Quick Service Restaurants (QSR) are at the heart of the franchising world, but only 10% of new restaurants open on time. That’s why increasing the speed and efficiency of store openings is critical for both franchisees and franchisors.
Quick Service Restaurants (QSRs) are at the heart of the franchising world, with over 80% of fast-food locations operated by franchisees using a franchisor’s brand and systems. This franchise model enables rapid expansion while maintaining brand consistency, with the franchisor providing the playbook and support, and the franchisee investing in and managing operations locally.
But turning a signed franchise agreement into a fully operational restaurant is no small feat. Delays in site selection, permitting, construction, and training can cost thousands in lost revenue. In fact, only 10% of new restaurants open on time. That’s why increasing the speed and efficiency of store openings is critical for both franchisees and franchisors.
This blog outlines the major stages of opening a new QSR franchise and how the franchisor and franchisee partnership needs to operate to get new locations up and running on time and on budget. Specifically, I’ll drill down into how people, process, systems and technology all play a role in accelerating delivery, reducing costs, and driving time-to-value.
Franchising in QSR is all about a structured partnership. The franchisor sells a complete business model – from recipes to branding – and in return the franchisee pays fees and royalties and agrees to follow the system. This division of roles makes expansion faster and less risky for the franchisor (since franchisees invest their own capital), while giving franchisees a head start with a proven brand.
The franchisor’s role in a new store project is to provide guidance and requirements at every step: they typically help with financing, site criteria, store design, and vendor relationships, and offer extensive training and support. In fact, franchise agreements usually come with an operations manual and an initial training program covering “everything you need to know to operate the business,” from product prep to marketing and accounting.
Many franchisors require new owners to attend a training at headquarters for a few weeks, then send corporate trainers on-site to assist in the run-up to opening and the grand opening period. This ensures brand consistency and quality from day one.
Meanwhile, the franchisee’s role is to execute locally: they secure the location (with franchisor approval), invest in construction, obtain permits, hire the team, and ultimately run the restaurant. It’s often said that franchisees are in business for themselves, but not by themselves – while they must lead the project on the ground, they aren’t doing it alone. Franchisor real estate teams, construction/project managers, and field support staff collaborate closely with franchisees to hit targets and navigate hurdles.
The alignment between franchisor and franchisee is critical; frequent communication and clear milestones keep the project on track and ensure the new store meets the brand’s standards. This collaborative approach pays off by paving the way for a successful launch and ongoing operations.
Opening a new QSR location follows a structured but complex path. Here’s a simplified version of that journey:
Choosing the right location is paramount. Franchisees work with franchisor real estate teams or brokers to find a site that meets brand criteria and has strong potential – think high visibility, ample traffic, target demographics, and easy accessibility. Many franchisors have strict guidelines (for example, McDonald’s might require a certain lot size or drive-thru configuration) and territory rules to prevent overlap. Due diligence at this stage includes checking zoning and local regulations early on. “When selecting a site, you must investigate local zoning regulations and verify the spot complies” – some areas limit restaurant drive-thrus or signage, for instance.
A thorough planning phase with both franchisee and franchisor sets the project up for success. As one construction firm notes, “whether a build-out or remodel, thorough planning and scheduling will help minimize project delays”, and a good upfront plan will “set expectations, ensure brand consistency, and help avoid costly issues”. This planning also covers how the store will operate: franchisee and franchisor align on design details, layout, equipment, and even strategies to minimize downtime if it’s a remodel of an open restaurant.
Once a site is secured (often via lease or purchase), the next step is transforming it into the franchised restaurant. Depending on the situation, this could mean constructing a new building from the ground up or renovating an existing structure. New builds offer a blank canvas but must adhere to both franchisor prototype designs and local building codes. Renovations (say, converting a closed restaurant or retail space) may be faster and cheaper, but often require demolition, retrofitting to brand standards, and resolving legacy issues (like outdated wiring or plumbing).
In either case, design and engineering professionals translate the franchisor’s specifications into detailed plans. Many franchisors provide prototypical architectural plans and a list of approved materials and equipment – ensuring the new location has the signature look and functional layout of the brand. The franchisee assembles a project team, often including a general contractor (GC) with experience in restaurant or franchise construction.
Franchisors commonly recommend GCs or even require using certain vendors who “have individual market knowledge” – an invaluable asset in navigating local nuances. Working with contractors and vendors involves obtaining bids, setting a budget, and scheduling the build-out. It’s critical to factor in lead times for kitchen equipment, furniture, and signage, which should be ordered well in advance. Franchise projects often run on tight timelines, so keeping construction on schedule and on budget requires active project management: regular site meetings, progress tracking, and quick issue resolution. If plans change or delays loom, all parties (contractor, franchisee, franchisor) need to adapt swiftly.
After all, QSR construction adds the variable of speed – owners are eager to “open their doors and turn their investment as soon as possible”.
In parallel with construction planning, franchisees must navigate the maze of municipal permits and regulations. Construction and permitting typically run on “concurrent timelines” – you can’t break ground or install a sign until permits are in hand. This means engaging early with city or county planning departments, health departments, and other agencies.
Key permits include building permits (for structural, electrical, plumbing work), health permits (for the kitchen/food service, often requiring specific layouts and equipment standards), signage permits, and occupancy permits. “Before breaking ground, you must obtain all necessary permits and approvals from local authorities – construction, signage, health and safety, among others,” notes one franchise industry expert. Ensuring your plans meet building codes, safety regulations, and health codes is essential to avoid last-minute changes. Failure to comply can lead to costly delays, fines, or even a shutdown, directly hitting your bottom line.
Many franchisors and experienced franchisees stress doing homework on local rules: some municipalities have unique requirements or a slower approval process. For example, certain towns might have limited board meeting schedules or stricter environmental regulations that “continue to take longer and cost more these days”. Engaging a local attorney or permit expediter who “knows the boards and commissions” can help predict and overcome potential hurdles. In short, the permitting stage is about compliance and patience: submit accurate plans, maintain good relationships with inspectors, and build buffer time into your schedule for inspections and unexpected red tape.
It’s not glamorous, but it’s a critical path item – you can’t open the doors until the health inspector signs off the kitchen and the building inspector issues a certificate of occupancy.
While the site is being built and inspected, the franchisee must assemble the restaurant’s team. Hiring a competent general manager early is a smart move – this person can help recruit and train staff and will often liaise with the franchisor’s operations team. Many franchisors offer HR support, such as guidelines for the number and roles of staff needed, and even assistance with recruitment campaigns. By a few weeks before opening, the franchisee should hire a full crew (shift managers, cashiers, cooks, etc.) and begin training them.
Training is typically a mix of classroom and hands-on instruction. Franchisors usually provide a detailed operations manual – “a critical tool for development and operations” that lays out standard procedures and expectations. Initial training often takes place at an existing store or the franchisor’s training center, where the new franchisee and key staff learn the ropes in a real environment. As opening approaches, franchisors commonly send training managers to the new location for on-site training of the entire crew.
Topics cover everything from food preparation to customer service to using the point-of-sale (POS) system. A well-trained team is essential for a smooth launch, so franchisees are encouraged to start training well before the opening date. This phase also includes setting up all operational systems: installing POS and payment systems, integrating with any loyalty or online ordering platforms, and testing kitchen equipment. Many modern QSRs are tech-heavy (digital menu boards, self-order kiosks, delivery app integration), so training must extend to these tools to ensure staff can deliver quick, quality service using the latest technology.
In the final weeks, attention turns to drumming up local excitement and final checks. Marketing plans are executed – often a mix of franchisor-led campaigns (perhaps a grand opening ad blitz or promotional pricing) and local initiatives like flyers, social media, or community events. Some franchisors provide a “grand opening kit” with banners, coupons, and a playbook for opening events. It’s in both parties’ interest to have a strong launch: a big opening day crowd not only kicks off revenue, but also signals to the community that this new restaurant is ready to serve.
Just before opening, the franchisee and franchisor will do a final walk-through and compliance check. This is the moment to ensure every detail meets brand standards – from the color of the walls to the temperature of the fryers – and that all permits are signed off. Any last-minute issues must be resolved (e.g. a piece of equipment not working, or an inspector requesting an extra hand wash sink). With everything and everyone ready, the restaurant opens its doors to the public.
But the process doesn’t end there – ongoing support and optimization continue post-opening. Franchisors often have support staff stay through the first days of operations to help troubleshoot and support the new franchisee. After the grand opening, the franchisee enters normal operations but stays in close contact with franchisor field consultants and support resources for any help needed. The goal from day one is to deliver world-class service that keeps customers coming back, which in turn validates the franchisor’s brand reputation and the franchisee’s investment.
Project management solutions – like TaskRay – are built to manage repeatable, complex projects—exactly the type of work QSR franchise development demands. Here’s a detailed list of the types of project management workflows and functionality you’ll need to keep franchise expansion projects aligned and on track:
Project Templates:
Franchisors can build standardized project templates in TaskRay, outlining every task from site selection to launch. These templates can be cloned and customized for each location, ensuring consistency and reducing setup time. This kicks off projects 2-3x faster.
Real-Time Collaboration:
TaskRay offers collaborative access for customers to view Kanban boards, Gantt charts, Calendar milestones, and real-time task tracking so all stakeholders—from corporate teams to contractors—stay aligned. Everyone sees the same data, reducing miscommunication and last-minute surprises ensuring milestones are delivered on time and on budget.
Automation & Alerts:
Routine tasks like status updates, deadline reminders, and task dependencies can be automated. TaskRay’s automation and AI features help teams work 3–5x faster and handle more projects with fewer resources. Tools like Agentforce AI in Salesforce are gaining traction and are managing mundane and repetitive tasks at scale. No human interaction necessary.
Seamless Integration:
As a Salesforce-native app, TaskRay ties directly into CRM workflows. When a deal moves to “approved franchisee,” a launch project can auto-trigger—connecting tasks with customer records, contracts, and more. Less technology to manage and all the project data lives in one centralized place.
Measurable Improvements:
Franchisors can analyze project performance across locations, identify delays, and continuously improve rollout timelines. TaskRay becomes a single source of truth for franchise development velocity.
Every day a store remains unopened costs money. Franchisees face rent and loan payments while incurring labor and vendor costs. Franchisors miss out on royalties and delay brand growth. Worse yet, customer loyalty may shift to competitors who open first. Accelerating the launch process—without sacrificing compliance or quality—allows both parties to recognize revenue faster and begin building long-term value. That’s where TaskRay comes in.
Launching a QSR franchise is a high-stakes, multi-phase process. Delays are expensive, but avoidable with the right systems in place. With standardized templates, real-time collaboration, and smart automation, TaskRay helps QSR brands accelerate store openings while maintaining control and quality.
Franchisees benefit from faster ROI. Franchisors increase revenue and consistency. And customers get to enjoy great service sooner.
To learn how TaskRay can streamline your next location launch, watch a demo.
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