The Ultimate Guide to POS System Selection | Tampa Roots Payment Processing Blog

Your point-of-sale system is the hub of your business operations. Choosing the right one affects everything from checkout speed to inventory management to financial reporting. Here's how to make the right choice.

Understanding POS System Types

Traditional (Legacy) POS Systems

On-premise servers

Large upfront investment ($3,000-$20,000+)

Local data storage

Best for: Large established businesses with IT support

Cloud-Based POS Systems

Data stored in the cloud

Monthly subscription model ($50-$300/month)

Access from anywhere

Best for: Most modern businesses

Mobile POS (mPOS) Systems

Tablet or smartphone-based

Lower cost ($0-$50/month + hardware)

Flexible and portable

Best for: Small businesses, pop-ups, mobile vendors

Essential Features Checklist

Core Functionality

Transaction processing (credit, debit, cash, mobile)

Receipt printing (and email/text receipts)

Returns and exchanges

Split payments

Discounts and promotions

Tax calculation

Inventory Management

Real-time stock tracking

Low stock alerts

Barcode scanning

Multi-location inventory

Purchase order management

Employee Management

Time clock functionality

User permissions and access levels

Sales tracking by employee

Commission calculation

Reporting and Analytics

Sales reports (daily, weekly, monthly)

Product performance

Customer analytics

Labor cost analysis

Export capabilities

Industry-Specific Requirements

Restaurants

Table management

Kitchen display integration

Tip management

Menu modifier handling

Delivery integration

Retail

Barcode generation

Customer loyalty programs

Gift card management

Size/color matrix inventory

E-commerce integration

Service Businesses

Appointment scheduling

Customer history tracking

Service package management

Recurring billing

Pricing Considerations

Hardware Costs

Terminals: $200-$2,000

Receipt printers: $100-$400

Cash drawers: $50-$200

Barcode scanners: $50-$300

Card readers: $0-$500

Software Costs

Monthly subscriptions: $0-$300/month

Per-transaction fees: Varies by processor

Add-on features: $10-$100/month each

Hidden Costs to Watch

Implementation and setup fees

Training costs

Contract termination fees

Data migration fees

Support tier upgrades

Integration Considerations

Critical Integrations

Accounting software (QuickBooks, Xero)

E-commerce platform

Email marketing

Loyalty programs

Third-party delivery apps

Payment Processor Flexibility

Important: Some POS systems lock you into their payment processing. Look for systems that allow you to choose your processor.

Making the Final Decision

Trial Before Committing

Request a demo with your actual products

Test during peak business hours if possible

Have staff try the interface

Test all features you'll actually use

Reference Checks

Ask for references from similar businesses

Check online reviews (G2, Capterra)

Look for longevity complaints (support, updates)

Contract Review

Length of commitment

Early termination costs

Price increase clauses

Data ownership and export options

Tampa Roots POS Solutions

We offer flexible POS solutions that work with your payment processing:

Free terminal programs for qualifying merchants

Multiple system options (Clover, Dejavoo, PAX)

No long-term contracts

Integration with Tampa Roots payment processing

Training and ongoing support