Price changes: Handing updates over and checking every channel
Carry approved prices into QR menus, printed materials and staff information with clear timing, assigned responsibilities and checks across active channels.
Calculating new prices and making sure they appear correctly at every guest touchpoint are separate tasks. A manager may have approved the list, while an old table card, a pinned social image or a note used by service staff remains unchanged. This guide explains how to hand an approved price update reliably between teams and channels, rather than how to set the prices.
Contents
Make the change list clear and easy to compare
Include the full product name, current price, new price and implementation time. Keep different sizes or portions on separate lines. Prefer the menu's product name to shorthand such as large coffee that may mean different things to different employees. Once the pricing decision is final, give everyone making changes the same version of the list and prevent multiple files from circulating.
For example, if prices for twelve drinks are changing, provide the final amounts rather than only a percentage increase. This prevents rounding or interpretations of variants from differing between people. If a later correction arrives, identify the revised lines instead of silently overwriting the entire list. The record helps distinguish an implementation error from a changed decision.
Find every touchpoint where a price appears
Alongside the QR menu, prices may appear on printed inserts, an outdoor board, table promotion cards and images published by the business. If you use ordering or till systems, plan their updates separately within their own processes. Publishing an Orvunai menu does not mean prices automatically change in other systems. Do not assume synchronization before verifying that each connection actually exists.
Listing the channels once makes subsequent changes easier. Some older social posts may no longer be used as current offers, but review images that are still featured or actively linked. Your business should decide which materials need changing. This work is an operational plan for internal consistency, not an assessment of legal obligations for displaying prices.
| Touchpoint | Person making the update | Evidence for the check |
|---|---|---|
| Digital menu | Menu owner | Comparison of the published product |
| Printed material | Dining-room supervisor | Review of cards currently in use |
| Active promotional image | Content owner | Check of the current post or image |
Clarify the transition time between shifts
Announce in advance which service will start using the new prices. If preparation happens at closing and verification at opening, make the owners of those two tasks clear. A verbal update given to one person can leave gaps for employees who are off or whose shifts have changed. Keep a short note accessible to the team with the time, scope and contact for questions.
Clearly distinguish working copies during the transition so old and new lists are not used together. Use the approved new list as the reference; the previous list can be retained for comparison. Tell the service team which product groups have changed. When someone asks about a price difference, make sure staff use a brief, consistent explanation defined by the business rather than guessing.
Verify published values line by line
Where possible, have someone other than the person who made the change check it afterward. Compare every new amount with the approved list; noticing that the menu generally looks updated is not enough. Read the context of the price too, including size, portion and currency. If the correct amount appears against the wrong variant, matching the total number of edits will not catch the error.
At the end, record completed channels and unresolved discrepancies. If the printed board has not changed yet, give it an owner and a resolution time. Updating the digital menu does not finish the entire task. For the next price change, reuse the same inventory and add only new touchpoints. This makes handovers more predictable and post-publication reviews more concrete.
Explore the relevant Orvunai product guide to put these steps into practice with your own menu.
Explore QR code menus for restaurants and cafés