The Best POS Systems for Coffee Shops

The right point-of-sale (POS) system can help you manage every aspect of your coffee shop. A POS system makes tracking customer orders and managing payments easier in a coffee shop’s fast-paced environment. It can help you monitor inventory levels and identify which beverages and food items are most popular with customers.

With numerous options on the market, finding the right POS system can be challenging. We’ve evaluated dozens of POS solutions to determine the five best platforms for coffee shops specifically. We evaluated POS system costs, ease of use, and features that facilitate ordering, menu management, inventory control, loyalty programs and more to determine the best POS systems for coffee shops.

When you invest in a POS system, you must pay for the platform’s software and the hardware you need for operations. The software costs are usually paid monthly, though some companies offer a discount for annual payments. Depending on the features you need, you can expect to pay anywhere from nothing to $200 or more monthly for POS software.

POS hardware costs are usually a one-time fee; precise costs will vary depending on the types and quantity of devices you need. For example, some businesses may be able to get by with a card reader and tablet, while others may need self-service kiosks and kitchen displays.

You must also pay ongoing credit card processing fees that will vary depending on your payment processor. When evaluating different POS systems, ask about additional charges like activation fees, installation fees and user licenses.

Anyone who runs a coffee shop needs a reliable way to accept payments and track sales. But the best POS systems do much more than that. Pay close attention to the following features when seeking a coffee shop POS system.

Online Ordering

Online ordering features provide convenience for everyone. It helps your coffee shop operate more efficiently and generates a better customer experience. Customers can place an order online or through an app and pick up the items in the store. If you operate a larger coffee shop, you can also consider offering third-party delivery options.

Menu Management

When customers visit your coffee shop, they’ll want to customize their order. When ordering, they should easily be able to add an extra shot, dairy-free milk, an additional pump of vanilla or any other modifier they choose. It should be easy to modify these orders online and in the store.

Loyalty Programs

Building a customer loyalty program is a great idea for enhancing customer satisfaction. Customers can earn rewards like free drinks or food items, and you can collect data about their buying habits. Check whether loyalty programs are included with your POS system subscription or if you have to pay extra for this feature.

Inventory Management

Coffee shops need a way to manage their inventory levels and ensure they always have the items they need in stock. The right POS system will track your inventory and alert you when specific items are running low. Some systems may even automatically re-order these items for you.

The right POS system will improve your coffee shop’s functionality and make it easier to grow and scale your business. Take the following steps to choose the right POS system for your coffee shop.

1. Determine your coffee shop’s specific needs.

Start by determining the features you need in a POS system. For example, are you looking for an affordable POS system like Square that offers a free plan? Do you need something more comprehensive that provides inventory and menu management features? Understanding your priorities will make it easier to find the right POS system.

2. Research the best POS systems for coffee shops.

Start by researching available products and narrowing them down to the most promising solutions. You can use online guides to compare various vendors and match their offerings to your needs. You can also read through user reviews and customer comments on third-party review sites and the Better Business Bureau’s website. It’s helpful to find direct side-by-side comparisons to help you understand how various POS systems stack up. For example, our Clover vs. Toast comparison weighs these vendors’ features and pricing.

3. Register for demos and free trials.

Reach out to each company you’re considering and ask for a product demo. If the company offers a free trial, you can sign up and test the software before investing.

4. Get multiple POS system quotes and compare them.

Finally, obtain quotes from multiple vendors and compare your options. Compare and contrast what each package includes and which product gives you the most bang for your buck.

Here are some of the biggest benefits of using a POS system at your coffee shop:

Receive payments faster

POS systems make it easier to process customer payments quickly while accepting various payment methods for added convenience. In addition to accepting debit and credit card payments in-store, you can offer in-app purchases or let customers pay via a QR code or mobile wallet.

Manage your inventory

Manually tracking inventory is tedious and error-prone. A POS system will keep track of your coffee shop’s inventory and ensure you always have the necessary items on hand.

Create a better customer experience

POS systems come with many features to improve the customer experience, like loyalty programs and online ordering. Additionally, they help you process payments quickly, increasing customer convenience.

Boost operational efficiency

A POS system ensures your coffee shop is more productive and efficient. This allows you to stay organized and make business decisions faster.

Increase payment security

Most POS systems come with double user authentication, which reduces credit card fraud and the likelihood of your system getting hacked. As the administrator, you can grant or block access to specific users. These features ensure your data is secure at all times.