Undoubtedly, the technology landscape for small businesses has altered over the years. There was a time when small business owners could only rely on spreadsheets or pen-and-paper processes to run their operations. Advanced or "technological" systems were reserved for large companies. But thanks to the innovations that occur in the field of cloud computing, today even SMEs can have complex business applications at affordable costs. Point of sale systems are a good example. Gone are the days when small businesses had no choice but to use clunky cash registers to increase sales. Today, even a new store around the corner can have a very fancy and complex POS solution without breaking the bank. If you are looking for a point of sale system for a small business, you will find that there are many options available. The question is, what is the appropriate solution? To help you answer that question, we've put together a quick guide on choosing a POS system for your small business. This guide will walk you through the top considerations to consider when looking for a solution and the steps to take to determine which dealer to sign up with.
Determine your business POS system needs
The next few questions will help you determine which POS system is right for your business (Image credit: Square) The first step in finding the right solution is to understand your business needs. Make a list of the must-have features you're looking for in a POS system, and use that list to guide your research.
These are some questions to ask when determining your small business point of sale needs.
What do you sell?
Your point of sale system must be able to support the products or services in your catalog. Depending on the type of merchandise, you may need to enter specific attributes or alterations so that you can efficiently track your sales and inventory levels.
For example, if you sell clothing in different sizes and colors, your POS system should make it easy for you to enter these alterations. If you sell groceries, you should select a solution that can record and track individual ingredients.
Either way, it's essential to understand your catalog requirements and focus on solutions that can meet your needs.
Where and how will you increase sales?
Now think about your sales process. Where and how will you use your POS system? Some stores have a dedicated checkout counter and would require a laptop or computer to complete the checkout process.
Meanwhile, those who prefer to call sales on the sales floor or make house calls would need a mobile POS system that works on their phone or tablet.
Do you have a team?
Think about the people who will use your system. If you have a manager or cashier, define their roles and duties and choose a POS system that allows them to fulfill their responsibilities.
Most POS systems can either allow or limit access based on the role of the user. For example, cashiers can only record sales, while managers have the ability to issue refunds, change inventory levels, etc.
Determine the roles of your team members and choose a point of sale system that accepts those roles.
How do you interact with your service customers?
Think about the ideas of the clients of the service that you are incorporating (or plan to incorporate). Do you have a loyalty program? Did you summarize information or comments from customers of the service? How do you communicate with buyers?
The answers to these questions will shed light on the customer service management capabilities you need in your point of sale system. Many solutions have a built-in customer database so you can collect buyer details. Other systems may even come with a loyalty program out of the box that makes it easy to offer benefits and rewards to loyal shoppers.
What tools are you already using?
If you already use certain business apps or tools (eg, e-commerce platform, accounting software, payment processor), review your POS integrations. Choosing a POS solution that can connect to the systems you have will make your life easier. POS integrations reduce the need for manual input, so you don't have to deal with discrepancies, duplications, and human error.
Research the market
By the time you have your list of requirements, it's time to take the legwork and also identify point-of-sale solutions that might be right for your small business. Going to Google is an obvious thing to do, and probably the first thing someone would do if they were trying to find a new solution. But it can also be daunting, due to the sheer amount of results it will achieve. To that end, here are some more point-of-sale investigative tactics that can point you in the right direction. See what like-minded businesses are using One of the easiest ways to find a new POS solution is to get recommendations from business owners you know. Talk to entrepreneurs in your network (particularly those with related businesses) and ask about their point-of-sale systems. Visit establishments in your area and take a look at their point of sale. Ask them about their system, what they think about it and whether they are happy to advise other entrepreneurs. Crowdsource small business pool ideas LinkedIn and Facebook are home to many small business communities and brains. If you belong to one of these groups, try to appeal to the recommendations of the point of sale system. Send out a post or chat asking members about their POS system and see if you can get some good recommendations. Visit Tech Sites Technology sites (such as TechRadar) offer a wealth of reliable information on different business solutions. These sites often work with subject matter specialists who test and review apps and software, then produce articles and guides designed to help entrepreneurs find the best systems for their businesses.
Contact base with solution distributors
At this point, you should have narrowed your search down to two-three POS systems. The next step is to contact these distributors to learn more about their offers. Start conversations with potential resellers and discuss: How your system would work with your specific business Talk to the reseller about your needs, current processes and any existing applications you have. From there, the distributor should be able to explain how their system would work for their business. You must also install the necessary hardware and software to operate the POS system. If you are using Android tablets in your store, for example, is the point of sale going to work as expected? Do you need to acquire new readers or credit card terminals? Clarifying these details will help determine if a dealer is the right one. Point of Sale System Costs Most solution vendors list their cost plans on their site, but it never hurts to check the costs associated with the point of sale system. Be sure to iron:
- Your monthly rates (and if it costs less to pay annually)
- All costs associated with adding new users, products, devices, etc.
- Configure rates
- Cancellation fees
- Payment processing fees
- Service customer service fees (certain may charge more for phone support)
You don't want surprises when it comes to your POS system bill, so be clear about any and all expenses involved and write things down. Your Service Customer Support Offerings As a small business, the last thing you want is to be on the sideline with technical issues. Hence, it is essential to know the customer service offers of the dealer service. Specifically:
- What customer service channels do you offer? (for example, phone, mail, live chat, knowledge base)
- Does it cost more to get phone support or priority?
- Are they free twenty-four hours a day, seven days a week?
- Who is your point of contact?
Try the software
With a free trial, you can try point-of-sale software before you commit (Image credit: Square) The best way to learn about a point-of-sale solution is to try it yourself. Once you've chosen a reseller or narrowed your choices down to 2 systems, sign up for a free trial to see the solutions in action. Most resellers offer fourteen to thirty day free trials, so make the most of your trial period. Make a point of honor for:
- enter products
- Enter service customer information
- Sales increase
- Generate sales, inventory and customer reports
Last words
Choosing a point of sale system is one of the most essential technology decisions you will make for your small business. So take the time to clarify your needs, consult trusted sources when looking for dealers, and see the system in action. Following the steps above will allow you to thoroughly assess the solutions so that you can decide the best course of action for your business.
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