Examples of point of sale systems

Every POS system is described by three things: where your data lives, what device runs the checkout, and whether the checkout stays in one place. The three get sold as separate product types when they're overlapping descriptions of one system.

A single POS setup can be described by all three dimensions at once. A cloud-based POS running on a handheld for tableside service is cloud, handheld and mobile at the same time. Treating cloud POS and mobile POS as competing products hides the fact that they're describing different properties of one system.

Eight types cover the setups you'll come across: cloud-based, on-premise, hybrid, ePOS, mobile (mPOS), tablet, countertop terminal and self-service kiosk.

What any one system includes, and how it is priced, varies by provider and by plan, so check the details against the setup you are considering.

A cloud-based POS stores or synchronises your business information through an online service, so that sales, products, staff and reports reach any device across your business. A change you make in one place reaches connected devices without manual transfers.

Cloud-based does not mean the system stops working the moment Wi-Fi drops. Some cloud POS systems can continue selected tasks offline and synchronise when the connection returns. The exact behaviour varies by provider.

Advantages: Remote access to sales and reports, one place to manage products and prices, updates handled by the provider, easier setup across devices and locations.

Limitations: Depends on connectivity for full function, depends on the provider's service staying up, subscription costs can change with how much you use.

For the full deep dive, read what a cloud-based POS system is.

An on-premise POS system keeps its main data and software on the POS terminal or server at your business, so core checkout functions work without an internet connection. A card payment still needs a connection to the payment provider.

Advantages: You keep local control of your data, sales recording carries on without internet, and it works for a business where connectivity is very unreliable.

Limitations: You manage the updates, backups and server maintenance yourself. Adding devices or locations may need local networking, and remote access is limited unless you configure it.

On-premise POS was the standard before cloud systems became common. Some businesses still prefer it for data control, regulatory reasons or connectivity challenges. In South Africa, areas with consistently weak internet reception may find on-premise more practical.

A hybrid POS combines cloud and local elements. It keeps some data in the cloud and some on the device, so it can continue selected tasks during an outage. It synchronises with the online service when the connection returns.

Advantages: You get the remote access and sync of a cloud system with more of the checkout still working when the connection drops. 

Limitations: The split between cloud and local varies by provider, so ask which tasks carry on offline, how conflicts are resolved after reconnection, and whether sales recorded while offline are fully recoverable.

ePOS stands for electronic point of sale, and it covers any POS system that uses electronic hardware and software in place of a manual cash register. Almost every modern POS system is an ePOS.

The term is used most often in the UK and parts of Europe. In South Africa, "POS system" is the more common phrasing, and the meaning is the same: a checkout that uses a digital interface, records transactions electronically and may connect to payment, stock and reporting tools.

ePOS is a broader label that covers cloud POS and mobile POS alike. A cloud-based handheld POS and a countertop terminal are both ePOS systems. The term separates electronic systems from manual cash registers, and it tells you nothing about where data lives, what device is used or whether the system moves.

A mobile POS is a point of sale that moves with the person making the sale. It can be a dedicated handheld, a phone running a POS app with a card reader, or a tablet carried between customers.

Advantages: It takes the checkout to your customer, cuts walking and waiting, suits a business with no fixed counter, and often costs less in hardware.

Limitations:  It depends on battery and wireless connectivity, the smaller screen can limit complex tasks, and you need charging routines and device management.

For the full category explanation, read mobile POS systems explained.

A tablet-based POS system runs point of sale software on a consumer or commercial tablet (iPad, Android or Windows). It connects to separate accessories for card payments, printing and scanning, and gives you a familiar touchscreen interface, usually at a lower hardware cost than a dedicated terminal.

Advantages: You pay less to get started, the interface is familiar, the hardware is widely available, and you can fix the tablet on a stand or carry it. It suits cafes, small retail, service businesses and pop-ups. 

Limitations: Consumer tablets are less durable than commercial hardware. You'll need to check accessory compatibility, and OS updates controlled by the tablet manufacturer can affect POS app support over time.

A countertop POS is a fixed checkout built around a dedicated screen that stays at the counter. It may include built-in ports for accessories, a connected card machine and a larger display for long catalogues.

Advantages: The screen is larger, the hardware is purpose-built for commercial use, it often includes or connects easily to printers, scanners and cash drawers, and it is stable and easy to supervise. 

Limitations: It's fixed in one place, costs more in hardware, takes counter space and runs on mains power, so you need backup during load shedding.

A self-service POS lets customers place orders and pay on a customer-facing screen without direct staff involvement. The screen is often a touchscreen kiosk, and it may connect to a card reader, a receipt printer or a kitchen display.

Advantages: It can cut queue times and staffing at busy service points, and it hands customers control of their own order.

Limitations: The hardware and software are specialist, setup costs more, the interface has to be clear, it won't suit every product type or customer base, and it needs supervision and maintenance.

Self-service POS is used in quick-service restaurant chains, cinemas, parking and high-volume retail, where the queue is long enough and the order simple enough for a customer to place it themselves.

One setup usually carries three labels at once, one for where the data lives, one for the device and one for whether the checkout moves. The types listed above describe different properties of the same system.

When comparing POS systems, do not ask "is this cloud or mobile?" as if they are alternatives. Ask "where does data live, what device do I use, and does the checkout move?" The answer to those three answers tell you more than one label does.

You choose between POS system types by answering three questions:

1. Where do you need to access your data? If only at the till, on-premise works. If from home, another device or another branch, cloud-based is more practical.

2. What device fits your checkout? A large screen with accessories means countertop. Portability means handheld. A familiar interface at lower cost means tablet.

3. Does the checkout move? Fixed works if every sale happens at a counter. Mobile matters if staff serve at tables, markets or customer locations.

Then test the system against your workflow, connectivity, power, payment methods and staff needs.