Start with the software, then buy hardware
Choose your POS software first and buy hardware from its compatibility list. Some POS systems only run on iPads, some only on their own proprietary terminals, and some on almost anything. Buying hardware first and then finding software that supports it limits your options.
Favour POS software that runs on standard devices and talks to standard peripherals. SeroPOS, for example, runs on iPhone, iPad, Android phones and tablets, Windows PCs and Macs, and works with ESC/POS receipt printers from Epson, Star and compatible brands, so you are not locked into one hardware vendor.
The main device: tablet, PC or phone
Tablets are the most common choice for counters and tableside ordering. iPads are consistent and well supported; Android tablets cost less and come in rugged versions. Windows PCs with touchscreens suit retail counters with lots of peripherals and back-office work. Phones work for line-busting, food trucks and markets.
Buy a stand that locks the tablet and manages cables, and consider a protective case for anything that moves around the floor. For a busy counter, a larger screen reduces mistakes. Keep one spare device for every few in service; a broken tablet on a Saturday is much less stressful when the spare is already set up.
Receipt and kitchen printers
Thermal receipt printers are fast, quiet and use no ink. Look for ESC/POS compatibility, an auto-cutter and the right connection: Ethernet (network) is most reliable for fixed stations and can be shared between devices, USB suits a single PC, and Bluetooth suits mobile setups. Epson and Star are the most widely supported brands.
Kitchens are hot and greasy, and thermal paper can darken near grills. Many kitchens use impact printers, which print on plain paper with a ribbon and often print in two colours to highlight modifiers. Mount printers where cooks can see tickets, away from direct heat and water.
- Front counter: thermal printer, Ethernet or USB, auto-cutter
- Kitchen: impact or heat-tolerant printer, network connected
- Bar: separate printer so drink tickets route to the bar
- Labels: label printer for barcodes, shelf tags or order stickers
Kitchen display systems
A kitchen display system (KDS) replaces printed tickets with a screen at each station. Cooks see orders in sequence with timing, modifiers highlighted, and bump each ticket when done. A KDS shines when you have several stations, a high volume of online and delivery orders, or a need to track ticket times.
Hardware is usually a commercial-grade monitor or tablet mounted at the station, sometimes with a bump bar. Choose screens bright enough for a kitchen and mount them away from steam. Many restaurants keep one printer as a backup even after moving to a KDS.
Cash drawers, scanners and displays
Most cash drawers connect to the receipt printer with an RJ11/RJ12 cable and open when the printer receives a cash sale. Make sure the drawer’s connector matches your printer and the till insert has enough slots for your currency, including coins.
Barcode scanners are essential in retail. A USB scanner that acts like a keyboard works with almost any POS. A 2D scanner reads QR codes and phone screens as well as standard barcodes, which helps with coupons and digital gift cards. Cordless scanners help with large or bulky items. A customer-facing display builds trust by showing items and totals as they are rung in.
Payment terminals
The card terminal is usually supplied or approved by your payment processor, and it must be certified for that processor. Choose an integrated terminal, one that receives the amount from the POS automatically, rather than a standalone one where staff key in the total. Integration eliminates keying errors and makes end-of-day reconciliation much simpler.
Look for tap, chip and mobile wallet support, tipping on the terminal, and whether you need a countertop or portable unit for pay-at-table. Card data should stay inside the certified terminal. SeroPOS supports processors including Global Payments, whose Verifone T650p is a 5.5-inch Android terminal with a built-in printer and Wi-Fi, 4G and Bluetooth, as well as Moneris.
Typical setups by business type
A small café usually needs one or two tablets on stands at the counter, a thermal receipt printer, a cash drawer, an integrated countertop payment terminal, and a kitchen or bar printer if drinks and food are prepared in different places. Add a customer-facing display if you take a lot of custom orders.
A full-service restaurant adds handheld devices or tablets for servers, portable payment terminals for pay-at-table, impact printers or a kitchen display at each station, and a bar printer. A strong, wired network matters more here than anywhere because so many devices depend on it during a rush.
A retail store typically needs a Windows PC or tablet at each counter, a 2D barcode scanner, a receipt printer, a cash drawer, an integrated payment terminal and a label printer for shelf tags and barcodes. A grocery or convenience store may add an integrated scale. A pop-up or market stall can run on a phone or tablet with a Bluetooth printer and a portable terminal.
Network and budget
Your POS is only as reliable as your network. Use a business-grade router, wire fixed stations and printers with Ethernet where possible, and put the POS on its own network separate from guest Wi-Fi. A small uninterruptible power supply (UPS) on the router and main station keeps you selling through brief power blips. Choose a POS with offline mode so sales continue if the internet drops.
When budgeting, list every station and what it needs, then add spares and cabling. Compare buying outright with leasing; leases spread the cost but often cost more in total and can come with long contracts. Standard hardware can be bought from any electronics retailer and reused if you change POS software later.
- One device and stand per station, plus a spare
- Receipt printer per counter; kitchen printer or KDS per station
- Cash drawer for each cash-handling station
- Barcode scanner for retail counters
- Integrated payment terminal (portable for table service)
- Business router, Ethernet cabling and a UPS