12 Questions to Ask Before Buying a POS System

When you’re ready to buy a POS system, the most important thing is to ask the right questions. A POS should make your business run smoother, not create new problems. The wrong choice can leave you stuck with slow service, frustrated staff, and hidden costs. The right one, though, will save you time, cut mistakes, and even help your business grow.

Before signing up, take a step back and go through the key questions below. They’ll help you avoid common mistakes and make sure the system you pick is the best fit for your café, restaurant, shop, or service business.

Questions to Ask Before Buying a POS System

1. Is it cloud-based or stuck on old-school hardware?

This is one of the first things to check. Some POS systems are cloud-based, meaning you can log in from anywhere — your laptop at home, your phone at the beach, or another shop across town. Others are tied to one computer sitting on your counter.

Cloud systems are flexible and update themselves automatically, which saves hassle. Traditional systems might feel safer because they don’t rely on the internet, but in Australia, most businesses have a stable enough connection to enjoy the benefits of cloud.

2. How easy is it for staff to use?

A POS that takes ages to learn will slow your whole team down. Staff should be able to pick it up quickly without weeks of training.

If you’re running a café, bar, or busy retail shop, staff are already dealing with customers, stock, and calls. They don’t need a clunky POS making life harder.

When testing a system, check how simple it is to:

• Split bills
• Add discounts
• Process refunds
• Switch between tables, tabs, or customers

If you find yourself confused during a demo, it’ll only be worse on a busy night.

3. Can it grow with my business?

Your needs today might be small, but what about in two years? If you open another store, expand your menu, or add new products, you don’t want your POS holding you back.

Ask:

• Can I add more registers easily?
• Can it handle multiple locations?
• Is there a cap on how many products or categories I can set up?

A system that grows with you will save the pain of switching later.

4. What sort of reporting does it offer?

POS reports should be more than just end-of-day sales totals. Good reporting shows you which products sell best, what your busiest hours are, and how each staff member is performing.

Look for features like:

• Best and worst sellers
• Peak trading times
• Average spend per customer
• Staff performance tracking

Just as important, make sure the reports are clear and easy to read. If you can’t make sense of them, they’re not much use.

5. How does it handle payments?

In Australia, EFTPOS is standard. You need to know if the POS integrates directly with the EFTPOS terminal or if staff have to key in the amount manually, because that’s how mistakes creep in.

Check that it supports tap-and-go, Apple Pay, Google Pay, and other digital wallets. More Aussies are tapping their cards and phones than carrying cash these days.

6. What are the upfront and ongoing costs?

This is where many businesses get caught out. Providers might advertise a cheap entry price, but the extras add up quickly.

Make sure you understand:

• Hardware costs (registers, printers, tablets, scanners)
• Monthly or yearly subscription fees
• Fees for extra users or locations
• Support charges
• Costs for add-ons like online ordering or loyalty programs

Work it out over a few years to see the real cost.

7. What happens if the internet goes down?

Even in cities, internet outages happen. If you’re in regional areas or run a food truck, it’s even more likely.

Ask if the system works offline. A good POS should let you take orders and payments without the internet, then sync everything once you’re back online. That way, business doesn’t stop just because the Wi-Fi does.

8. How good is the customer support?

Support can make or break your experience with a POS system. Everyone says they have great support, but the reality varies a lot.

Find out:

• Is the support based in Australia?
• Do they offer phone support, or just email?
• What’s the response time?

A smart move is to call their support line before you buy and see how they treat you.

9. Does it integrate with other software I already use?

Most businesses use more than just a POS. You might have accounting software like Xero, an online store, or delivery apps.

Check if the POS integrates with these systems. If not, you’ll be stuck doing double data entry — a waste of time and an easy way to make mistakes.

And remember to ask if integrations cost extra.

9. How secure is it?

Customer data and payments need strong protection. Don’t skip this question.

Ask the provider:

• Is every transaction encrypted?
• How often is data backed up?
• What happens if there’s a security breach?

Security may not be exciting, but ignoring it can be costly.

10. What’s the hardware like?

Some systems run on iPads or Android tablets, while others need specific terminals. Think about what suits your space.

For example:

• A café or restaurant may need a sturdy setup with printers and kitchen displays
• A food truck needs something portable
• A retail store may want barcode scanners and cash drawers

Also, check if you’re locked into buying their branded gear, or if you can use third-party hardware.

11. How customisable is it?

Every business runs differently. Your POS should fit your way of working.

A café needs easy options for “extra shot” or “soy milk”, while a clothing shop needs size and colour choices. A service business might want to track bookings.

Ask to see how much you can adjust menus, workflows, and buttons.

12. What do other local businesses say?

Finally, listen to people who’ve already used the system. Online reviews can help, but local business owners are even better sources.

If other cafés or shops in your area say the same system keeps crashing or charging hidden fees, take that as a warning.

FAQ: Buying a POS System

1. Should I buy or lease a POS system?

It depends on your budget and plans. Buying can be cheaper in the long run, but leasing gives you flexibility and lower upfront costs.

2. Do I need special training to use a POS?

Most modern systems are simple to use and come with training from the provider. If it looks too complicated during a demo, it’ll be worse once you go live.

3. Can I switch POS systems later if I’m not happy?

Yes, but it’s usually a hassle,  moving data, retraining staff, and setting up new hardware. That’s why it pays to choose carefully upfront.

4. Do POS systems work with online ordering?

Many do, but check if it’s included or if you have to pay extra. Online ordering can be a huge benefit for cafés and restaurants.

5. Is cash still supported in POS systems?

Absolutely. Even though more Aussies are tapping cards and phones, most POS systems still support cash alongside EFTPOS.

Wrapping Up

A POS system is one of the most important tools in your business. It handles your sales, payments, and reporting, and the right one can make a huge difference in how smoothly things run.

By asking the right questions before you buy, you’ll avoid costly mistakes and find a system that truly works for you. Think about your staff, your customers, and your future plans. If a POS ticks the boxes across usability, payments, support, reporting, and growth, you’ll be in a much stronger position to succeed.