Restaurant Playbook: Menu PDFs, QR Codes, and Fast Updates
A simple, repeatable workflow to create small, sharp menu PDFs, generate scannable QR codes, and push updates in minutes—using free, no‑login tools.
Why this playbook works
- Consistent look: PDFs lock layout and typography across phones, tablets, and printers. See Adobe on PDF consistency.
- Fast updates: Replace one file at the same link; the QR stays valid—no reprinting. Learn about Google Drive file replacement.
- Mobile‑first: Guests scan and load menus quickly, even on spotty Wi‑Fi or cellular data.
Core workflow
- Draft: Create a clean menu with sections (Starters, Mains, Desserts, Beverages).
- Export: Save to PDF with 2–3 simple, consistent fonts. Try our Text to PDF tool.
- Compress: Target 300–800 KB so it opens fast on mobile. Use our PDF Compressor.
- Link: Host the PDF at a stable URL and generate a QR code for that link. Generate it via QR Code Generator.
- Print: Place the QR on table tents, door decals, posters, and receipts; add a short URL backup.
Tools to use
Text to PDF
Quick, clean exports for simple menus.
PDF/Image Compressor
Keep files under 1 MB without losing clarity.
QR Code Generator
Scan‑friendly codes pointing to your menu link.
Word Counter
Tighten dish descriptions for smaller layouts.
Menu design tips
- Readability first: high contrast, 12–14 pt body, clear section headers. See W3C design tips.
- Price alignment: right‑align prices or use dot leaders for fast scanning.
- Use images sparingly and keep them compressed to avoid bloat.
QR code best practices
- Size: at least 2.5–3 cm on table tents; bigger for posters and windows.
- Contrast: dark code on light, matte stock with a clear quiet zone.
- Testing: scan at arm’s length; for posters, test from 1–2 meters. Reference: ISO QR Code standard.
Updating specials in minutes
- Keep a master file with a Specials section or layer.
- Edit items and prices, export a fresh PDF, and overwrite the hosted file at the same URL.
- The QR never changes—guests always see the latest menu.
Multi‑channel distribution
- Website: Host the PDF and offer an HTML page for accessibility and SEO. Learn Google structured data basics.
- Social: Share a short link and QR in stories before lunch/dinner rush.
- Delivery apps: Reuse the same item names and pricing.
- Email/SMS: Send a link or compressed PDF for quick mobile opens.
Accessibility and clarity
- Maintain high contrast and set the document language when exporting.
- Use clear headers and logical order; add alt text if using images on web pages.
- Mark allergens and dietary options with consistent labels or icons. Refer to UK FSA allergen guidance.
Common pitfalls to avoid
- Heavy PDFs that stall on mobile data.
- Glossy or low‑contrast QR codes that don’t scan reliably.
- Inconsistent dish names across print, web, and delivery platforms.
- Overly long descriptions that clutter small screens.
Example implementation checklist
- Draft menu and proofread names, prices, and allergens.
- Export to PDF and compress to 300–800 KB (under 1 MB).
- Host at a stable path (e.g.,
/menus/main-menu.pdf). - Generate a QR pointing to that exact URL.
- Print table tents and door stickers with the QR and a short fallback URL.
- Schedule weekly/seasonal refreshes; overwrite the hosted PDF so the QR always works.
Optional enhancements
- For time‑limited deals, create a distinct Lunch Specials PDF with its own QR.
- Create a menu landing page with both a printable PDF and HTML.
- Use a branded short link on posters for guests who prefer typing.