How much does a POS system cost? Expect a mix of software (often $25–$100/month per location), hardware (typically $300–$1,000 for a basic lane), and payment processing (about 1.5%–3.5% per transaction). The real number depends on your mix of terminals, printers, scanners, cash drawers, and add-ons like loyalty or online ordering. 

This guide breaks down every line item like upfront vs. monthly, must-haves vs. nice-to-haves, so you can set a budget without paying for features you’ll never use. We’ll also cover hidden costs many teams miss: replacements, support, training time, and the price of downtime during peak hours. 

Whether you’re launching your first store or replacing an aging setup, you’ll get a clear TCO checklist to match your goals and volume. Volcora offers smart, reliable POS hardware solutions. Use our lineup to benchmark configurations and pricing as you build your plan.

Key Takeaways

• Budget the whole picture: software ($30–$100+/mo), hardware ($300–$1,500+ per lane), and processing (≈1.5%–3.5%). Price the next 12–36 months, not day one.

• Fit beats flash: choose a point of sale setup that matches workflow (retail vs. restaurant), right-size peripherals, and add features only when they deliver clear ROI.

• Cut surprises: standardize hardware, verify cables/interfaces, and track recurring fees to keep uptime high and total POS cost predictable.

Typical POS System Costs

Here’s a quick way to budget your POS: know the ranges, split upfront vs. ongoing, and total it over 12–36 months.

POS System Price Ranges

• Hardware (full lane): ~$600–$2,500 for terminal, printer, scanner, cash drawer.

• Tablet/mobile setups: ~$300–$800 for basic reader + stand + printer.

• Software: ~$30–$100/month per location (features, users, locations drive price).

• Card reader: ~$20–$50 + processing fees.

Upfront vs. Ongoing Expenses

• Upfront: Hardware, installation, setup/training. Buying beats leasing long term.

• Ongoing: Monthly software, payment processing, add-ons (e.g., loyalty, advanced inventory), support.

• Plan for refresh: Budget replacements/upgrades every few years; consider warranties or on-site support where needed.

Total Cost of Ownership (TCO)

• Include everything: Hardware depreciation, software renewals, transaction fees, support, training.

• Lower TCO: Buy only what you need, avoid long leases, prefer cloud updates, standardize gear.

• Right-size to ops: Estimate transaction volume, users, and locations before you commit.

Breakdown of POS Hardware Costs

Your POS hardware cost depends on how your system is built, which components you choose, and how many lanes you run. Architecture (single counter vs. multi-station) impacts budget more than brand. Volcora is software- and payment-agnostic, so the hardware slots into your preferred POS apps and processors without lock-in.

Hardware Bundles and Standalone Devices

Hardware bundles often lower your POS cost by packaging a terminal, receipt printer, cash drawer, and barcode scanner together. Small businesses can start lean with a tablet stand and a basic card reader, then add devices as the retail business grows, without overbuying. 

Before you commit, match bundle contents to your business needs (e.g., do you really need kitchen screens or just tools to track inventory?) and remember hardware is separate from credit card processing fees, a provider’s subscription model, and other additional fees most POS providers charge. When researching pos systems, compare bundles vs. standalone gear from leading vendors to balance durability, upgrade path, and total cost.

Major POS Hardware Components

A quick, buyer-friendly snapshot of what each device does, what to budget, and where to browse.

*Ranges reflect common Volcora pricing windows; exact pricing varies by model, spec, and inventory.

Retail vs. Restaurant Hardware

Retail: Use a compact checkout: touchscreen terminal, receipt printer, barcode scanner, and cash drawer, optimized for fast scanning and quick cash handling, and ensure EPOS Now compatibility. We’re now an Epos Now partner, providing reliable cash drawers to their expanding network.

Check out our Tips to Get Your Retail Store Ready for the Holiday Season to prepare for the upcoming period.

Restaurant: Add kitchen display systems (KDS) and handheld/card-present devices for tableside orders and payments; kiosks need rugged screens and stable mounts.
Across both, match hardware to workflow and environment to cut downtime and long-run costs.

POS Software Pricing Models

Pricing hinges on how you pay, which features you need, and your business type. Plans range from free starters to higher tiers with advanced inventory and reporting. Your total cost also reflects hardware, add-ons, and service fees.

Subscription vs. One-Time Fees

Most popular POS systems use a monthly subscription fee (commonly ~$50–$200 per location) that scales by locations, users, or terminals with updates and support included.
Legacy/on-prem licenses charge a larger upfront fee (often thousands) with separate costs for updates/support. Choose subscriptions for flexibility and cloud access; one-time licensing if you prefer ownership and self-maintenance. Read the Evolution of POS Systems to see how far things have progressed since inception of the humble cash register.

Free POS Software and Limitations

Free tiers (e.g., “lite” plans) cover the essentials like sell, accept payments, basic reporting. They’re great for testing or pop-up shops, but limits apply: single register, capped users, restricted inventory. Processing rates are often higher, so as volume grows the “cheapest POS system” can cost more over time. Most teams upgrade for multi-location tools, analytics, and automation.

Add-Ons and Industry Features

Expect extra fees for customer loyalty programs, gift cards, employee management, accounting integrations, or retail/restaurant modules (barcode labeling, table management, menu sync). Add-ons typically run $10–$50/month each or come bundled in higher tiers. Prioritize the features you’ll use daily and skip the rest to control POS pricing.

Payment Processing and Transaction Fees

These costs are unavoidable with any POS solution. Knowing the levers helps you control your effective rate.

• Standard rates (know the pieces): Expect ~2.3%–2.9% for card-present and 3%–4% for online/keyed. Each fee = interchange (issuing bank) + assessment (card network) + processor markup.

• Pricing models: Flat rate is predictable; interchange-plus can be cheaper at volume; tiered varies by card type. Ask for a side-by-side quote before you decide.

• Volume & mix matter: Higher monthly sales often win discounts. Premium/rewards credit or debit card transactions carry higher interchange, raising your blended rate.

• Payment methods: Contactless and mobile wallets (Apple Pay/Google Pay) price like card-present but can differ by processor, so check the rate sheet.

• Security & compliance: Budget for PCI DSS (sometimes $5–$30/month) if not included. Ensure your payment gateway supports in-store and online with encryption and tokenization across all channels.

Choosing the Best POS System for Your Business

Pick a POS that fits how you sell, then make sure the price matches the value you’ll get every day. Prioritize workflow fit, reliability, and clear pricing over brand hype.

Comparing POS Providers

Review leaders known for ease of use and support (e.g., Square, Shopify POS, Lightspeed, Clover).

• Small retailers: Cloud setups with simple onboarding and solid ecommerce integrations.

• Larger operations: Advanced inventory, reporting, and multi-location control.

Industry-Specific Solutions

• Restaurant: Table management, split bills, KDS for real-time orders.

• Retail: Barcode scanning, stock tracking, promos synced with online stores.

• Service: Appointments, customer profiles, staff scheduling.

Choose software that mirrors peak-hour workflows with minimal training and minimal extra hardware.

Assessing Cost vs. Value

• Entry tiers: ~$30/month; advanced plans: $100+ with premium features.

• Watch add-ons (processing, inventory modules, loyalty).

• Pay for impact: faster payments, automated reports, fewer errors.

• Check contract flexibility and cancellation terms.

Tip: Make a must-have checklist, cut nice-to-haves, and invest only where the efficiency gains are clear.

Final Thoughts

A point of sale system is only “cheap” when it delivers day-in, day-out reliability. Budget by the whole picture - hardware, software, and processing - and invest where it improves line speed, accuracy, and the customer experience. As you evaluate options, map your workflows first, then pick the few features that move the needle; most POS systems let you start lean and add later.

Keep decisions practical: right-size the terminal and peripherals, confirm total monthly cost, and stress-test support and uptime before signing. When you’re ready to sanity-check configurations and pricing, browse Volcora’s POS hardware to benchmark a setup that fits your store today, and scales with you tomorrow.

Frequently Asked Questions

What are the typical price ranges for POS systems?

Expect pos software costs of about $0–$100+/month(free tiers exist), hardware from $300–$1,500+ for a full lane, and payment transaction fees around 1.5% - 3.5%. Your total POS system cost depends on features and volume.

Does the cost vary by business size?

Yes. Small shops with one lane often use a mobile POS or basic plan. Multi-location retailers pay higher monthly fees for extra devices, users, and advanced features like customer loyalty programs, employee management, and customer relationship management.

What additional hardware costs should I consider?

Beyond the terminal: receipt printer, cash drawer, barcode scanner, mounts/stands, networking/cables, and (if not using built-in payment processing) a card reader/payment terminal. Match gear to your space and flow to control pos pricing.

How do software updates affect overall cost?

Cloud plans roll updates into the monthly subscription fee. Traditional/on-prem setups may require paid upgrades or IT time. (Note: Volcora is hardware-only and software/payment agnostic.)

Can you break down initial vs. recurring costs?

Initial: hardware, setup/installation, training.

Recurring: monthly software costs, payment transaction fees, and optional add-ons (marketing, ecommerce platform, customer management). Evaluate the total POS system price over 12–36 months, not just day one.