Running a bakery requires specialized POS technology that can handle unique operational challenges—from selling items by weight to managing custom cake orders with deposits. Unlike standard retail or restaurant POS systems, bakery point-of-sale systems must seamlessly integrate scales, track complex production schedules, handle pre-orders weeks in advance, and manage both quick counter sales and elaborate custom creations.

Whether you’re operating a small neighborhood bakery, a high-volume production facility, or a café-bakery hybrid, choosing the right POS system can dramatically improve efficiency, reduce errors, and increase profitability. In this comprehensive guide, we’ll explore the top bakery POS systems for 2025, key features you need, and how to select the perfect solution for your specific bakery operations.

Essential Features for Bakery POS Systems

Not all POS systems are created equal when it comes to bakery operations. Here are the critical features your bakery POS must have:

1. Quick Transaction Processing

During morning rush hours, bakeries need lightning-fast checkout capabilities. Your POS should support:

• Visual product catalogs with photos for easy item selection
• Barcode scanning for pre-packaged items
• Quick modifier keys for common variations (half dozen, full dozen)
• Saved customer orders for regular customers
• Multiple payment methods including contactless, mobile wallets, and gift cards

2. Scale Integration

Selling items by weight—bread, pastries, cookies by the pound—requires seamless scale integration:

• Direct integration with digital scales via USB or Bluetooth
• Automatic price calculation based on weight and price per pound/kilogram
• Support for multiple pricing tiers (by piece vs. by weight)
• Tare weight functionality for containers and bags
• Label printing with weight, price, and barcodes

3. Custom Order Management

Custom cakes, wedding cakes, and special event orders are high-margin products that require sophisticated management:

• Detailed order forms capturing design specifications, flavors, decorations
• Photo attachments for reference images
• Automated production scheduling and reminders
• Deposit and payment milestone tracking
• Customer communication tools (SMS/email notifications)
• Pickup date and time scheduling

4. Pre-Order and Reservation System

Many bakery items, especially for holidays and special occasions, are ordered days or weeks in advance:

• Online ordering portal integration
• Calendar view of upcoming orders
• Automated reminder emails/texts to customers
• Deposit collection at order time
• Inventory allocation to prevent overselling
• Pickup time slot management

5. Inventory and Ingredient Tracking

Bakeries need to track both finished goods and raw ingredients:

• Recipe management with ingredient lists
• Automatic ingredient depletion when items are sold
• Low stock alerts for critical ingredients
• Batch production tracking
• Waste and shrinkage recording
• Supplier management and purchase orders

Top 8 Bakery POS Systems for 2025

Custom Cake and Special Order Management

Custom cake orders represent some of the highest-margin sales for bakeries, but they also require the most detailed management. The right POS system should transform custom order chaos into a streamlined workflow.

Critical Custom Order Features

Detailed Order Intake Forms

Your POS should capture every detail of a custom order:

• Customer contact information and event details
• Cake size, shape, and serving requirements
• Flavor selections for cake and filling
• Frosting type and color specifications
• Decoration details and special requests
• Dietary restrictions or allergen concerns
• Reference photo uploads
• Delivery or pickup instructions

Production Workflow Integration

Once an order is placed, the POS should automatically:

• Create production schedules based on pickup/delivery date
• Generate task lists for bakers and decorators
• Send reminders at key production milestones
• Track order status from “ordered” to “completed”
• Alert staff to upcoming deadlines

Customer Communication Automation

Reduce phone tag and improve customer satisfaction with automated communications:

• Order confirmation emails with all details
• Payment reminder notifications
• Pre-pickup/delivery confirmation messages
• Thank you messages after order completion
• Review request follow-ups

Best Practices for Custom Order Management

1. Require deposits: Collect 25-50% deposit at order time to reduce cancellations
2. Set clear deadlines: Configure your system to enforce minimum lead times (e.g., 48-72 hours)
3. Use photo documentation: Take photos of completed orders for quality control and portfolio building
4. Track profitability: Monitor time spent vs. price charged to optimize pricing
5. Create templates: Build order templates for common requests (birthday cakes, wedding tiers)

Production and Ingredient Tracking

Unlike many retail businesses, bakeries must carefully track both finished products and raw ingredients. The right POS system acts as a production management tool, not just a sales register.

Recipe Management

Advanced bakery POS systems allow you to:

• Build recipe databases: Document every recipe with precise ingredient quantities
• Calculate costs automatically: The system multiplies ingredient costs by quantities used
• Scale recipes: Easily adjust recipes for different batch sizes
• Track recipe performance: See which items have the best margins
• Manage variations: Store different versions (gluten-free, vegan, etc.)

Ingredient Depletion

When you sell a dozen chocolate chip cookies, your POS should automatically deduct:

• Flour (based on recipe specifications)
• Sugar, butter, eggs, chocolate chips
• Any other ingredients used in that recipe

This real-time ingredient tracking provides several benefits:

• Accurate inventory counts: Know exactly how much of each ingredient remains
• Automated reordering: Set par levels and receive alerts when inventory runs low
• Waste reduction: Prevent over-ordering perishable ingredients
• Better forecasting: Historical data helps predict ingredient needs
• True cost tracking: Understand the real cost of each item sold

Production Planning

Smart bakery POS systems help you plan daily production:

• Sales forecasting: Predict demand based on historical sales data, day of week, and seasonality
• Par level management: Set target quantities for each product throughout the day
• Production sheets: Generate daily baking lists based on forecasts and pre-orders
• Batch tracking: Record when items were baked for freshness management
• Waste logging: Document unsold items for accurate cost analysis

Vendor and Supplier Management

Comprehensive systems include tools for managing your ingredient suppliers:

• Vendor contact information and terms
• Price tracking across multiple suppliers
• Purchase order generation
• Receiving and invoice matching
• Payment tracking and vendor statements

Scale Integration for By-Weight Items

Many bakery items are sold by weight rather than by piece—artisan bread, cookies by the pound, bulk pastries, and more. Proper scale integration is essential for accuracy, efficiency, and compliance.

How Scale Integration Works

Modern bakery POS systems connect to digital scales via:

• USB connection: Wired scales plugged directly into POS terminal
• Bluetooth: Wireless scales for mobility and flexibility
• Serial port: Traditional connection for legacy scales
• Network integration: Multiple scales connected via local network

Scale Transaction Workflow

1. Customer selects items (e.g., croissants by the pound)
2. Staff places items on scale
3. POS reads weight automatically (e.g., 1.25 lbs)
4. System calculates price based on price per pound ($12.99/lb × 1.25 = $16.24)
5. Price displays on screen and customer-facing display
6. Transaction completes with accurate weight-based pricing

Advanced Scale Features

Tare Weight Functionality

Subtract the weight of containers, bags, or boxes to charge only for product:

• Pre-program common container weights
• Automatic tare for consistent packaging
• Manual tare adjustment when needed

Multi-Tier Pricing

Set different prices based on quantity purchased:

• Single item price (e.g., $2.50 each)
• By-weight pricing (e.g., $12.99/lb when buying multiple)
• Bulk discounts at higher quantities

Label Printing

Generate compliant labels with:

• Product name and description
• Weight (net and gross)
• Price per unit and total price
• Barcode for quick scanning
• Date/time and “sell by” information
• Ingredient lists and allergen warnings (if required)

Compliance Considerations

When selling by weight, you must comply with local weights and measures regulations:

• Scale certification: Use certified, regularly calibrated scales
• Price display: Clearly show price per unit and total price
• Unit selection: Allow customers to see weights in preferred units (pounds/ounces or kilograms/grams)
• Receipt details: Print weight, unit price, and extended price on receipts
• Regular calibration: Schedule periodic scale testing and certification

Compatible Scale Brands

Most bakery POS systems integrate with popular scale manufacturers:

• CAS Corporation: AP and PD series scales
• Avery Weigh-Tronix: ZM and ZK series
• Mettler Toledo: Ariva and bPlus scales
• Bizerba: Commercial bakery scales
• Detecto: Point-of-sale scales

Always verify scale compatibility with your specific POS system before purchasing.

Pre-Order and Deposit Handling

Pre-orders are the lifeblood of many bakeries, especially during holidays and special occasions. Your POS system should make pre-order management seamless for both staff and customers.

Online Pre-Order Portal

Modern bakery POS systems integrate with online ordering platforms:

• Customer-facing website: Branded ordering page showing available items
• Product catalogs: Photos, descriptions, and pricing for pre-order items
• Availability calendars: Customers see open pickup dates and time slots
• Customization options: Form fields for special requests and personalization
• Secure payment processing: Collect deposits or full payment online
• Automatic confirmation: Instant order confirmation via email/SMS

Deposit Management

Requiring deposits reduces no-shows and protects your business. Your POS should support:

Flexible Deposit Options

• Percentage-based: Collect 25%, 50%, or any percentage of total
• Fixed amount: Require specific deposit regardless of order size
• Item-specific: Different deposit rules for different products
• Full payment upfront: Option to collect entire payment at ordering

Payment Milestone Tracking

• Track initial deposit payment
• Schedule and send balance due reminders
• Accept partial payments leading up to pickup
• Automatically calculate remaining balance
• Prevent pickup until payment is complete (if configured)

Deposit Refund Handling

Your POS should manage cancellations and refunds according to your policies:

• Configure cancellation deadlines (e.g., “72 hours before pickup”)
• Automate refund calculations based on timeline
• Process refunds to original payment method
• Track and report on cancellation rates
• Store cancellation reasons for analysis

Pickup Scheduling and Management

Time Slot Configuration

Prevent pickup chaos by managing appointment slots:

• Set available pickup windows (e.g., 9am-10am, 10am-11am)
• Limit number of orders per time slot
• Block slots for holidays or special closures
• Adjust capacity based on order complexity
• Offer curbside, counter, or delivery options

Pickup Day Operations

On pickup day, your POS should display:

• List of orders organized by pickup time
• Order status (ready, in production, picked up)
• Payment status and balance due
• Special notes and instructions
• Customer contact information for no-shows

Inventory Allocation

Pre-orders should reserve inventory to prevent overselling:

• Allocated inventory: Pre-ordered items are marked as “reserved”
• Available to promise: System shows only unreserved inventory for new sales
• Production planning: Pre-orders automatically added to production schedules
• Capacity limits: System prevents accepting more orders than can be fulfilled

Holiday and Peak Season Management

During busy periods (Thanksgiving, Christmas, Mother’s Day), specialized tools help:

• Pre-order cutoff dates: Automatically close ordering after deadline
• Limited menus: Offer only specific items during peak times
• Bulk production planning: Aggregate all orders to create efficient baking schedules
• Staff scheduling integration: Ensure adequate staffing for pickup volume
• Customer notifications: Mass communications about pickup procedures

Display Case Management

The bakery display case is where sales happen. Your POS system should help you manage what’s in the case, track freshness, and optimize product mix.

Real-Time Inventory Tracking

Know exactly what’s available in your display case at any moment:

• Live inventory counts: Automatically decremented with each sale
• Multiple locations: Track different cases separately (main counter, grab-and-go, window display)
• Batch timestamps: Know when each batch was added to the case
• Low stock alerts: Get notified when popular items run low
• Out of stock handling: Remove items from register when depleted

Freshness Management

Ensure customers always receive fresh products:

• Production timestamps: Record when items were baked
• Shelf life tracking: Set freshness windows for each product type
• Expiration alerts: Notify staff when items approach end of shelf life
• First-in-first-out (FIFO): Guide staff to sell older items first
• Waste logging: Track and analyze unsold items for production optimization

Planogram and Layout Tools

Some advanced systems offer visual case management:

• Digital planograms showing ideal product placement
• Photos of each case configuration
• Notes about merchandising best practices
• Seasonal layout templates
• A/B testing different arrangements

Dynamic Pricing and Markdowns

Reduce waste and maximize revenue with strategic pricing:

• Time-based discounts: Automatically reduce prices near closing time
• Day-old discounts: Special pricing for yesterday’s production
• Quick-sale buttons: Easy markdown tools at register (50% off, BOGO)
• Bulk pricing: Automatic discounts for multiple quantities
• Happy hour specials: Scheduled promotions during slow periods

Product Performance Analytics

Use POS data to optimize your display case mix:

• Sales velocity: See which items sell fastest at different times
• Profitability analysis: Identify highest-margin products
• Waste rates: Find items that frequently go unsold
• Customer preferences: Track what sells out vs. what lingers
• Seasonal trends: Understand demand patterns throughout the year

Restocking and Production Triggers

Connect your display case to your kitchen:

• Set par levels for each product (e.g., “always have 12 croissants in case”)
• Automatic alerts to production staff when levels drop
• Kitchen display showing priority restocking needs
• Integration with production schedules
• Rush order capabilities for unexpected demand

Bakery POS System Pricing Comparison

Understanding the total cost of ownership is crucial when selecting a bakery POS system. Here’s a comprehensive breakdown:

Hidden Costs to Consider

Beyond the obvious monthly fees and transaction costs, budget for:

• Setup and installation: $0-$2,000 depending on complexity
• Training: Staff onboarding time and potential training fees
• Additional hardware: Receipt printers ($200-$400), cash drawers ($100-$300), scales ($150-$800)
• Internet connectivity: Reliable high-speed internet ($50-$150/month)
• Backup systems: Offline mode hardware or 4G backup ($20-$50/month)
• Support contracts: Extended support or 24/7 assistance ($50-$200/month)
• Software integrations: Accounting software, online ordering platforms ($10-$100/month each)
• Credit card terminals: EMV-compliant terminals for chip cards ($50-$300)

Cost-Saving Tips

1. Negotiate transaction rates: Higher volume bakeries can often negotiate better processing rates
2. Bundle services: Some providers offer discounts when you use their payment processing
3. Annual payment discounts: Pay yearly instead of monthly for 10-20% savings
4. Used hardware: Certified refurbished equipment can save 30-50%
5. Start small: Begin with essential features and add advanced tools as you grow
6. Free trials: Test systems before committing with free trial periods

How to Choose the Right Bakery POS System

Selecting a POS system is a significant decision that will impact daily operations for years. Follow this framework to make the best choice for your bakery:

Step 1: Assess Your Bakery Type and Needs

Different bakery models have different requirements:

Retail Bakery (Walk-in customers, display case sales)

• Priority: Fast checkout, visual product selection, scale integration
• Best systems: Square, Lightspeed, Clover
• Key features: Quick transactions, inventory management, customer loyalty

Custom Cake Bakery (Special orders, events)

• Priority: Order management, production scheduling, deposit handling
• Best systems: Bake Diary, CakeBoss, Square (with custom order app)
• Key features: Detailed order forms, customer communication, photo storage

Bakery-Café (Combined bakery and coffee shop)

• Priority: Table service, kitchen coordination, menu management
• Best systems: Toast, Square for Restaurants, Clover
• Key features: Table management, kitchen displays, modifier options

Wholesale Bakery (Production for restaurants, grocery stores)

• Priority: Large order management, invoicing, delivery scheduling
• Best systems: Revel, Lightspeed, Toast
• Key features: Wholesale pricing, route management, B2B invoicing

Multi-Location Bakery (Franchise or multiple stores)

• Priority: Centralized reporting, consistent operations, role-based access
• Best systems: Lightspeed, Revel, Toast
• Key features: Multi-store management, consolidated reporting, centralized menus

Step 2: List Your Must-Have Features

Create a checklist of essential features based on your daily operations:

Essential for All Bakeries:

• ✓ Quick, intuitive checkout process
• ✓ Visual product catalog with photos
• ✓ Basic inventory tracking
• ✓ Sales reporting and analytics
• ✓ Employee management
• ✓ Receipt printing
• ✓ Multiple payment methods (cards, mobile pay, cash)

Important for Growing Bakeries:

• □ Scale integration for by-weight pricing
• □ Pre-order and pickup scheduling
• □ Online ordering integration
• □ Customer database and marketing tools
• □ Loyalty program capabilities
• □ Advanced inventory management
• □ Accounting software integration

Advanced Features for Specialized Bakeries:

• □ Custom order management system
• □ Recipe and ingredient tracking
• □ Production planning and scheduling
• □ Kitchen display systems
• □ Deposit and payment milestone tracking
• □ Multi-location management
• □ API access for custom integrations

Step 3: Set Your Budget

Calculate your total budget including:

• Initial investment: Hardware, installation, setup fees
• Monthly recurring: Software subscription, support, integrations
• Transaction costs: Estimate monthly processing fees based on sales volume
• Hidden costs: Training, internet upgrades, maintenance

Step 4: Test Multiple Systems

Never commit without hands-on testing:

1. Sign up for free trials: Most systems offer 14-30 day trials
2. Create test products: Build your actual menu to see workflow
3. Process practice transactions: Simulate real busy periods
4. Get staff input: Have employees test the interface
5. Test support: Contact customer service with questions
6. Review reports: Ensure you can access the data you need

Step 5: Check Integration Requirements

Your POS doesn’t exist in isolation. Verify it integrates with:

• Accounting software (QuickBooks, Xero)
• Online ordering platforms
• Email marketing tools (Mailchimp, Constant Contact)
• Delivery services (DoorDash, Uber Eats)
• Loyalty program providers
• Scales and specialized bakery hardware
• Existing website or e-commerce platform

Step 6: Read Reviews and References

Learn from other bakery owners:

• Search for “[POS System] bakery reviews”
• Ask for references from the vendor (specifically bakery customers)
• Join bakery owner forums and Facebook groups
• Check Better Business Bureau ratings
• Look for case studies in similar bakery types
• Watch video reviews and demos on YouTube

Step 7: Understand the Contract

Before signing, clarify:

• Contract length: Month-to-month vs. multi-year commitment
• Cancellation terms: Early termination fees or penalties
• Price lock guarantees: Will rates increase after promotional period?
• Hardware ownership: Do you own equipment or lease it?
• Data ownership: Can you export all your data if you switch?
• Support terms: What’s included vs. extra cost?
• Update policy: How often is software updated? What’s the cost?

Red Flags to Avoid

• ❌ No free trial or demo available
• ❌ Long-term contracts required before testing
• ❌ Vague or hidden pricing
• ❌ Poor customer reviews, especially for support
• ❌ Proprietary payment processing you can’t change
• ❌ No clear data export capabilities
• ❌ Aggressive sales tactics or pressure to commit
• ❌ Systems that haven’t been updated recently
• ❌ No integration options with other tools

Frequently Asked Questions

Ready to Modernize Your Bakery Operations?

Choosing the right POS system can transform your bakery from chaotic to efficient, from reactive to data-driven, and from surviving to thriving.