7 best CRMs for restaurant businesses in 2025

Managing a restaurant is tough work. Between juggling tables, staff, and endless orders, keeping track of customer relationships can feel impossible. That's where restaurant CRM software becomes your secret weapon.

According to the Pareto Principle, 80% of restaurant sales come from just 20% of repeat customers. So, you'll need a good CRM that helps you turn first-time visitors into loyal regulars by tracking preferences, automating marketing, and creating personalized dining experiences.

Let's look at the best restaurant CRM solutions available in 2025. We‘ll compare features, pricing, and show you how each system can help your restaurant grow. Plus, you’ll discover how Italian food brand Galbani Professionale sold over 20 tons of products by implementing HubSpot's CRM. 

Table of Contents

What is a CRM for restaurants? Best CRM Software for Restaurant Businesses Benefits of CRM Software for Restaurants 6 Important Features for a Restaurant CRM How to Choose a CRM for Restaurants (Step-by-Step) Frequently Asked Questions Meet HubSpot, the Top CRM Choice for Restaurant Companies

What is a CRM for restaurants?

A restaurant CRM is specialized software that helps you manage customer relationships and dining experiences. It collects guest data like contact details, order history, and preferences to create personalized service.

For example, HubSpot CRM unifies guest data and enables personalized dining experiences across sales, marketing, and service teams.

Best CRMs for Restaurants at a Glance

Best CRM Software for Restaurant Businesses

Finding the right CRM can transform how you connect with customers and grow your business. Here are our top solutions for restaurants in 2025:

1. HubSpot

Best For: HubSpot works best for growing restaurants that need marketing automation and customer relationship tools

HubSpot's Smart CRM offers enterprise CRM functionality to help you unify your data, teams, and tech stacks on one platform. What makes HubSpot perfect for restaurants is its combination of powerful CRM features with marketing automation, all starting completely free.

Businesses like Amadori, a leading company in the food sector, have turned their websites into central hubs for all customer interactions and leverage a service management system that boosts customer experience by using HubSpot's CRM.

Key HubSpot Features:

HubSpot's contact management offers storage for unlimited customer profiles with dining preferences, order history, and special dates like birthdays and anniversaries HubSpot's email marketing tools send targeted campaigns based on customer behavior, with up to 2,000 free emails monthly HubSpot's automation workflows follow up with guests, send birthday offers, and nurture customer relationships without manual work

HubSpot Pricing:

Free: Unlimited contacts, basic CRM, limited forms, and email marketing (up to 2,000 emails/month) Starter: $15/month per user - Remove branding, advanced features Professional: Starts at $890/month - Marketing automation, custom reporting Enterprise: $3,600/month - Advanced AI, customer journey analytics

2. SevenRooms

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Best For: Upscale restaurants focused on premium guest experiences

This popular reservation and CRM solution is designed to give operators and their teams insight into the guest journey. The platform is known for creating detailed guest profiles and personalized experiences.

Key Features:

Actionable Guest Profiles – Track detailed preferences, spending patterns, and visit history across a wide range of touchpoints Marketing Automation – Automated email campaigns with advanced segmentation and personalization Multi-location Management – Centralized guest data across multiple restaurant locations

Pricing: Contact the CRM for a quote, but a free trial is available.

3. OpenTable

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Best For: Restaurants prioritizing reservation management and diner discovery

This CRM's main offering is its reservation system that includes a comprehensive diner network designed to help fill seats. With its large consumer base, OpenTable is known for boosting discoverabiltiy.  

Key Features:

Diner Network – Access to a vast array of diners actively searching for restaurants Guest Profiles – Collect preferences, spending data, and visit frequency Email Marketing – Send targeted campaigns before and after dining experiences

Pricing: 3 tiers—Basic starting at $149 a month, Core at $299/month, and Pro at $499 per month

4. Toast

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Best For: Restaurants wanting integrated Point Of Sale (POS) and CRM functionality

The CRM is primarily recognized as a POS system with reservation and table management features. The CRM capabilities are built into their comprehensive restaurant management platform.

Key Features:

Integrated POS Data – Automatically capture order history and preferences from point-of-sale transactions Email Segmentation – Create targeted campaigns based on detailed purchase data Loyalty Programs – Built-in credit card-linked rewards system

Pricing: Free Starter Kit (great for single-location restaurants); Point of Sale plan starts at $69/month; Custom pricing for Build Your Own plan.

5. Resy

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Best For: Fine dining restaurants seeking premium reservation experiences

As a reservation platform with an impressive consumer diner network, it's designed for upscale establishments that want to maintain their brand while attracting quality diners.

Key Features:

Premium Diner Network – Attracts higher-spending diners in major metropolitan areas Guest Information Collection – Captures contact details, special occasions, and dietary restrictions Survey Integration – Automated post-dining feedback collection

Pricing: Pricing typically starts at $249/month, which includes core features

6. Tock

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Best For: Restaurants with events, special experiences, or prepaid dining

This CRM is appreciated for it's avility to give users more ownership over guest data, making it great for restaurants that want greater control over customer relationships.

Key Features:

Prepaid Reservations – dvanced payment options Event Management – Cam mange special dinners, wine tastings, and unique experiences Data Ownership – Extensive control over guest information and marketing

Pricing: Basic: $79/month; Essential: $199/month; Premium: $399/month; Premium Unlimited: $769/month

7. EatApp

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Best For: Budget-conscious restaurants needing basic CRM functionality

This cloud-based reservation management system also functions as a CRM and offers white-label solutions that let you maintain your brand identity.

Key Features:

White-Label Solution – Customize the platform with your restaurant's branding Multi-Location Support – Manage several restaurants from one dashboard Basic Automation – Automated SMS and email marketing capabilities

Pricing: Free tier providing up to 30 covers/month. It also has three paid plan options: Starter ($49/month), Essential ($129/month), and Pro ($229/month)

Benefits of CRM Software for Restaurants

Restaurant CRM systems like HubSpot deliver measurable benefits that directly impact your bottom line. Here's how:

Increased Customer Retention: The hospitality industry, which includes restaurants, has a lower average retention rate of about 55%. HubSpot helps you beat this average by tracking customer preferences and automating follow-up communications. 

Higher Revenue Per Customer: Repeat customers spend 67% more than new customers. HubSpot CRM helps identify your best customers and create targeted offers that increase their spending by using features like Custom Properties and Standard Contact Scoring.  

Reduced Marketing Costs: Retaining existing customers is also five times more cost-effective than acquiring new ones. Instead of spending heavily on advertising, you can focus on nurturing existing relationships with HubSpot Breeze AI, email marketing tools, or Marketing Hub.

Better Staff Efficiency: CRMs automate routine tasks like birthday reminders, follow-up emails, and reservation confirmations, freeing your staff to focus on delivering exceptional service. With HubSpot, these tasks are even easier with features like HubSpot's marketing automation tools.

Data-Driven Decisions: With HubSpot's advanced analytics capabilities, you can see which menu items are most popular, when your busiest times are, and which marketing campaigns work best.

6 Important Features for a Restaurant CRM

When choosing a restaurant CRM, focus on features that directly impact your daily operations and customer relationships:

• Guest Profiles and Preferences - Store detailed information about dietary restrictions, favorite dishes, seating preferences, and special occasions like anniversaries. HubSpot's detailed customer profiles are an excellent example of this feature. 

• Reservation Management – Integrated booking system that captures guest data and reduces no-shows through automated confirmations. HubSpot's free scheduling tool makes booking appointments easier by empowering customers to book appointments that align with their busy schedules. 

• Email Marketing and Automation – Send targeted campaigns based on visit frequency, spending patterns, and customer preferences using HubSpot email automation tools. 

• POS Integration – Automatically sync transaction data to build comprehensive guest profiles without manual data entry. HubSpot boasts many native POS integrations. 

• Multi-Location Management – Centralized dashboard for restaurant groups managing multiple locations and shared customer databases. HubSpot's Reporting Dashboard centralizes your data and gathers actionable information on your restaurant's marketing, sales, and customer service performance. 

How to Choose a CRM for Restaurants (Step-by-Step)

Finding the right CRM doesn't have to be overwhelming. Follow these steps to make the best choice for your restaurant:

Step 1: Map Your Workflows. Start by documenting how customers interact with your restaurant. Do they mostly make reservations online? Order takeout? Walk in?

Understanding these touchpoints helps you choose a CRM that captures data from all customer interactions.

Step 2: Identify Must-Have Features. List the features you absolutely need versus nice-to-have options.

For example, a casual dining spot might prioritize email marketing over complex reservation management, while fine-dining restaurants might need advanced guest profiling more than loyalty programs.

Step 3: Compare Ease of Use and Team Fit. Most restaurant operators name staffing and training as top challenges to success. Choose a system that's intuitive enough for your team to learn quickly without extensive training.

Step 4: Check Cost at Scale. Consider both current and future costs. A free system might work now, but will the pricing still make sense when you have 5,000 customers instead of 500? Factor in per-user fees, contact limits, and feature restrictions.

Step 5: Choose a Flexible Platform — Like HubSpot. The best restaurant CRMs grow with your business. HubSpot's Smart CRM offers enterprise CRM functionality to help you unify your data, teams, and tech stacks on one platform. Furthermore, businesses like Amadori consolidated lead generation, email marketing, social media marketing, and CRM tools into a single hub

Frequently Asked Questions

What is the best CRM for restaurants?

HubSpot stands out as the best overall CRM for restaurants because it combines powerful customer management with marketing automation at an excellent price point.

Starting completely free, it grows with your business and offers services from basic contact management to advanced email campaigns and workflow automation.

What features should I look for in a CRM for restaurants?

Focus on guest profile management, POS integration, email marketing capabilities, reservation management, and automated follow-up systems, all of which are features found in HubSpot's tools. 

The most important feature is the ability to track customer preferences and dining history to create personalized experiences that encourage repeat visits.

Is HubSpot good for restaurants?

Yes, HubSpot is excellent for restaurants. Its free CRM tier provides basic marketing tools, while paid plans offer advanced automation perfect for restaurant marketing.

The platform's flexibility lets you start simple and add features as your restaurant grows, making it ideal for businesses of all sizes.

How much does a CRM for restaurants cost?

Restaurant CRM pricing varies widely. HubSpot offers a free option with unlimited contacts, while premium solutions from other CRMs cost thousands of dollars annually.

Most restaurants find good value in the $50-300 monthly range, depending on the features needed and restaurant size.

Meet HubSpot, the Top CRM Choice for Restaurant Companies

HubSpot has become the go-to CRM solution for smart restaurant operators who want to grow their business without breaking the bank. It's no wonder Amadori achieved cost savings by transitioning from multiple disjointed systems to a unified HubSpot solution.

Here's why thousands more restaurants and food-related businesses trust HubSpot:

• Free Forever Plan – Start with unlimited contacts, basic CRM features, and email marketing without any upfront costs or hidden fees

• Marketing Automation Built-In – Automatically send birthday offers, follow up with first-time diners, and nurture customer relationships without manual work

• Scales With Your Success – Begin free and upgrade only when you need advanced features, ensuring you never pay for capabilities you don't use

HubSpot gives you complete ownership of your customer information while providing the tools to act on it effectively. Ready to see how HubSpot can work for your restaurant business? 

Get started with HubSpot today and discover why it's the CRM choice that grows with your success.