A small business needs a POS system to process payments and streamline its operations. With a limited budget, it might be challenging for you to identify what a small business’s POS system needs. As a reseller, you’ll need to know what features and hardware its POS system should have.
In this article, you’ll learn how to choose the best POS system for small businesses. If you want to distinguish yourself in the small business market, continue reading to learn more.
Software
Caption: The POS-0060S model created by Bimi for food truck businesses
[Image: Bimi Food Truck POS System]
A Point of Sale (POS) system is used for payment processing and centralizing a business’s operations. Some devices don’t automatically include POS software, so you need to check what your customer needs.
In choosing a POS system for a small business, you’ll need to prioritize features it currently needs. Some examples of useful features for daily operations include:
- Payment processing
- Multiple payment method processing
- Customer information management
- Refund processing
- Inventory management
- Business analytics
Integrations
Integrations enable a small business to further expand its POS system’s features. Some POS apps or software allow businesses to connect to other apps, while others require APIs to do so.
These integrations enable a business to add functionalities to its system as it grows. This also gives a small business flexibility regardless of its current POS system. Here are examples of software a small business can connect their POS system to:
- Accounting
- Team scheduling
- Customer loyalty program
- Payroll
- Email marketing
- Customer surveys
Industry-specific Features
Caption: A Square POS system being used in a nail salon
[Image: Square POS for Nail Salons]
One of the benefits of a POS system is that it provides industry-specific features. Whether you’re looking for a POS system for a food truck or nail salon, look for features such as:
- Online ordering
- Split check payment processing
- Reservation or appointment management
- Order fulfillment
- Bulk ordering
These specific features are either included in the POS software or available through system integrations. In some POS apps, these premium features are included in more expensive subscription plans or available as add-ons.
Portability
A small business will typically have less floor area. You should consider a POS system’s portability to maximize the business’s store space. This minimal setup is ideal for a small business such as a food truck or pop-up store.
Android POS and Windows POS systems are popular options to choose from. Android POS is the better choice for small businesses that prioritize portability. This runs on a smartphone or tablet, which occupies less space than a traditional Windows POS setup.
However, some POS system manufacturers also build space-saving POS systems. Nail salons and other small businesses can access a POS system with robust capabilities while maximizing their store area.
Hardware
Image: The Windows-based POS-0093S model manufactured by Bimi
[Image: Bimi POS-0093S]
The key factors to consider when choosing POS hardware for a small business include the setup and software compatibility. As mentioned above, a small business benefits from a minimal or portable setup. More compact hardware and ports or sockets are ideal for small businesses.
The best manufacturers conduct strict tests to ensure their hardware meets international and regional safety and quality standards. A POS system’s motherboard, RAM, SSD, display screen, and other components undergo tests such as:
- Environmental adaptability
- Anti-electromagnetic interference
- Electromagnetic compatibility
- Static protection
Regardless of the floor area or scale of operations, a small business’s POS system should be durable and high-quality. Some manufacturers create their POS hardware themselves, while others outsource components from reputable companies. This information is helpful to your customer, especially for sourcing replacement parts.
Operating System
Another factor to consider when choosing POS hardware for a small business is the operating system. Windows, Android, iOS, iPadOS, and Linux are common options. The POS system’s operating system also determines the selection of compatible hardware. Whether the hardware connects wirelessly or not, operating system compatibility should still be checked.
Flexibility
Some manufacturers provide their own hardware, while others allow business owners to use products from third-party suppliers. A small business benefits from a POS system that allows the use of third-party hardware. This allows more flexibility in sourcing hardware and provides more affordable options as well.
Data Security
All businesses that process payments are required to follow the Payment Card Industry Data Security Standards (PCI DSS). PCI Compliance protects customers and businesses from:
- Identity theft
- Credit card fraud
- Data breaches
- Cyberattacks
A PCI-compliant POS system prevents these attacks. For example, a payment terminal shouldn’t store a customer’s credit card information. Even small businesses should follow these safety standards to foster their customers’ trust.
Network Security
A secure network also prevents data breaches. POS devices with anti-malware protection and Local Area Network (LAN) capabilities contribute to the system’s safety measures. While some POS system providers offer offline payment processing, a secure and reliable network connection is preferred.
Ease of Use
Caption: A Toast POS system being used to process payments in a bakery
[Image: Toast Cafe and Bakery POS]
The right POS system for a small business should be easy to set up. In addition to deployment, POS app or software installation and configuration should be easy. A small business might not have a dedicated IT team, so a self-service setup is ideal.
An intuitive POS system allows small businesses to focus on their daily operations instead of technical issues. Furthermore, this reduces the learning curve during an employee’s onboarding to the system.
Some POS systems have customer-facing features as well. An easy-to-use program helps customers use the POS system to process payments, input their information, and more.
Customization
Caption: The dual-screen POS-0070 model built by Bimi is ideal for coffee shops that want to maximize store space [Image: Bimi POS-0070]
Regardless of the type of business, its POS system should be tailored to its needs. As a reseller, you’ll need to find a customizable POS system for small businesses.
From its hardware to advanced configurations, a bespoke POS system makes you stand out in your market. Most POS system manufacturers offer various screen size options or dual-screen models for you to choose from.
If you work with an Original Design Manufacturer (ODM) or Original Equipment Manufacturer (OEM), you have access to these customizations. This is especially true with an OEM. It can create a unique POS system for small businesses for you. Afterward, the POS system is entirely your intellectual property and cannot be replicated by your competitors.
System Configurations
Built-in ports and sockets allow small business owners to add hardware and peripherals to their POS system. Peripherals give your customers flexibility in terms of how they want to customize their POS system and when. A flexible POS system allows small business owners to add peripherals such as:
- Receipt printer
- Barcode scanner
- Credit card terminal
- Cash drawer
- LAN cable
- Mount or stand
Their POS system’s operating system also determines the extent of custom configurations. For example, some of the best Linux POS system manufacturers provide Software Development Kits (SDKs). This enables small business owners to create custom software and use open-source code. However, a developer’s help is needed to accomplish this.
Cost
Budget is an important factor for small businesses. In fact, minimal initial costs are ideal for them. The best POS system for a small business should be within its budget without compromising its functionality. POS software or apps with free plans are also a good starting point for small businesses. A small business should expect the following initial costs:
- POS software or app
- Hardware
- Payment processing fees
Product Warranty
A POS system should include a product warranty, especially if a small business is investing in new hardware. When choosing a POS system, check the duration of the product warranty. It should be at least a year so the business has enough time to see if any issues arise.
For a small business, every purchase counts. Ensure the product warranty is included in the upfront cost. You can also check if an extended warranty is available. However, this comes at an additional cost, but it is good to give small business owners this option.
Long-term Costs
If a small business needs additional features, it can eventually upgrade to a paid subscription plan. POS software or apps with short-term contracts are a good way to try a system before committing.
Regardless of the type of subscription plan, payment processing fees will always be charged. When selecting a POS system, small business owners should consider how much the payment processing fees are.
Small business owners also need to consider potential hardware upgrades or add-ons. You’ll need to look for a POS system that connects to additional cables and accessories. The deployment of additional hardware should be simple to avoid additional costs.
Maintenance
Prompt and easy maintenance enables small business owners to maximize the use of their POS systems. Look for a POS system with a modular design for easy parts replacement.
Some manufacturers include serial numbers in the individual hardware components. This helps them identify the exact component or find a similar one. A modular design allows small business owners to easily fix damaged hardware without replacing the entire machine.
Customer Support
A small business owner needs access to reliable customer support. The support team should be easy to contact most days of the week. Easily accessible customer support also helps prolong the lifespan of a POS system. This ensures that hardware issues or potential parts replacement can be quickly resolved.
You’ll need to ensure there are many service channels available, such as phone, email, chat, and in-person support. This is especially important because POS system manufacturers and small businesses may be operating in different time zones.
A Big Impact for Small Businesses
The best POS system for small businesses prioritizes its current needs and operations. This should be reflected in the POS system’s software and hardware. In addition, a small business should be able to maximize the features of its POS system. Even with a minimal setup, a small business’s POS system should be built for its growth.
If you’re looking for a small business POS system, Bimi’s experts are here to help. With over 15 years of experience, Bimi creates POS systems tailored for small businesses. It offers compact devices with built-in hardware to maximize store space. If you want to stand out in the small business market, contact Bimi today.
Frequently Asked Questions (FAQs)
1. Do small businesses need industry-specific POS features?
Yes, small businesses need industry-specific POS features. These features enable small business owners to maximize their POS system’s capabilities. However, some POS apps or software offer these industry-specific features for an extra fee.
These features also allow small business owners to centralize industry-specific operations. A small café needs a tableside ordering feature, just like a multi-location café chain does. Small business owners should look for a POS system that includes industry-specific features such as:
- Tableside ordering
- Appointment or reservation management
- Split check payment processing
- Online ordering
2. Should all small business POS systems be portable?
No, not all small business POS systems need to be portable. A portable POS system enables a small business to maximize its store space. Mobile-friendly POS systems can already be installed on a business’s existing smartphone or tablet. A small business looking for a portable POS system should consider the following devices:
- iPad
- iPhone
- Android smartphone or tablet
However, small businesses can still maximize their store space in other ways. Some manufacturers offer space-saving POS systems with smaller screen sizes. Small business owners who want to invest in a minimal POS system setup should consider this as well.
3. Do all small business POS systems need expandable hardware?
No, small business POS systems don’t always need expandable hardware. A small business POS system should perform well using the device’s current hardware specifications. As long as the hardware supports the business’s daily operations, there is no need to have expandable hardware.
4. Can you customize a POS system for small businesses?
Yes, you can customize a POS system for small businesses. The first way to do this is through integrations. By connecting the POS system to other software, its functionalities are tailored to the small business. However, you’ll need to check if the configurations you need are compatible with the device’s operating system.
Another way to customize the system is by adding hardware and peripherals. A small business owner can add a receipt printer, card terminal, and other accessories. This method allows the business to add specific hardware to help with its daily operations.
5. What factors should you consider when choosing a POS system for a small business?
When choosing a POS system for a small business, you’ll need to ensure its current needs are fulfilled. First, you’ll need to ensure its hardware is compatible with the business’s preferred software. Next, you’ll need to ensure the POS system has industry-specific features.
This allows small business owners to process payments and streamline their daily operations. You’ll also need to ensure the POS system meets data security standards to prevent fraud or identity theft.
Throughout your selection process, the most important factor to consider is the cost. Budget constraints are typical for a small business. However, a smaller budget doesn’t mean the POS system should be of low quality.
6. What are the long-term costs a small business should expect from its POS system?
A small business’s POS system will most likely need more functionalities as its operations grow. Additional hardware with higher specifications and peripherals expands the POS system’s capabilities.
Aside from this, payment processing fees are a recurring cost for small businesses. Regardless of the volume of transactions, these fees are charged by POS apps or software. A small business owner should check whether these fees increase over time.
Lastly, small business owners should also be aware of their POS system’s maintenance costs. POS systems with a modular design are easier and less expensive to repair or replace.
7. Should a small business’s POS system include a product warranty?
Yes, a small business’s POS system should include a product warranty. This should already be included in the upfront payment of the POS system. You should ensure the product warranty is valid for at least a year. During this period, the small business can check if the POS system is working as expected.
Any issues can easily be resolved with the manufacturer thanks to the product warranty. Some manufacturers also offer extended warranties at an additional cost. This may be helpful to small businesses that prefer to have added protection for their POS system.
8. Does a small business need professional assistance to set up a POS system?
No, a small business shouldn’t need a professional’s assistance to set up its POS system. Ideally, small business owners should be able to set up their POS system on their own.
For this to happen, the device and POS app should be easy to navigate. Small business owners will very likely be familiar with Android, iOS, or iPadOS devices. Because of this, a mobile-based POS system will be easier for them to set up. The intuitive interface of these devices also ensures that employee onboarding will be less difficult.
9. Should a small business’s POS system be PCI-compliant?
Yes, a small business’s POS system should be PCI-compliant. By following these data security standards, businesses can process payments while protecting consumer data. A secure POS system prevents identity theft, fraud, cyberattacks, and other data breaches.
These safety standards need to be upheld by a business’s POS app or software. Payment terminals, card readers, and other hardware used to process payments should be PCI-compliant as well.
10. Do all small business POS systems include their own software?
No, not all small business POS systems include their own software. Some POS system manufacturers only provide hardware and peripherals. On the other hand, others provide a complete POS system for small businesses to use. Meanwhile, some companies provide a POS software or app as an à la carte option.
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