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Small Business Guide to POS: Point of Sale Systems and Software

Kayla Harrison
Kayla Harrison

Point of sales systems are the brains of your business, so it’s important to find a reliable option.

Thanks to many technological advancements, point of sale (POS) systems have been changing, ensuring that businesses can go beyond just processing transactions. POS systems have gone from cash boxes to cash registers to iPad minis and into other smart technology. Businesses now have features that are designed to boost sales, improve staff performance and make business owners' lives easier.

To better understand POS systems, use this guide on what to look for and how to find the best option for your business. For a more in-depth look at POS systems, check out our Credit Card Processing Buyer's Guide and our roundup of the Best POS Systems.

Parts of a POS system

In addition to accepting credit cards and cash payments, POS systems offer all-in-one solutions that allow businesses to become more efficient and even run their entire operations from their POS software.

Editor's note: Looking for the right POS system for your business? Fill out the below questionnaire to have our vendor partners contact you about your needs.

Advanced features include customer relationship management (CRM), budgeting, analytics and reporting, inventory management, and marketing tools. The systems can also connect to third-party apps and solutions businesses already use, helping save time and prevent headaches by automatically syncing data in real time as sales occur.

A POS system consists of two main parts: hardware and software. Hardware can be as simple as a tablet (typically an iPad) or a mobile phone paired with a credit card reader, or as complex as a full terminal complete with a monitor, cash drawers, barcode scanners, credit and debit card scanner, keyboard, mouse, and printer. [You can see our recommendations for the best POS system for retailers here.]

For restaurants, hardware packages typically include a touchscreen monitor, terminal, receipt printer, cash drawer and card reader. Like retailers, restaurants also have a mobile POS option –  typical setups consist of an iPad or iPad mini, cash drawers and a kitchen printer. 

While these are common packages, most providers give business owners the flexibility of picking and choosing the hardware they need, which helps keep costs down.

The software is what runs the system. This ranges anywhere from a simple mobile app to cloud- or web-based software to on-premises programs that are installed onto terminal devices themselves. According to Oracle, cloud-based, mobile-enabled restaurant POS platforms provide restaurants with benefits such as faster innovation, lower IT complexity and costs, exceptional guest experiences, and increased security.

Typically, each POS provider offers its own software package. However, the packages all have some of the same features, including compatibility with most accounting software to help with budgeting. In addition, some software packages track inventory, process gift cards, create purchase orders, manage vendors and customers, and track employee performance.

In addition, each specialty package, such as the one for restaurants and bars, offers its own unique features. Examples for a bar may include the ability to track bar tabs, split checks and manage special pricing for certain events, like happy hour.

What to look for in a POS system

There are several choices available for business owners. Among the most important things to look for when choosing a system are

  • Terminal and peripherals: The best POS providers offer mobile and touchscreen systems, barcode printers, customer displays and PIN pads.

  • POS software: Each POS system is only as good as the software that runs it. It is critical that business owners choose a system that offers software with the features they are looking for. This depends on a business's industry and unique needs, and whether the company is choosing a traditional or mobile POS system.

  • Mobile and wireless technology: At the very least, business owners should consider a POS system that offers wireless tableside or inventory tools. The best providers offer software that is compatible with most Apple and Android mobile devices.

  • After-purchase care: Good customer support is a must. A POS system becomes the brains of a business, so when the system has a problem, it can bring the whole operation to a standstill. Finding a POS system provider that offers after-hours telephone support, installation assistance, training and remote support should be a priority for business owners.

The best POS systems

Each business has its own set of needs. With so many different options for POS systems and features, it can often be hard for business owners to figure out which systems are the best for them.

To help owners find the right system, Business News Daily has done extensive research and analysis to compile this list of the best POS systems for small business. Our list includes the best POS system for retailers, restaurants and small businesses overall, as well as the best mobile POS system for the iPad. Additionally, we have included a roundup of dozens of POS system vendors that we considered for our best picks.

Additional reporting by Sara Angeles and Chad Brooks

Image Credit: DERO2084 / Getty Images
Kayla Harrison
Kayla Harrison,
Business News Daily Writer
Kayla Harrison is a current Writing Arts graduate student at Rowan University and editor at The Urban Howl. She began freelancing during her junior year of college and fell in love with it. You can learn more on her blog, insearchofthewritedirection.weebly.com.