Getting Started with Your POS Machine: A Step-By-Step Guide
You’ve made your decision. It’s time to implement a POS machine into your business. Now what? Have no fear. We’ve mapped out what you need to know, including how to get a POS machine and how much does a POS machine cost.
Step 1: Determine What Type of Meets Your Business Needs
Before you can get a POS machine for your business, you need to figure out what type you’ll require.
The right POS machine for your business really depends on the kind of operation you’re running and the needs you’re looking to meet. Broadly, there are four types to consider:
- Desktop
- Handheld
- Mobile
- Virtual
Each of these options has strengths that make them a better fit for certain kinds of businesses. Here’s a quick look at how they compare and where each one works best:
| Business Type | Business Challenge | Best POS Machine | Connection | Why It’s Ideal |
|---|---|---|---|---|
| Fixed Counter i.e. Clothing, Shop, Grocery | Want a reliable connection | Desktop POS | Cable connect to telephone line or internet | Good processing speed because it’s constantly connected |
| No Fixed Counter i.e. Restaurant, Bars | No checkout counter | Handheld POS | Bluetooth or Wi-Fi internet connection | Take payments from anywhere in your establishment |
| On the Move i.e. Contractor, Landscaper, Plumber, Delivery Service | Conduct business off-site | Mobile or Handheld POS | Through a mobile network | Accept payments from any location |
| Online Business | Need secure, online payment solution | Virtual POS | Online platform | Accept payments via a website or mobile app |
Step 2: Research to Find Providers of the POS Machine You Want
Now that you know what type of POS machine your business needs, the next step if finding the right provider. There are a variety of ways you can do this.
Conduct an online research
Search on Google. Be specific with your search term. For example, “handheld POS machine provider for restaurant” or “mobile POS machine provider for contractors.” Using a specific search term like these two examples will help Google hyper focus its search result on providers that have exactly what you’re looking for and understand your industry.
If you’re a visual learner, use the same search term on Youtube and the chances are good some videos featuring the type of POS machine you’re interested in will appear in the results.
Talk to your current Payment Processor or Bank
If you already process debit/credit payments, ask your bank or payment provider which POS machines they support. Some offer bundled deals or discounts with specific POS vendors.
Speak to your peers
One of the best sources of information on solutions for small business owners is your fellow small business owner. Many of your colleagues already have POS machines. Talk to them and get their provider recommendations.
Step 3: Create a Shortlist of POS Machine Providers
From your research, narrow down your list to 3-5 providers that supply the type of POS machine you need, have experience in your industry, and have received strong reviews.
Step 4: Schedule Demos with each of the POS Machine Providers
With your shortlist of POS machine providers determined it’s time to see each brand’s solution in action.
Arranging a demo is as simple as contacting each of the providers through their website. Typically this will be done through an email form or by calling a toll-free number.
Note: during each demo session be sure to discuss pricing, fees, the service offering and contract details with each of the provider representatives.
Step 5: Compare and Decide
Once all of your demo sessions are complete it’s time to sit down and compare each provider to one another. To help you with this task we’ve created a table for you to fill out. For each attribute, assign a score between 1-5 or write the pros/cons.
| Criteria | Provider 1 | Provider 2 | Provider 3 | Provider 4 | Provider 5 |
|---|---|---|---|---|---|
| POS Type (Desktop, Handheld, Mobile, Virtual) | |||||
| Initial Cost (hardware, setup, installation) | |||||
| Ongoing Fees (monthly subscription, licensing) | |||||
| Transaction Fees (per swipe/tap/dip) % + flat rate) | |||||
| Contract Terms (length, cancellation policy) | |||||
| Payment Methods Accepted (credit, debit, digital wallets) | |||||
| Hardware/Software Included (cash drawer, printer, barcode scanner, app integrations) | |||||
| Integration Options (accounting, e-commerce, inventory management) | |||||
| Plug & Play or Need Professional Installation | |||||
| Support Services (phone, chat, 24/7 availability, training) | |||||
| Ease of Use/User Experience (staff training needed, intuitive design) | |||||
| Scalability (ability to add more terminals, multilocation support) | |||||
| Reputation & Reviews (trust score, peer feedback) | |||||
| Overall Notes |
Step 6: How to Get the POS Machine You’ve Chosen
Once you’ve completed the comparison stage of your POS machine review and picked the one that’s right for your business, the next step is to get it.
- The process starts by going to the provider’s website and completing their online application. During this step, you’ll also create an account for your business.
- After you submit the application, you’ll get an email notification once everything has been approved.
- Next, you’ll need to finalize your account details and link it to your business bank account.
- With that in order, it’s time to download the POS app and order any additional hardware you might need—such as a card reader, receipt printer, or barcode scanner.
- When the equipment arrives you just connect it to your POS system, and you’re all set to take payments.
How Much Does a POS Machine Cost?
Before you dive in and invest your valuable time conducting research and attending demo sessions for POS machines, you should have a ballpark idea of how much POS machines cost.
For a basic POS machine you can expect to pay between $300 to $1,000. The cost will vary depending on the brand you decide to go with and any additional items you need to include with it. These items could be things like a barcode scanner, QR code scanner, card reader, receipt printer, etc.
On top of this cost you may have a monthly subscription or percentage fee and a transaction fee on every sale you make. Some companies, like OTT Pay, don’t charge a monthly subscription fee on top of the initial purchase. With an OTT Pay POS machine, you pay either monthly rent, or purchase the terminal with a one-time payment.
Conclusion
Choosing and setting up a POS machine doesn’t have to feel overwhelming. By following the steps outlined in this article—from identifying the right type of system for your business, to researching providers, scheduling demos, and making a side-by-side comparison—you’ll be in a strong position to make an informed decision.