidelines.

Data Security

Understanding the critical importance of data security, our tool employs robust security measures to protect your sensitive information. 

The program ensures your data is secure with features like encryption, two-factor authentication, and adherence to data protection regulations.

Offline Functionality

Through a proactive consolidation of your daily operations into one efficient platform, our tool takes the stress out of restaurant management. 

It empowers you to streamline your operations, improve accountability, enhance compliance, and get real-time updates, all with a few taps on your screen.

But as we've discussed, the road to digitalization isn't always straightforward. It's crucial to anticipate potential challenges and devise strategies to address them. 

With careful planning and execution, you can successfully integrate a restaurant checklist app into your operations, reaping the benefits of streamlined workflows, improved accountability, enhanced compliance, and real-time updates.

Discover how this all-in-one solution can revolutionize your daily operations, optimize your workflow, and help your restaurant thrive in the dynamic world of hospitality. 

FAQs - Frequently Asked Questions About Digital Restaurant Checklists & Related Topics

1. Are Xenia's checklists only applicable to restaurant and such other industries?

Good question.

Xenia is an all-inclusive solution that caters to multiple industries - and that's respective of their individual requirements.

So, if you were looking for a robust "hospitality checklist app," as a budding hotel business owner, or a manager, you can find a multitude of features in Xenia that are attributed to your platform's requirements.

Same goes for housekeeping checklists, preventive maintenance, overall operational efficiency checklists; anything that you can think of.

The platform has a contantly ever-growing repository of checklists, templates and forms concerning industries from hotel/ hospitality sector, restaurants, food and beverage, facilities - so on and so forth.

2. What is the most critical, or most important part of a restaurant checklist?

To be fair, that depends on your business requirements.

For example, maybe your restaurant is not doing too well on the BOH restaurant operations side, while the front ended customer related activities are near perfect.

That'd mean that your customer are having a delightful experience, but you are struggling to monitor and improve your daily restaurant operations.

In that sense, activities related to back of the house processes, such as opening and closing restaurant checklist based procedures, staff training and accountability, sanitation tasks, food preparation and food storage processes etc. become the most desired part of your restaurant checklist.

Take it up by a few notches in the context of multi-unit business, and you're looking at a tedious amount of such activities that need to be handled through a centralized digital restaurant software.

That's where Xenia comes in, as it's how the program's been created with business requirements in mind, and their associated issues.

3. What is the best way of choosing the right digital restaurant checklist software?

There's no hard and fast rule to determine that so and so features make up for a perfect restaurant checklist tool online.

So, if something falls along the lines of ease of use, customization, reporting, cost management - these may not be the primary features that will make a positive impact on your restaurant business.

We advise going on a trialing spree, by signing up for a free account on different restaurant task management software websites, and see how things pan out.

Alternatively, if you are WELL AWARE of your exact business requirements, then you can match up those business needs against the software features that you're considering signing up for.

And yes, don't forget to read existing customer reviews. They are very important in determining whether the juice is eventually worth the squeeze!

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