Skip to main content
Key Takeaways

The Price of Swiping: Your POS system is vital for efficient business operations, from sales to customer management. Choose wisely to avoid unnecessary headaches and costs while ensuring it supports your growth.

POS Costs—Diving Into the Numbers: POS systems' costs range from free to $300 monthly, depending on features. Consider hardware, licensing, transaction fees, and needs to optimize spending and system efficiency.

Tales of Hidden POS Fees: Beware of hidden costs, such as payment processing and additional register fees. Reading the fine print before committing can save on unexpected expenses down the line.

Types & Tales of POS Systems: POS systems vary by business need: cloud-based for scalability, mobile for flexibility, and legacy for robust offline functionality. Choose based on your selling method and budget.

Optimizing POS Pricing for Business Growth: Understand pricing models and consider long-term costs like software updates and fees. Negotiation can yield discounts, aligning cost with business growth and operational needs.

Your POS system isn’t just a cash register—it’s the nerve center of your business. The right one keeps sales flowing, inventory in check, and customers happy.

But POS system costs can range from surprisingly affordable to eye-wateringly expensive, depending on the features you need.

Go too cheap, and you risk frustrating customers with slow transactions and clunky reporting. Go too big, and you might pay for bells and whistles you don’t even use.

So how much should you really be paying for a POS system?

We’ll break down the numbers—from hardware and software fees to hidden costs—so you can make an informed decision that fits your budget and business needs. Let’s dive in.

How Much Does a POS System Cost?

POS system costs vary widely, from free plans to $300+ per month, depending on your business size and the features you need.

But that’s just the start—hardware, licensing, payment processing fees, and add-ons like tablet stands and barcode scanners can add to the total.

The key to budgeting for a POS system? Understanding what you actually need. Costs depend on factors like whether you need basic checkout functionality or advanced inventory tracking, loyalty programs, and ecommerce integration.

Why such a big price range? Features.

The more capabilities you want—like multi-location support, AI-driven analytics, or robust CRM tools—the higher the cost. Most POS providers offer tiered pricing, with core functions at the base level and premium add-ons available for an extra fee.

And, yeah, we have some favorite POS systems that range in pricing. Check out our top 10 here:

Plus, since you asked so nicely (let's pretend you just asked me for this), here's a quick comparison of the pricing for our top picks:

Tool Best For Trial Info Price
1

Best for ease of set up and use

Free plan available

From $29/month + processing fees Website
2

Best all-in-one system for small businesses

Free demo available

From $14.95/month + 2.6% + $0.10/transaction + $799 set up fee Website
3

Best for real-time inventory management

Free trial available

From $59/month Website
4

Best for high-volume businesses

Free account available

From 0.50% + $0.25 per transaction Website
5

Best for B2B sellers

Free demo available

From $99/month Website
6

Best for customer loyalty programs

Free trial available

From $99/month Website
7

Best for hardware bundles

Not available

Pricing upon request Website
8

Best for high-volume businesses in various industries

3-month free trial

From $79/month Website
9

Best for direct credit card processing

Free plan available

From $13.95 plus 0.29% + 1.55% per transaction Website
10

Best for customization

Free demo available

From $59/month + payment processing Website

OK, but what's the average cost of a POS system?

As we’ve covered, POS system pricing isn’t one-size-fits-all. Your total cost depends on the type of system, features, and hardware you need—but how much are businesses actually paying?

For small retailers, software costs typically fall between $0 and $99 per month, while hardware like mobile card readers or tablet-based registers can range from $50 to $800.

Then there are payment processing fees, which vary based on sales volume and provider rates.

And here’s where things get tricky: some providers bundle everything into a single subscription, while others charge separately for software, hardware, and every little add-on.

That’s why it’s important to dig into the details and compare options carefully.

We’ll break down the costs of each POS component in a bit, so you know exactly what to expect. First, let's just quickly talk about the types of systems you'll encounter.

Types of POS Systems

Choosing the right POS system depends on how and where you sell. Whether you’re running a brick-and-mortar store, an ecommerce business, or a hybrid model, the right system can streamline transactions and improve efficiency.

Here are the main types:

  • Legacy POS system. Traditional on-premises systems that store data locally. Best for larger retailers that need robust, offline functionality and don’t mind higher upfront costs.
  • Cloud-based POS system. Stores data online, allowing access from anywhere. Ideal for ecommerce businesses or multi-location retailers that need real-time syncing.
  • Tablet-based POS app. A flexible, budget-friendly option for small businesses or pop-up shops that need a mobile yet full-featured POS.
  • Mobile POS system. Designed for on-the-go transactions, often used by retailers with sales teams on the floor or businesses that sell at events and markets.

Each system has its pros and cons, so the right choice depends on your business size, operational complexity, and budget.

Price Components of POS Systems

POS system pricing isn’t just about the software—hardware, payment processing, and add-ons all factor into the total cost. Whether you're opening a new store or upgrading your setup, understanding these components can help you budget wisely and negotiate smarter.

Here are the essential hardware components to consider:

  • POS terminal. The main checkout device, which can be a traditional register, touchscreen monitor, or tablet-based system.
  • Cash drawer. Still a must-have for businesses that accept cash, even as digital payments grow.
  • Card reader. Allows you to process credit, debit, and contactless payments. Some are built into the terminal, while others are separate.
  • Barcode scanner. Speeds up checkout by scanning product barcodes instead of manually entering SKUs.
  • Receipt printer. Even with digital receipts on the rise, some customers still prefer a printed copy.
  • Customer-facing display. Lets customers see their order totals, apply discounts, and complete digital payments more seamlessly.

The right mix of hardware depends on how and where you sell. Up next, let’s break down what these components will actually cost.

We’ll keep you in the loop with fresh content, podcasts, how-to guides, tool reviews, and product exclusives.

By submitting you agree to receive occasional emails and acknowledge our Privacy Policy. You can unsubscribe at any time. Protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.

How much does the POS software cost?

Most modern POS systems are cloud-based, which means you’re not just buying software—you’re subscribing to it.

Monthly fees range from $0 to $100, depending on the features and level of support you need. Some providers throw in a free plan, but if you want advanced tools, expect to pay up.

At a minimum, your POS software should include:

  • Inventory management. Tracks stock in real time, updates across locations, and sends alerts before you run out of best-sellers.
  • Reporting and analytics. Shows which products are flying off the shelves, when sales peak, and what’s driving revenue.
  • Employee management. Keeps tabs on staff performance, controls user access, and connects with payroll systems.
  • Ecommerce integration. Syncs online and in-store orders, updates inventory instantly, and streamlines omnichannel fulfillment.
  • Customer relationship management (CRM). Saves customer purchase history, personalizes marketing, and powers loyalty programs.

If you’re running a small business, don’t just look at what you need today—think about where you’re headed. A system that scales with your growth means fewer headaches (and expensive software switches) down the road.

How much does POS hardware cost?

POS hardware costs vary widely depending on the type of system you choose, whether it’s a simple mobile setup or a full in-store register. Here’s what you can expect to pay:

  • Mobile card readers. $0 to $50 for a single reader, up to $500 for multiple units. Some POS providers include one free with a subscription.
  • POS terminals. $150 to nearly $4,000, depending on whether you go with a basic cash register or a high-end, all-in-one touchscreen system.
  • Barcode scanners. $200 to $400 for a standard model, with higher-end wireless options costing more.
  • Receipt printers. Starts at $300, though some businesses opt for digital-only receipts.
  • Customer-facing displays. $200 to $800+, especially for touch-enabled models that support self-checkout.
  • Cash drawers. Around $200, though many businesses are shifting toward cashless payments.

Your total hardware cost depends on your business needs—a pop-up shop may only need a mobile reader, while a multi-location retailer needs a more advanced setup.

That’s why it’s important to compare options and choose a POS that fits both your operations and your budget.

What about credit card processing and fees?

Every time a customer pays with a credit card, a percentage of the sale goes to payment processors, card networks, and banks. Even the best credit card processing companies take a cut—and those fees can add up fast.

Here’s a breakdown of the common fees you’ll encounter:

  • Acquirer processing fee (APF). A charge applied to all US Visa credit card transactions.
  • Fixed acquirer network fee (FANF). A fee based on whether the card was physically present, the number of locations, and transaction volume.
  • Kilobyte access (KB) fee. A per-transaction fee for settlement upon authorization.
  • Network access and brand usage (NABU) fee. Mastercard’s charge for all settled or refunded credit and debit transactions.

Credit card transaction fees vary based on your POS system, card type, and whether the purchase is made in-store or online. Here’s what you can expect to pay in North America:

Credit Card TypeIn-Person TransactionOnline or Keyed-in Manually
Visa1.79% + $0.082.43% + $0.25
Mastercard1.98% + $0.082.51% + $0.25
American Express2.68% + $0.083.18% + $0.25

For small businesses processing $10,000 to $250,000 in annual credit card sales, average transaction fees range from 2.87% to 4.35%.

Since POS providers often have different pricing structures, always check what they charge for processing fees.

Some include payment processing as part of their package, while others require a third-party provider—meaning your total cost could be higher than just the POS subscription itself.

Author's Tip

Author's Tip

Some POS systems have built-in flat-rate card processing, which can reduce costs.

Per-location or per-register licensing fees

If you run a multi-location retail business, your POS costs don’t just stop at software and hardware. Many POS providers charge extra fees per location or per register, adding to your monthly expenses.

Here’s how these fees typically break down:

  • Per-location fees. Some platforms, like Shopify, charge between $5 to over $100 per location to support multiple stores under the same account.
  • Per-register fees. POS providers like Square Plus and Lightspeed charge $40 per register per month and $70 per register per month, respectively.

If you’re scaling up, these fees can add up fast.

However, many POS providers offer volume discounts for businesses with multiple locations, so it’s worth negotiating. Some also bundle additional registers into higher-tier plans, which could save you money in the long run.

More costs incoming: Additional POS features

Even after you’ve accounted for hardware, software, and payment processing, there’s a good chance your POS system will come with extra costs.

Many providers charge for customizations, loyalty programs, gift card integration, and advanced security features—and those fees aren’t always obvious upfront.

Rule number one: Get every cost in writing. Hidden fees can sneak up on you, so make sure you know exactly what’s included and what’s going to cost extra.

Here are a few often-overlooked expenses to watch for:

  • Onboarding. Some providers charge setup fees, especially for enterprise-level solutions.
  • Training. Need help getting your team up to speed? Some POS companies charge for additional training sessions.
  • Support. Basic support is usually free, but 24/7 access or priority service may come with an added cost.
  • Software updates. Cloud-based POS systems update automatically, but some providers charge for advanced features or custom updates.
  • Compliance and data security. PCI compliance, fraud detection tools, and data encryption may come with additional fees.

Bottom line? If it’s not on paper, it didn’t happen. Always clarify what’s included in your base pricing and what could result in extra charges before you commit.

The cost of POS integrations (yeah, more costs)

Your POS system doesn’t operate in a vacuum—it needs to sync with your other business tools to keep things running smoothly. Whether it’s inventory management, accounting, ecommerce, or employee scheduling, integrations can make or break your operations.

But here’s the catch: not all integrations are free.

Some POS systems include basic connections at no extra cost, while others charge for advanced features, custom setups, or high-volume processing.

So, what types of integrations will increase your costs?

  • Advanced functionality. Larger or more complex businesses need deeper integrations for inventory tracking, multi-location sales, and detailed financial reporting. These advanced capabilities often come with higher costs.
  • High-volume transactions. Payment processors may charge based on transaction volume, percentage of sales, or a flat per-transaction fee. If you process a lot of sales, even small rate differences can have a big impact.
  • Custom features and special programs. Some integrations require custom development or premium plans to unlock advanced features, such as:
    • Loyalty programs. Helps track and reward repeat customers.
    • Gift card integration. Expands payment options and drives return visits.
    • Ecommerce capabilities. Syncs your POS with online sales channels.
    • Special kiosks. Supports self-checkout or in-store ordering stations.
    • Mobile POS support. Allows sales on iPads or other mobile devices.

Not every integration is worth the price. Prioritize the features that directly impact sales, efficiency, or customer experience and skip the unnecessary add-ons.

A POS system that aligns with your business objectives will help maximize your ROI—without unnecessary costs dragging down your margins.

POS Prices by Industry

POS systems aren’t one-size-fits-all. Costs vary widely depending on your industry, business model, and operational complexity. A high-volume retail store has different needs (and expenses) than a small café or a fitness studio.

Here’s what businesses in different industries typically pay for a POS system:

Retail

  • Average hardware cost: $750–$6,000
  • Average overall POS cost: $750–$9,000

Retailers often need inventory tracking, multi-location support, and ecommerce integrations, which can push costs higher—especially for businesses managing both online and in-store sales.

Restaurants and hospitality

  • Average hardware cost: $2,000–$8,000
  • Average overall POS cost: $2,000–$12,000

Restaurants require specialized POS features like tableside ordering, kitchen display systems (KDS), and tipping options.

Higher transaction volumes also mean more processing fees to consider.

Health and wellness

  • Average hardware cost: $800–$3,000
  • Average overall POS cost: $800–$4,000

Spas, salons, and wellness centers often need appointment booking, membership management, and customer profiles, adding complexity to their POS requirements.

Why POS costs vary (even in the same industry)

Even within a single industry, businesses can have vastly different POS costs due to factors like:

  • Staffing levels. More employees often mean more registers or logins, increasing software costs.
  • Products or services offered. A boutique selling high-end fashion has different needs than a convenience store.
  • Compliance requirements. Some industries (like healthcare) need additional security and compliance measures.
  • Customer incentive programs. Gift cards, loyalty rewards, and subscriptions add extra costs.
  • Location. Urban businesses with higher foot traffic may require faster, more advanced POS setups.
  • Business complexity. Multi-location businesses need POS systems that sync inventory and sales data in real time.
  • Business maturity. Startups might opt for cheaper, simpler systems, while established businesses need more robust features.

How to Get the Best POS Pricing for Your Business

To optimize efficiency, boost profitability, and stay ahead of the competition, you need to:

  • Understand pricing models. Some POS providers charge flat fees, while others use a per-transaction or per-location structure.
  • Analyze one-time vs. monthly costs. Don't just look at upfront fees—factor in long-term expenses like software updates, integrations, and processing fees.
  • Negotiate pricing terms. Many POS providers offer volume discounts or custom pricing for businesses with specific needs—so don’t be afraid to ask.

Choosing the right POS system isn’t just about cost—it’s about making sure your investment helps your business grow.

The Price of Swiping: What You Need to Know

Your POS system isn’t just a fancy cash register—it’s the engine that keeps your business running. From ringing up sales to tracking inventory and managing customers, the right system makes everything smoother.

The wrong one? Well, that’s a headache you don’t need.

So, what’s the bottom line?

  • Small businesses can start with budget-friendly options, but think ahead—outgrowing your POS too soon means extra costs later.
  • Retailers, restaurants, and service-based businesses all have different needs, so pricing will never be one-size-fits-all.
  • Hidden fees—like payment processing, extra registers, or integrations—can creep up fast. Always read the fine print.
  • The cheapest POS isn’t always the best. A system that helps you sell more (without making your life miserable) is worth the investment.

At the end of the day, your POS should pay for itself by making checkout easier, sales smoother, and your life less stressful. Now, go forth and swipe wisely.

For more industry insights and career resources, subscribe to our newsletter for retail industry leaders.

Sean Flannigan

Sean is the Senior Editor for The Retail Exec. He's spent years getting acquainted with the retail space, from warehouse management and international shipping to web development and ecommerce marketing. A writer at heart (and in actuality), he brings a deep passion for great writing and storytelling to retail topics big and small.