How to Choose the Right POS (Cashier) Software for Your Shop: 8 Questions to Ask Before You Buy

Your point-of-sale software is the system your shop uses more than any other, every single day. The wrong choice means long queues at the till, cash drawer shortages, and stock levels you can't trust. Here are eight questions to put to any software before you pay.

1. Does it work when the internet goes down?

Many systems run in a web browser and stop at the first outage. In a shop, sales can't stop just because the connection is weak. Choose software that runs on the shop's own computer, with your data stored there.

2. Is barcode checkout really fast?

Try it yourself: scan ten items in a row. Each item should be added to the invoice the moment it's scanned. The software should also handle cartons and single units, and let you find items without a barcode with a quick name search.

3. How are invoices printed?

You usually need two kinds: a small thermal receipt for the customer, and an A4 invoice for business clients. Make sure the software prints both with your logo and details, and saves invoices as PDF so you can send them.

4. Does it close the cash drawer with an actual count?

Good software doesn't stop at total sales. It asks you to count the actual cash at closing, and records any difference. That way you catch mistakes the same day, not a month later.

5. Does it link sales to inventory automatically?

Every invoice should deduct the quantity from stock immediately, and every return should add it back. Then you can see which items are running low and which ones aren't moving.

6. Where is your data stored, and who owns it?

Ask: is the data on your computer, or on another company's server? Can you take a backup yourself? Your data is your shop's history, so don't let a subscription hold it hostage.

7. Does it manage staff and permissions?

The cashier doesn't need to see profits or change prices. Choose software that gives each employee an account with only the permissions they need, and logs who did what and when.

8. What about tax?

Some software adds tax to invoices at a rate you set, and that's enough for many shops. Direct integration with government e-invoicing systems, however, has requirements that vary from country to country. If it's required where you are, ask about it clearly before you buy.

The bottom line

Don't buy based on the demo alone. Ask for a trial version and run it for a full day in your shop: sales, returns and closing the drawer. The software that holds up through a real working day is the right one for you.