How to Switch From Your Current POS Provider?

Are you thinking of switching POS? Running a business is full-on. Between juggling staff, managing inventory, serving customers, and keeping the books in check, the last thing you need is a clunky POS system slowing you down. If you’re fed up with your current provider—whether it’s the cost, the support (or lack of it), or the tech just feeling a bit behind the times—it might be time for a change.

But how do you go about switching POS systems without it turning into a total mess?

We’ve put together a no-nonsense guide to help Aussie businesses switch POS providers the smart way—without losing sleep, sales, or your sanity.

Why Even Bother Switching POS Systems?

Let’s be real—changing your POS setup might sound like a pain. But if your current system isn’t keeping up with your business, you could be missing out big time.

Here are some of the most common reasons local businesses in Australia decide to jump ship:

1. Your Current System Is Outdated

Still using something from the dark ages? If your POS looks and feels like it’s from the early 2000s, you’re probably missing out on features like cloud backups, mobile access, customer loyalty tools, or integration with your accounting software.

2. You’re Copping Too Many Fees

Hidden charges, steep monthly plans, expensive hardware—you name it. Some POS providers look cheap upfront but sting you later. If you’re spending more than you’re comfortable with, it might be time to find a system that offers better bang for your buck.

3. Support is Useless (or Non-existent)

There’s nothing worse than something breaking during a busy shift and your provider leaving you on hold or ignoring your emails. Solid customer support is a must.

4. Your Business Is Growing

If you’ve expanded (or are planning to), your POS needs to grow with you. That includes managing more staff, new locations, online ordering, and extra features.

5. Nothing Connects Properly

If your POS doesn’t talk to your accounting software, EFTPOS machine, or online shop, you’re doing way more manual work than necessary. A modern POS should connect seamlessly with the tools you already use.

So, How Do You Actually Switch POS Providers?

Here’s the step-by-step breakdown, in plain English, for how to swap your POS system without things going sideways.

Step 1: Figure Out What’s Bugging You

Start by jotting down the issues you’ve got with your current setup. Maybe it’s too slow. Maybe the reports are rubbish. Maybe it just doesn’t do what you need it to do anymore.

Then think about what you do want:

• Mobile access?
• Inventory tracking? 
• Better EFTPOS integration? 
• Easier staff management? 
• Detailed sales reports? 

Write a wishlist. It’ll help you when comparing new options.

Step 2: Start Shopping Around

Once you know what you’re after, start checking out what else is out there. A few tips:

• Look for Aussie-based POS providers who understand local business needs 
• Check out what others are saying in reviews (especially other businesses in your industry) 
• Book a few demos and have a proper play around 

Don't just pick the first one you see—make sure it ticks your boxes.

Step 3: Sort Out the Hardware Situation

Not all POS software works with every bit of gear. Ask your potential new provider:

• Will their system work on your current tablet or terminal? 
• What about the receipt printer, barcode scanner, or cash drawer? 
• Can you keep using your existing EFTPOS machine? 

Some providers let you bring your own hardware, while others might offer affordable rentals or bundles. Just be sure you know the deal before committing.

Step 4: Crunch the Numbers

Before you get too excited, double-check the costs:

• Monthly software fees 
• Setup or onboarding fees 
• Transaction charges (if payments go through them) 
• New hardware costs (if needed) 
• Potential cancellation fees from your old provider 

Make sure there are no sneaky surprises. If possible, get everything in writing.

Step 5: Back Everything Up and Plan the Switch

Data is everything. Back up your:

• Product list 
• Sales history 
• Inventory records 
• Customer data 
• Staff details 

Chat with your new POS provider to help move this data over properly. They might even do it for you. Also, choose a quieter time of day or week to do the swap. Don’t make the switch during peak trade—it’ll just stress everyone out.

Step 6: Get Your Team Up to Speed

There’s no point in having a fancy new system if your team doesn’t know how to use it.

Ask your new POS provider about:

• Training videos or in-person onboarding 
• Manuals or cheat sheets 
• Live support if something goes wrong 

Hold a quick training session with your staff before going live, especially for anyone handling sales, refunds, or stock.

Step 7: Do a Trial Run First

Before you cut ties with your old provider completely, run a test:

• Try processing a few sales 
• Add a product 
• Check how refunds and discounts work 
• See if reports are pulling through correctly 

If you can, run both systems side by side for a few days. That way you’ve got a safety net if something goes pear-shaped.

Step 8: Give Your Current POS the Flick

Now it’s time to wrap things up with your old provider. Make sure to:

• Give notice if required (read the contract) 
• Export any remaining data 
• Cancel any subscriptions or hardware rentals 
• Disconnect old payment systems 

Double-check that there are no exit fees or final bills.

Step 9: Go Live with the New POS

Once everything’s good to go, flick the switch and start using your new POS full-time.

Keep an eye on things during the first few days:

• Are transactions running smoothly?
• Any stock issues? 
• Is staff confident using it? 

Be ready to contact your provider if any hiccups pop up.

Step 10: Get Ongoing Support

A good POS provider isn’t just there at the start—they stick with you. Make sure they:

• Offer Aussie-based customer support 
• Have after-hours options (especially for hospitality) 
• Provide regular updates and new features 

Your POS should keep evolving with your business.

Watch Out for These Switching Mistakes

Here’s what to avoid when switching systems:

• Rushing it – Take your time to do it right 
• Skipping training – Don’t assume it’s “easy enough to figure out” 
• Not backing up data – You’ll regret it if something’s lost 
• Forgetting about integrations – Make sure it connects to everything you need 
• Choosing the cheapest option – You get what you pay for

Perks of Making the Switch

Not sure if it’s worth the effort? Here’s what you could gain:

• Faster checkouts and less waiting time for customers 
• Real-time stock tracking so you don’t run out of popular items 
• Accurate reports that help you make smarter business decisions 
• Seamless EFTPOS integration that works with Aussie banks
• Easy updates and remote access if you’re on the go 

A new POS could completely change the way you run your business—for the better.

Switching to POSApt? We’ve Got You Covered

At POSApt, we’re all about making your POS experience simple, smooth, and tailored to Aussie businesses.

When you switch to us, you get:

• Local support when you need it 
• Easy setup and free onboarding 
• Android-compatible POS system—bring your own device or rent from us 
• Flexible features for retail and restaurants 
• No long-term lock-ins 

We'll walk you through the whole switching process and help you hit the ground running.

Final Word

Changing your POS system might sound like a mission, but it doesn’t have to be. With the right plan—and the right provider—you can switch without stress and set your business up for smoother, smarter operations.

Don’t let a dodgy old POS hold you back. If it’s not working for you anymore, it’s time to make the move.