How to Run a Cafe Like a Pro: The Dos and Don’ts of Using a POS System

If you’re thinking of starting a cafe or coffee shop, congratulations! You’re about to embark on an exciting and rewarding journey. Of course, running a successful cafe takes more than just serving great coffee. You’ll need to be organized, efficient, and most importantly, have a great POS system.

A POS system (or point of sale system) is a vital piece of equipment for any cafe or restaurant. It allows you to take orders, track inventory, and process payments. In other words, it’s the backbone of your business.

Of course, with so many POS systems on the market, it can be tough to know which one is right for you. To help you out, we’ve put together a list of the 10 dos and don’ts of using a POS system.


Do Your Research

There are a lot of POS systems on the market, so it’s important to do your research before you buy. Consider your specific needs and budget, and read online reviews to get an idea of which systems are the best.

Get A System That Accepts Multiple Payment Types

You never know how your customers will want to pay, so it’s important to get a cafe pos system that accepts multiple payment types. Look for a system that accepts cash, credit cards, and even mobile payments like Apple Pay or Android Pay.

Train Your Employees

If you want your POS system to be used effectively, you need to make sure your employees are properly trained on how to use it. This includes things like ringing up orders and using the different features.

Choose A Cloud-Based System

A cloud-based cafe pos system offers a number of advantages over a traditional system. For one, you can access it from anywhere, which is great if you have multiple locations. Additionally, cloud-based systems are usually more affordable and easier to update.

Get A System That Integrates With Your Other Software

A POS system should play nice with the other software you use, such as accounting or CRM software. This way, you can avoid duplicate data entry and save time.


Cheap Out

A POS system is a big investment, but it’s one that will pay off in the long run. Don’t be tempted to go for the cheapest system you can find—you’ll likely end up regretting it.

Forget About Training

A POS system is only as good as the people using it. Make sure you and your staff are properly trained on how to use the system before you go live.

Neglect Security

A POS system handles sensitive customer data, so it’s important to make security a priority. Look for a system with built-in security features, such as encryption and fraud detection.

Forget About Customer Support

No matter how good a POS system is, there will always be the occasional issue. That’s why it’s important to choose a system that comes with excellent customer support.

Cheat the System

Once you have a POS system in place, it’s important to use it correctly. Don’t try to cheat the system by giving friends or family discounts that you don’t offer to everyone, or by ringing up items at the wrong price. This will only lead to problems down the road.


Running a cafe is a lot of work, but using a POS system can help make it easier. Just remember to do your research, choose a system that’s easy to use, and don’t neglect security. With a great POS system in place, you’ll be well on your way to running a successful cafe.