POS Installation: Setting up your point of sale system smoothly

Your point of sale (POS) system is probably one of the most important tools in your business. It’s what lets you make sales and complete transactions quickly and easily. On top of that, it can help you with inventory management, track sales data, and take care of your customers and employees from one cloud-based device.

With all of the brilliant features, you can see why picking the right one is important, but just as key is setting it up properly. The last thing you want is for it to get all tangled up during the setup.

In this complete guide we're going to give you the lowdown on POS installation. We'll run you through some tips for finding the very best provider, and then share everything you need to set up a POS. Let's get into it.

Pre-installation POS requirements

First things first, you need to find the best POS system for your business. There's a ton of POS systems out there. In fact, the POS software market industry is projected to grow from USD 17.71 Billion in 2022 to USD 45.05 billion by 2030. However, not all POS systems are created equal.

Most POS systems offer the basic features you need, but some go the extra mile and offer industry-specific features that'll help you stand out in a crowded market and go up against those big conglomerates.

Here are some things you should consider when choosing a POS system for your business.

Figure out what hardware and software your business needs

In the same way POS systems are different, so are businesses. For example, a retail store might need different POS features than a restaurant. A restaurant POS needs to handle things like table management and delivery services, while a retail business might focus more on inventory tracking, SKUs, and barcode scanning. So, it’s important to figure out what specific hardware and software your business needs to keep things running smoothly.

A general rule of thumb is to find a POS provider that caters to your specific industry. It's likely they'll have more of the software and hardware you'll need.

Consider smooth compatibility with your existing systems

Do you have a CRM system? How about accounting software that automates your company's financials? Perhaps you’re big on email marketing and rely on popular tools like Mailchimp?

You're not alone. Statistica found that organizations worldwide use an average of around 130 software as a service (SaaS) applications, an increase of every year since 2015.

So when it comes to POS installation, it’s crucial that your POS system integrates smoothly with your existing systems. Whether it's your CRM, inventory management tools, or sales software, many POS systems now offer third-party integrations that make syncing with other software seamless. This means no more manual data entry or human error when importing product data or customer data.

Look for modern POS systems that are designed to work with the systems you already use, whether it’s accounting software, sales channels, or payment processors. The better the integration, the more streamlined your business operations will be. For example, if you use barcode scanners for inventory in your retail operations, make sure your POS hardware works smoothly with them. Or if you use loyalty programs, check if the POS solution can easily connect with those as well.

Some POS providers, such as Epos Now, provide their customers with an API integration. This useful app lets you integrate your existing software with your POS system. 

Prepare the physical space 

Take a moment to plan out the physical space where everything will go. The layout of your retail store or hospitality business can make or break your POS setup process.

Think about where you’ll place your POS hardware, like the payment terminal, receipt printer, barcode scanner, and cash drawer. Ideally, these should be within easy reach for both customers and staff. Ensure there's enough space for your POS device to be set up securely, with room for your staff to move freely during sales transactions.

It’s also worth considering your store’s flow. Can customers easily approach the checkout area, or do they have to navigate through a maze of shelves? A clean, organized space will help speed up the checkout process and reduce stress for both employees and customers.

Other technical requirements 

When prepping for POS installation, there are a few more technical details to consider to ensure everything runs smoothly. Besides the POS hardware and physical space, you'll need to check your system's technical requirements. Here's a quick list of what to keep in mind:

1. Power supply: If you're using a countertop terminal for your POS system, check if the area has a suitable power source and cables.
2. Network and security: Make sure your internet access is solid and your payment terminal can connect without issues.

How to set up a POS system: Step-by-step process

In eight easy steps, you'll be up and running. These include:

1. Install your POS hardware 

For some retailers, a simple mobile POS device and a payment terminal might be all they need. But for others, this might mean adding a receipt printer, barcode scanner, cash drawers, or even a countertop device for managing sales. If you own a restaurant, bar or cafe you might also need a KDS system.

The key is ensuring that your POS hardware is placed where it makes sense. Set everything up with a focus on practicality, making sure that every piece of equipment is connected properly and ready to go. Also be sure to double-check all your POS devices for smooth functionality before moving on to the software.

2. Launch the software in the terminals

With cloud-based POS software like Epos Now's complete POS software, there’s no need for complex installations. Instead, just make sure your computer has internet access. Open your browser, go to your store’s URL, and you’re all set.

If you’re using a tablet POS system, simply download and install the POS software application from the App Store. Once it’s installed, log in and start setting up your account. This usually involves entering details like your business name, store location, the number of outlets you have, and tax settings.

Don’t worry, most POS software will guide you with prompts or walk-throughs to help you along the way. Our POS support team will also guide you through this.

3. Set up user accounts 

Whether you're running a retail store or a hospitality business, setting up user accounts is essential. You’ll need to create profiles for your team members, like:

• Admins
• Managers
• Cashiers
• Wait staff (for restaurants or bars)

Most POS systems let you assign different user permissions so you can control who gets access to certain features. For example, admins usually have full control over everything, while cashiers may only have access to the checkout screen. In a restaurant POS, wait staff may only need access to order entry and table management, while managers might handle inventory, sales reports (check out our POS reports guide for more on this), and cash management.

This segmentation of permissions streamlines your team’s experience with the system. That means that the systems will be easier for everyone to use and allow them to do their jobs with more efficiency. 

4. Organize your inventory management

Whether you’re running a retail store or a hospitality business, getting your inventory in order is a big deal. Your POS system should come with built-in inventory management tools to help you track everything - like SKUs, stock levels, and even ingredients if you’re in the restaurant game.

Start by adding all your inventory items or products to your POS system. This might mean uploading a product catalog, complete with details like names, prices, categories, and barcodes. For restaurants, it’s all about entering your menu items and linking them to the ingredients you stock. If you’ve got a new POS system, this step can feel a bit tedious, but most modern POS systems let you import data in bulk.

Once everything is logged, take advantage of POS features like low stock alerts, sales tracking, and even automated reordering. These tools make it easier to stay on top of your inventory, so you’ll never run out of your bestsellers or a key ingredient during a busy dinner service.

5. Import all your customer data 

Importing your customer data into your POS system helps you build better relationships and run more effective sales channels like loyalty programs or personalized marketing. Most POS solutions let you import data from a CSV file or even directly from your CRM system. Key details to include are:

• Customer names
• Contact details (email, phone, address)
• Purchase history
• Birthdays (for those cheeky discounts or promotions)
• Loyalty program info (if you’ve already got one running)

For restaurants, you might also want to track special preferences or dietary restrictions—because nothing says "we care" like remembering a regular’s gluten allergy.

Once this data is in your system, you can use it for things like targeted email campaigns, loyalty program perks, or even greeting repeat customers by name. A modern POS system doesn’t just process sales transactions—it helps you connect with your customers on a whole new level.

6. Connect your software with any other business apps

Your POS system should be part of a team that keeps your business operations running smoothly. By connecting it with your other business apps, you can save time, reduce human error, and get all your tools working together like a dream team. For example:

• CRM software
• Accounting apps
• Marketing tools
• Online reservations and bookings
• Delivery services
• Small business management apps 

Many modern providers have created tech that's designed to integrate seamlessly with these apps, making the POS setup process quick and painless. Just log into your POS software, find the integrations section, and link the tools you use daily.

7. Connect  your payment terminals 

Time to get those payment terminals up and running! Your POS system isn’t complete without connecting your card readers, payment processor, and maybe even your cash drawer (because not everyone pays by card).

Most modern POS systems make this step simple. Here’s how it usually goes:

• Plug in your payment terminal (or connect via Bluetooth or Wi-Fi if it’s wireless).
• Sync the terminal with your POS software—you’ll likely find a step-by-step guide or video tutorials in your POS provider's resources.
• Test the connection by running a dummy transaction.

For hospitality businesses, don’t forget to link your terminals to your tableside ordering system (if you have one) so customers can pay directly at the table. If you're using mobile payment options like Apple Pay or Google Wallet, make sure those are enabled too.

8. Train your staff with the new POS equipment 

It shouldn't take a PhD to operate your system. However, does take a little training. The good news is that with most modern POS systems, like those from Epos Now, your team can get up to speed in just 15 minutes, thanks to user-friendly interfaces. You must ensure that your staff know how to:

• Process sales transactions.
• How to use a POS system
• Use the barcode scanner, cash drawer, and receipt printer.
• Navigate the inventory management tools to check stock levels or update product details.
• Handle refunds, exchanges, and loyalty program redemptions.

Decide your setup method

When it comes to POS system installation, you’ve got two main options: go pro or do it yourself.

Getting professional help from your POS provider

If you're not a fan of fiddling with wires or syncing devices, leave it to the experts. The best POS providers offer free, professional POS installation services, ensuring everything from your payment terminals to your barcode scanners integrates seamlessly.

Set up your POS yourself (DIY) 

If you've opted for a provider that doesn't offer this, you can totally set up your POS system yourself! Most modern POS systems are designed to be user-friendly, with step-by-step guides, tutorials, and even helpdesk support to walk you through the process.