How to Tell if It’s Time to Switch POS Systems

It can be difficult to outgrow your current technology. It is important to give your company all the necessary tools for growth and success.  

That’s especially true for POS systems. A POS system is a critical part of any business. Weak POS systems can lead to a loss in productivity and other problems. 

Your point of sale may not be able to cope with all your requirements and wants. It might be time to switch. We’ve outlined the top telltale signs that it’s time to switch POS systems. 

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Cloud POS systems vs legacy

Before we dive into how to tell if it’s time to switch your POS, it’s important to note the distinction between legacy and cloud-based systems. 

Most legacy systems, which are usually older than 5+ years and often are installed locally, are generally more expensive. This means that your data can’t be accessed when you’re away from your store’s physical location, since the servers can only be booted up on your store’s local network. Both the software and hardware of legacy POS systems are often heavy and cumbersome.

Legacy POS systems are more complex and older, so it is often necessary to have technical assistance on site for updates and maintenance. It can be costly and time-consuming to maintain an older system. 

Unlike legacy systems, cloud POS systems store data “in the cloud,” i.e. Not on local servers. That means you can check on your business’s performance from anywhere, as long as you have an Internet connection. 

The software is also fairly easy to update—all you have to do is click through a few prompts and boom! The latest version of the software is now available. In fact, many software updates can be pushed through automatically, so you don’t even have to think twice. 

What are the best times to switch POS systems 

There’s a fine line between your system having a few quirks and it getting in the way of your business’ growth. If you’re not sure which camp you fall in, here is a list of criteria to help you determine if it’s time to switch your POS. 

1. It is difficult to use your system

Complexity of POS systems varies. While it’s good to have a POS that can help you complete more advanced tasks, if it’s too difficult or time consuming to run transactions, reports or other necessary items on your to-do list, it’s probably not the best fit. 

Staff should learn the system quickly and be able explain it to others. Training videos are available. Help centersAlso, you should consider using other resources. This is important to remember when you start looking for a system. 

2. You can’t grow or expand easily with your current system 

If you’re looking to add more registers or open more locations, your POS shouldn’t stand in the way. If you can’t easily transfer inventory between locations or set up more terminals in store, it’s time to ditch your current system. You should allow your POS to grow with you, and help support your expansion. 

3. Instead of helping, your system hurts service

A poor system could have severe consequences for your business. Not being able to run transactions smoothly can hurt sales as well as weaken your store’s reputation. 

You should consider switching to a platform that offers more features if you feel your current platform is disrupting business operations too often. It’s also a wise idea to switch to a platform that offers 24/7 customer serviceIf something does not work as it should, 

4. The system you have is rigid. 

Retail is always evolving—which means your system should be flexible enough to adapt to emerging situations. As we saw in 2020, it’s important to have a POS that integrates seamlessly with other tools and add-ons, like eCommerce, payments, accounting and more. 

If your current system can’t properly integrate with the other tools you use for your business, it can slow down your operations significantly. Even with workarounds, you’ll still be much more prone to human errors when calculating crucial figures. 

You might consider a platform that allows you to do all your business from one place. Small Biz Sense Retail. With Small Biz Sense, you can set up a POS system that covers your business’s specific needs, and add on other functions or integrations whenever you need to. 

5. It is way too costly 

Commerce platformsPrices can range from very little to thousands of dollars per year. You don’t have to pay a lot for your POS if it is too expensive. There are likely more economical options available. 

Decide how much money you can afford monthly and annually, then shop around for a solution that fits your needs. You’ll also most likely save on costs if you opt for an annual subscription rather than a monthly one. 

Take note Free POS SystemsThis might sound too good a deal to be true. That’s because, in most cases, they have a lot of caveats, i.e. Credit card processing fees, hardware and service charges, among others. There is no such thing as a truly “free” POS system. 

How to change your retail point of sale 

Once you’ve made the decision to switch, here is a general list of steps to follow in order to go through with implementing a new system. 

  • You may need to check to determine if you require a new payment processor. Some may not be suitable for all. payment processors You can use all types of systems. You should ensure that you are aware of whether your current processor is compatible or need to be replaced. We recommend an integrated processor, regardless of which system you choose. This will ensure that there are fewer errors and easier use. 
  • Find out if your computer needs new hardware. Not all hardware is compatible with every payment system. Check that the software you have already installed will be compatible with your new system. If necessary, make changes to your setup before installing your new POS. 
  • Request demos or training. Be sure to plan enough training and demo sessions before you start up. Make sure you book enough to be comfortable with your system and invite all employees who are interested in learning the ropes. 
  • Set up your new POS software. You can now set up your software once your hardware has been setup. With a cloud-based POS, this can be as simple as logging into a website or downloading your POS provider’s app to a tablet. 
  • Import your existing inventory. You must do accurate research before you are able to use your new POS. Inventory countIn your existing system. With an accurate QOH you can export inventory from the old system to your new system. You will need to add custom fields to your new system. 

Do you need more than a simple POS? 

Small Biz Sense’s one-stop commerce platform lets you run and grow your business from anywhere. Take sales in store, create a thriving eCommerce website and easily track your entire business’s performance—all in one place. 

Get in touch with our retail specialistsCheck out Small Biz Sense to find the right solution for your requirements.

Cyndy Lane

Cyndy is business journalist with a focus on entrepreneurship and small business. With over a decade of experience covering the startup and small business landscape, Cyndy has a reputation for being a knowledgeable, insightful and approachable journalist. She has a keen understanding of the challenges and opportunities facing small business owners and is able to explain them in a way that is relatable and actionable for her readers.