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POS System: Cost, Requirements Detailed

If you’re reading this post, the chances are that you’ve been trying to figure out the new point of sale machine price. Maybe your pen and paper or Excel is running the show right now, but it’s time to upgrade.

Maybe you’re not happy with your current POS system and are looking for something better, like lower prices or more features. Or perhaps the company has excellent customer service too.

This post is full of valuable information that can help you no matter what situation you’re in.

Below, we will show you the numbers that matter when looking at POS system pricing. You should also take into account these considerations before budgeting for a solution.

Let’s get started.


How much does a new POS machine cost?

point of sale machine price

POS system pricing is complicated, and it depends on many factors. For example, if you’re in the fast-food industry or manage lots of inventory, prices will be higher than people who only sell retail goods.

But according to the Merchant Maverick, you can expect a POS system for your business with one register to cost around $1,250 and then an annual fee of about $1000.

Well, we can’t disagree with that. But the price of a POS system is not just about what you’ll pay upfront – there are other factors to consider.

Sales volume

Many POS providers charge a monthly fee on top of their service, and if they do, you can expect to pay an additional 2% as part of the cost.

Take the 5% flat transaction cost and add 30 cents per transaction to find out your monthly fee. Click To Tweet

It’s best to negotiate with us so you can get a good deal.

Calculate your monthly sales and the fees set forth by your POS provider before signing, so you’ll know how much it will cost.


Point of sale software is the most crucial part of a business because it tells you how much money you’re making. The POS also allows for sales and marketing data to be stored.

Staff or users

When setting up multiple staff accounts or POS logins, be sure to look at the limit that comes with your plan.

When choosing a vendor, you should also consider the number of users allowed on each plan. Vendors often charge more for additional employees, and if your team is large, this might be an issue.


When collecting customer information, ensure that your POS software has CRM capabilities. This will allow you to store unlimited profiles for a low cost.

Product catalog

When choosing a POS system, consider the size of your product catalog. If you have an extensive inventory and SKUs to track, it may be worth paying more upfront or regularly to access functionality that would otherwise not be available.


It would help if you had a plan to accommodate advanced capabilities and higher pricing for POS features.

If you’re looking for a point of sale that has the basics, such as; a low-tiered plan, look at the basics of reporting and selling screens. If you’re looking for more advanced features, then maybe this isn’t the best option.

So if you want to add features like gift cards, advanced reporting, and eCommerce, then expect the price of your project to go up.

If you want to know what your best solution is, make a list of all the essential features for your business. Label them as “nice-to-have” or “must-have.”

To find the best solution for your business, look at different vendors and compare their offerings. Compare them side by side before you sign on with one of them to make sure that they are worth what you’re paying.


A higher-tier POS system will likely be necessary. If you have more than one store, This means spending more money on your POS system, but the investment is definitely worth making.

The cost of a POS system varies depending on the vendor and how many locations you have. Vend, for example, has plans to support unlimited outlets or places.

Best POS system prices, examples, and comparisons

In this article, we have touched on a few factors that go into POS software pricing. Here are some scenarios from firms in the same industry to get an idea of how much you could end up paying for your own retail business‘ system.

Your first store may be a tiny little shop with only one employee and not many customers if you’re starting. You’ve been using a pen and paper to manage your business, but you find it too tedious? Well, with this handy app from Google Drive, everything will be more accessible.

You’re in the retail business, and you want to know what products are moving, who your best customers are, and how much inventory is on hand. It would help if you had some analytics into this industry.

If you are at this stage, the basics of a POS should suffice.

Pricing for this software is only $99 per month.

A growing retail business

On the other hand, you might be in a position where your company is growing and improving. You want to develop deeper relationships with customers by offering loyalty programs or gift cards.

You’re also selling online.

At this point, you might be interested in exploring your business a little more. You want to access sales reports by brand, product category, tag, and supplier.

You’re trying to figure out how to sell your products on multiple channels. Still, you also want better insight into what is selling so that you can forecast inventory levels and stock up accordingly.

You need a more sophisticated point of sale system.

The monthly cost of our software is $129.

A multi-store retail business

If you’re a franchise or multi-store business, and you need to stay on top of your outlets, employees, customers, and operations – then this retail management system will help. It has all the capabilities to help with advanced reporting, customer relationship management, loyalty omnichannel, etc.

If you’re in the business of catering, then get a dedicated account representative to set up and maintain your food truck.

You need to invest in high-quality POSretail management software if you’re running a business.

How much will this cost? That’s a tricky question to answer because it depends on your needs. Give us a call, and we’ll find out.


Hardware Considerations

point of sale machine price

The software is just one part of a POS setup, but it’s essential. It would help if you also had the right equipment.

What is the best way to spend your money on POS hardware?

The answer to that question is “it depends.” You need a POS system, depending on what you’re looking for. If all you want are digital receipts, then an iPad will suffice. But if you require more like cash drawers and receipt printers in addition to the basics of customer data management, then your business needs something with more features.

Start by listing all the equipment you’ll need to do your checkout process, including their prices. Calculate how much each item will cost and add them up.

POS hardware price, examples, and comparisons

When it comes to hardware, how you budget for them depends on what type of equipment and how much money is available.

iPad POS setup

Let’s say you need a receipt printer, an iPad, and a cash drawer to be successful. Here is how much it will cost:

  • Apple iPad 9.7″ 32GB with WiFi – $329
  • Pivot Point of Sale Base – $99
  • iPad Stand – $89
  • Receipt Printer – $275
  • Cash Drawer – $125
  • Power Back-Up Pack – $65
  • Barcode scanner – $250

Total hardware cost: $1,232.

PC or Mac setup

If you’re looking for a new computer, here’s what it might cost.

  • Laptop – $1,000
  • Receipt Printer – $275
  • Cash Drawer – $125
  • Barcode scanner – $250

Total hardware cost: $1,600.

As with any industry, prices can vary depending on the brand and equipment type.

If you want to save some money, one way is by skipping certain accessories such as tablet stands or scanners.

Take compatibility into consideration.

When it comes to POS hardware, there are many options. So make sure that you get the right one for your software needs.

For the best results, you should ask your POS vendor for a list of preferred hardware providers. This will not only ensure that all equipment is compatible with one another, but it can also help reduce costs because vendors who work together often have discounts or bundles available.


Payment Considerations

point of sale machine price

If you want to accept credit cards, the best thing is to sign up with a merchant account provider. You can expect your bank or processor’s fees for processing transactions and their monthly maintenance fee.

  • Setup fee: You may have heard of this as a startup fee, but it is often waived if you meet specific requirements. The setup cost for payment processors can be one-time or monthly.
  • Transaction fees: One of the ways a payment processor makes money is by taking its cut out of each transaction it processes for you. This fee will depend on your sales volume, types of payments that need to be processed, and cards accepted (Visa, Mastercard, etc.)
  • Monthly subscription: Some payment processors charge a monthly fee, which is worth asking them to waive if they do. 
  • Cancellation fees: If you are waiting may cost you to cancel your service; it may ask if there is a cancellation fee when speaking with the company to include this information decision.

Consider integrated payments

If you’re looking for a payment provider, it’s best to go with one that works well with your POS software. Click To Tweet

Besides, operations are achieved this way; integrating payments into your system could save you some money.

POS systems often offer discounted rates if you choose their preferred vendors.


There are a lot of factors to consider when you’re considering how much to spend on your POS system. It’s not as easy as just going with the most expensive one.

You might be wondering how much it costs to run a business. We can provide you with ballpark figures, but ultimately the right one for your company is dependent on what kind of enterprise you are running.