Ask what the system does when the internet is down, how your data is backed up, how it records the payments you accept, what it costs to run, and who fixes it when it breaks.
A point-of-sale (POS) system does more than ring up sales. It records what you sell, tracks your stock and shows you how the business is doing. Choosing one is a decision you will live with every day, so ask these questions before you commit.
What will it do for my business?
- Do I need stock tracking, or just a simple till and receipts?
- How many people will use it, and do they each need their own login and permissions?
- What reports do I need: daily sales, best sellers, low stock, profit?
What happens when the internet is down?
Many systems need an internet connection. Ask whether it keeps working offline and catches up later, or stops selling. A shop that cannot ring up a sale for an hour has a real problem.
How are my payments handled?
List the ways your customers pay, such as cash, mobile money and cards. Ask how the system records each one, how you reconcile them at the end of the day, and whether it connects to your payment providers or you enter them yourself.
Where is my data, and who can see it?
- Is the data stored on your computer, in the cloud or both?
- How is it backed up, and how do you restore it?
- Can you export your sales and stock data if you change system later?
- Who has access to it?
What hardware do I need?
Find out what the system runs on and what else you need: a computer or tablet, a receipt printer, a barcode scanner, a cash drawer. Ask what each costs and whether the pieces work together.
What does it really cost?
Ask about the set-up cost, any monthly or yearly fees, fees per user or per till, and the cost of updates and support. Compare the total over a year, not just the first price.
Who supports it?
When the till stops working at a busy time, you need someone who answers. Ask who supports the system, how you reach them, and whether they can come to your shop. POS setup and support is one of the services we handle for businesses at Kichwa Connect, and it works best when the network it runs on is also set up well. See what a small shop needs for reliable internet.
Frequently asked questions
Do I need a POS system or is a notebook enough?
A notebook can work for a very small business. A POS becomes useful when you need accurate stock, several staff, clear reports or fewer mistakes at the till.
Should my POS work without the internet?
It is wise to check. If your business cannot afford to stop selling when the connection drops, ask for offline capability or a reliable backup connection.
Can I move my data to another system later?
Ask before you buy. A system that lets you export your sales and stock data makes it much easier to change later.
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