POS System Buyer’s Checklist

# POSAdvice.com – POS System Buyer’s Checklist

## Your 27-Point Complete Evaluation Framework

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## How to Use This Checklist

This checklist contains the exact 27 points our team of POS experts uses when evaluating and recommending systems to clients. Rate each item on a scale of 1-5 for each system you’re considering:

– **5** = Excellent fit for your business
– **4** = Good fit
– **3** = Acceptable fit
– **2** = Poor fit
– **1** = Not suitable / Missing feature
– **N/A** = Not applicable to your business

Add up the scores. Higher scores indicate better fit. Systems scoring 100+ are strong candidates.

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## SECTION 1: CORE FUNCTIONALITY (20 points possible)

### Sales & Transaction Processing
– [ ] **Accepts all payment types** (Cards, Cash, Mobile, Checks, Gift Cards)
– System: _____ Score: _____

– [ ] **Real-time transaction reporting** (available immediately after sale)
– System: _____ Score: _____

– [ ] **Multiple register/terminal support** (needed if multi-location)
– System: _____ Score: _____

– [ ] **Customizable receipts** (Can add your branding, messaging, promotions)
– System: _____ Score: _____

### Inventory Management
– [ ] **Real-time inventory tracking** (Know stock levels immediately)
– System: _____ Score: _____

– [ ] **Multi-location inventory visibility** (See all locations in one view)
– System: _____ Score: _____

– [ ] **Automatic stock alerts** (Notified when items are low)
– System: _____ Score: _____

– [ ] **Inventory transfer between locations** (Easy to move stock)
– System: _____ Score: _____

### Customer Management
– [ ] **Customer profiles/Database** (Track purchase history)
– System: _____ Score: _____

– [ ] **Loyalty program support** (Built-in or easy integration)
– System: _____ Score: _____

– [ ] **Email/SMS marketing from POS** (Send offers to customers)
– System: _____ Score: _____

– [ ] **Customer analytics** (Top customers, repeat rate, avg purchase)
– System: _____ Score: _____

**SECTION 1 SUBTOTAL: ___ / 60**

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## SECTION 2: REPORTING & ANALYTICS (15 points possible)

### Data & Insights
– [ ] **Sales reports by day/week/month/year** (Basic reporting)
– System: _____ Score: _____

– [ ] **Sales by employee** (Tracks individual performance)
– System: _____ Score: _____

– [ ] **Sales by category/product** (See what sells best)
– System: _____ Score: _____

– [ ] **Profitability analysis** (Know margin by item)
– System: _____ Score: _____

– [ ] **Custom report builder** (Create your own reports)
– System: _____ Score: _____

**SECTION 2 SUBTOTAL: ___ / 75**

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## SECTION 3: INTEGRATION CAPABILITIES (10 points possible)

### Existing Tool Compatibility
– [ ] **Accounting software integration** (QuickBooks, Xero, FreshBooks, etc.)
– System: _____ Score: _____

– [ ] **Payment processor flexibility** (Not locked into one provider)
– System: _____ Score: _____

– [ ] **E-commerce integration** (Sync with online store)
– System: _____ Score: _____

– [ ] **Third-party app marketplace** (Apps you need available)
– System: _____ Score: _____

– [ ] **API for custom integrations** (Can build custom connections)
– System: _____ Score: _____

**SECTION 3 SUBTOTAL: ___ / 75**

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## SECTION 4: HARDWARE & SETUP (8 points possible)

### Equipment & Implementation
– [ ] **Hardware options match your needs** (Compact, portable, large format)
– System: _____ Score: _____

– [ ] **Works with existing peripherals** (Printers, scanners, drawers)
– System: _____ Score: _____

– [ ] **Quick setup time** (Days, not weeks)
– System: _____ Score: _____

– [ ] **Data migration from old system** (Easy transition)
– System: _____ Score: _____

– [ ] **Mobile/Tablet compatibility** (Can use phones/tablets)
– System: _____ Score: _____

– [ ] **Offline mode capability** (Works if internet goes down)
– System: _____ Score: _____

– [ ] **Hardware warranty/support** (Clear coverage and process)
– System: _____ Score: _____

– [ ] **Hardware upgrade path** (Can scale as business grows)
– System: _____ Score: _____

**SECTION 4 SUBTOTAL: ___ / 40**

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## SECTION 5: RELIABILITY & SUPPORT (8 points possible)

### Uptime & Customer Service
– [ ] **99.9% or better uptime guarantee** (SLA in writing)
– System: _____ Score: _____

– [ ] **24/7 customer support availability** (Always available)
– System: _____ Score: _____

– [ ] **Response time guarantee** (Fast help for urgent issues)
– System: _____ Score: _____

– [ ] **Phone, chat, and email support options** (Multiple contact methods)
– System: _____ Score: _____

– [ ] **Knowledge base/documentation** (Can solve issues yourself)
– System: _____ Score: _____

– [ ] **Community forum** (Help from other users)
– System: _____ Score: _____

– [ ] **Training and onboarding included** (Help learning the system)
– System: _____ Score: _____

– [ ] **Dedicated account manager** (Personal contact for your account)
– System: _____ Score: _____

**SECTION 5 SUBTOTAL: ___ / 40**

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## SECTION 6: PRICING & COSTS (10 points possible)

### True Cost of Ownership
– [ ] **Transparent pricing** (No hidden fees)
– System: _____ Score: _____

– [ ] **Reasonable payment processing rates** (Competitive with market)
– System: _____ Score: _____

– [ ] **No lock-in contracts** (Can cancel with reasonable notice)
– System: _____ Score: _____

– [ ] **Add-on features reasonably priced** (Don’t charge excessive premiums)
– System: _____ Score: _____

– [ ] **Upgrade/scaling costs are clear** (Know what you’ll pay when you grow)
– System: _____ Score: _____

– [ ] **White-glove onboarding cost reasonable** (Training/setup fees justified)
– System: _____ Score: _____

– [ ] **Hardware costs are competitive** (Registers, printers, scanners priced right)
– System: _____ Score: _____

– [ ] **Data export is free** (If you leave, you can take your data)
– System: _____ Score: _____

– [ ] **Mobile payments fees competitive** (Same rate as in-store, or close)
– System: _____ Score: _____

– [ ] **ROI timeline is clear** (Vendor can document ROI in 12 months)
– System: _____ Score: _____

**SECTION 6 SUBTOTAL: ___ / 50**

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## SECTION 7: SECURITY & COMPLIANCE (4 points possible)

### Protection & Regulations
– [ ] **PCI-DSS Compliant** (Meets payment security standards)
– System: _____ Score: _____

– [ ] **Data encryption** (Transactions are encrypted)
– System: _____ Score: _____

– [ ] **Regular security audits** (Vendor verifies security)
– System: _____ Score: _____

– [ ] **Tax compliance features** (Helps with sales tax, VAT, etc.)
– System: _____ Score: _____

**SECTION 7 SUBTOTAL: ___ / 20**

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## SECTION 8: SCALABILITY & GROWTH (8 points possible)

### Future-Proofing Your Investment
– [ ] **Easy to add new locations** (Scaling up doesn’t require rebuilding)
– System: _____ Score: _____

– [ ] **Can handle increased transaction volume** (Won’t slow down as you grow)
– System: _____ Score: _____

– [ ] **Add new payment types later** (Can evolve with your business)
– System: _____ Score: _____

– [ ] **Advanced features available as you grow** (Don’t outgrow the system)
– System: _____ Score: _____

– [ ] **Integration with enterprise tools** (If you grow, can connect to bigger systems)
– System: _____ Score: _____

– [ ] **Franchise/partner support** (If you want to franchise later)
– System: _____ Score: _____

– [ ] **API stability** (Integrations won’t break with updates)
– System: _____ Score: _____

– [ ] **Regular feature updates** (System improves over time)
– System: _____ Score: _____

**SECTION 8 SUBTOTAL: ___ / 40**

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## FINAL SCORING SUMMARY

**TOTAL SCORE SHEET:**

| System Name | Section 1 | Section 2 | Section 3 | Section 4 | Section 5 | Section 6 | Section 7 | Section 8 | **TOTAL** |
|—|—|—|—|—|—|—|—|—|—|
| System A | ___ | ___ | ___ | ___ | ___ | ___ | ___ | ___ | **___ / 400** |
| System B | ___ | ___ | ___ | ___ | ___ | ___ | ___ | ___ | **___ / 400** |
| System C | ___ | ___ | ___ | ___ | ___ | ___ | ___ | ___ | **___ / 400** |

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## SCORING GUIDELINES

– **350-400:** Excellent choice – Strong fit for your business
– **300-349:** Good choice – Meets most of your needs
– **250-299:** Acceptable choice – Will work but has some gaps
– **200-249:** Poor fit – Missing important features
– **Below 200:** Not recommended – Better options available

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## ADDITIONAL EVALUATION CRITERIA

### References & Track Record
– [ ] **Vendor has been in business 5+ years**
– [ ] **Positive customer reviews** (Check G2, Capterra, Trustpilot)
– [ ] **Case studies available** (Real customers you can reference)
– [ ] **References provided** (Talk to existing customers)

### Contract Terms
– [ ] **Contract length reasonable** (Month-to-month or 1-year, not 3+ years)
– [ ] **Early termination options** (How to exit if needed)
– [ ] **Service Level Agreement (SLA) available** (Guarantees in writing)
– [ ] **Cancellation process clear** (Know how to end relationship)

### Implementation Timeline
– [ ] **Go-live within 2-4 weeks** (Not months)
– [ ] **Testing period before full launch** (Can verify before switching)
– [ ] **Parallel running possible** (Can run old and new system temporarily)
– [ ] **Staff training included** (Your team gets trained)

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## NOTES & RED FLAGS

**Red Flags to Watch For:**

– ⚠️ Vendor won’t discuss pricing upfront
– ⚠️ No SLA or uptime guarantee offered
– ⚠️ Customer support only available during business hours (not 24/7)
– ⚠️ Data locked in vendor’s format (hard to export)
– ⚠️ Contracts 3+ years with huge penalty for early exit
– ⚠️ Expensive hidden fees (setup, training, integrations)
– ⚠️ Poor reviews on independent sites
– ⚠️ Vendor going through company changes (acquisition, bankruptcy)
– ⚠️ Won’t provide references from similar businesses

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## NEXT STEPS

1. **Complete this checklist** for 2-3 systems you’re considering
2. **Review reference calls** with existing customers
3. **Request trial period** – Test drive before committing
4. **Negotiate pricing** – Don’t accept first quote
5. **Get everything in writing** – Contract, SLA, migration plan
6. **Plan implementation** – Timeline, training, go-live process

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## ABOUT POSADVICE.COM

POSAdvice helps businesses choose and implement the right POS system. This checklist is just one of our free resources. We also offer:

– **Free consultation** – Talk to a POS expert about your specific needs
– **Detailed comparison guides** – Side-by-side system comparisons by industry
– **ROI calculator** – Calculate your exact cost savings
– **Implementation support** – Help during your transition

**Ready to move forward?** [Schedule a free consultation](https://posadvice.com/consultation) with our team.

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**Document Version:** 1.0
**Last Updated:** December 2024
**© POSAdvice.com – All Rights Reserved**

*This checklist is a framework to guide your evaluation. Your specific business needs may require emphasis on different criteria. When in doubt, discuss with POSAdvice.*