How to Choose a POS Cash Register

What is a POS cash register?

A POS cash register is a key component of a POS system that is more advanced than a traditional cash register. Unlike legacy machines that only calculate totals and store cash, modern POS registers often serve as the operational center of a business. They process payments, update inventory in real time and print receipts while connecting with backend tools that help streamline daily workflows.

“A POS cash register is a computerized register that is connected to a wider control system and will usually have multiple individual registers on the network processing sales and accepting payments,” explained John Moss, chief executive officer of English Blinds.

There are two primary types of POS cash registers: fixed and mobile. However, today’s POS systems often blur the line between the two. Many of the best retail POS systems let businesses build flexible setups that combine traditional checkout hardware with mobile devices.

What is a fixed POS cash register?

A fixed POS cash register is a stationary setup integrated with a business’s POS system. It’s typically installed at designated checkout locations and includes terminals, touchscreens, cash drawers and receipt printers. Most fixed POS systems also include or connect to card readers, allowing businesses to accept credit cards and digital payment methods.

These registers are usually paired with one of the best POS software platforms. Their permanent placement makes them a common choice for brick-and-mortar retail stores, restaurants and grocery markets where customers expect a centralized checkout counter.

For example, the image below shows the Square Register system from the POS provider Square. It’s pictured with a cash drawer, receipt printer and retail touchscreen terminal and also includes a customer-facing display that lets shoppers review and complete their part of the transaction.

What is a mobile POS (mPOS) cash register?

A mPOS cash register combines a cash drawer with a mobile point-of-sale (mPOS) system. mPOS setups run on tablets, smartphones or proprietary mobile devices and typically include a card reader that accepts NFC mobile payments as well as traditional card transactions. For businesses that still take cash, adding a cash drawer allows you to store money securely and provide change when needed.

While some businesses — such as restaurants using mPOS systems for tableside service — may not need a cash drawer, others, like food trucks and retailers selling at local events, often rely on one to recreate a more traditional register setup.

The image below shows a PayPal Point of Sale (formerly Zettle) configuration with a mounted iPad, a mobile card reader for smartphones or tablets and a compatible cash drawer. This type of setup works well as an mPOS cash register solution.

William Dawsey, former vice president of sales at Chetu — a custom software developer that works with payment service platforms — emphasized the payment versatility of mPOS solutions.

“Developments in payment technology allow transactions to be held on ubiquitous devices, such as mobile phones, that utilize near-field communication, quick response, barcode configurations, Bluetooth Low Energy and magnetic secure transmission technology,” Dawsey explained. “Additionally, mobile payment systems can utilize cryptocurrencies and digital wallet services.”

How to choose a POS cash register

Choosing the right POS cash register starts with selecting a compatible POS system. Because the hardware serves as the physical interface for your software, the two must work together seamlessly. As you evaluate options, consider your business needs, budget and long-term growth plans. Use the steps below to narrow your choices.

1. Evaluate the type of POS hardware you’ll need.

What are your hardware requirements? For example, a retail store might need one or more fixed POS terminals with receipt printers and barcode scanners. If you own an eatery, the best restaurant POS systems often include features like kitchen display systems, payment terminals and handheld mPOS devices for tableside checkout. A small service-based business may only need a smartphone card reader paired with a cash drawer to accept mobile payments.

Hardware design and durability also matter. Businesses with customer-facing setups may prioritize sleek, modern hardware, while restaurants often look for rugged devices that can withstand heat, spills and heavy daily use.

In short, the POS vendor you choose should offer hardware that fits how your business operates.

2. List the POS system features you’ll need.

POS platforms offer a wide range of features, but you don’t want to pay for tools you won’t use. Consider which of the following capabilities matter most for your business:

• Inventory tracking
• Sales analytics
• Employee management and scheduling tools
• Employee permissions
• Customer loyalty tools
• Appointment-setting tools

Your industry will dictate many of your POS requirements. Some businesses need specialized management tools, while others have simpler workflows. For example, if you run a service-based business — such as bookkeeping or tutoring — you’ll likely charge by the hour. Processing payments may be straightforward, requiring only a customer selection, the number of hours worked and a brief description.

In contrast, a specialized outdoor equipment retailer may manage a complex inventory of clothing and gear. Each product and its variations must be entered into the POS system to track stock accurately, making strong inventory management features essential. Likewise, appointment-based businesses benefit from POS systems that include scheduling tools and automated reminders.

3. Set a budget for your POS system.

POS system costs vary widely — from entry-level free POS systems to setups that can cost hundreds of dollars per month. Establishing a clear budget early will help you narrow your choices and avoid paying for features you don’t need. Factor in upfront hardware and software costs along with ongoing expenses such as subscription fees, maintenance and potential transaction fees.

4. Choose between a cloud-based or on-premise system.

Some businesses prefer cloud-based POS software because it offers flexibility and remote access. Cloud systems let you review sales data from virtually any internet-connected device. Others choose an on-premise system that stores data locally and may offer more direct control over operations. Cloud-based options often come with lower upfront costs but rely on a stable business internet connection.

5. Ensure hardware and software compatibility.

You may already have hardware you want to keep or a specific setup in mind. If so, make sure the POS system you choose works with your existing cash register or preferred devices. Businesses starting from scratch often choose a vendor that can supply both the hardware and software in one package. Otherwise, research software that fits your needs and confirm that it integrates smoothly with your selected hardware. Reading reviews and customer feedback can also help you gauge long-term reliability.

You may also want your POS system to connect with other business tools. Check that any platform you’re considering integrates with your accounting software and email marketing tools if you plan to keep your systems connected.

6. Test potential POS cash register solutions.

Your POS cash register must be intuitive for you and your staff to operate. Request a demo or free trial to evaluate any potential system’s usability. A complicated interface can slow operations and require extensive training, and clunky or flimsy hardware just won’t work.

7. Evaluate potential vendors’ customer support and scalability.

Your POS provider should offer reliable customer support and be able to handle potential technical issues during your business hours. Additionally, consider whether the solution can scale as your business grows, such as adding new locations or integrating advanced features.

8. Look at payment processing fees.

The POS cash register you choose must support your customers’ preferred payment methods, including credit cards, mobile payments and contactless transactions. According to CapitalOne Shopping research, cash accounted for only 11 percent of all payments as of January 2026, making strong digital processing capabilities essential. Look for a vendor with competitive POS charges and fees, including transparent payment processing fees, to help keep long-term costs manageable.

9. Verify the POS platform’s security.

Choose a system with strong security measures, such as end-to-end encryption and Payment Card Industry Data Security Standard (PCI DSS) compliance, to help protect customer data and reduce the risk of credit card fraud.

Security is also a major financial concern: According to the Federal Trade Commission, consumers reported losses of more than $12.5 billion to fraud in 2024, a figure that underscores the importance of rigorous payment security.

10. Compare vendors and finalize your choice.

Once you’ve narrowed your options, compare pricing, features and contracts among the most promising vendors. Choose the one that offers the best balance of functionality, cost and support for your business.

What are the benefits of POS cash registers?

A POS cash register and robust overall POS system can bring numerous benefits to your business, depending on the software features you choose. The following are some of the most important:

• Inventory management: Inventory is one of a POS system’s primary selling points. Top POS systems include built-in inventory management tools that update stock levels in real time across all sales channels. This automation helps prevent stockouts and excess inventory without requiring constant manual counts.
• Data analytics: Modern systems turn every transaction into actionable data. Instead of manually entering receipt information into a computer, you can use built-in data analytics to generate POS reports. Retail POS reports can help you make informed decisions about staffing, inventory and best-selling items, helping optimize profit margins.
• Time and attendance tracking: If you integrate a time clock into your POS system, you can easily track employee hours, sales and labor metrics. This integration can simplify payroll processing and help managers identify top performers during peak hours.

How much does a POS system cash register cost, and where do you buy it?

The cost of a POS system cash register depends on the hardware and features your business requires. Consider the following factors:

• Software: Monthly software subscription fees typically range from $0 for basic plans to several hundred dollars for advanced systems with robust features.
• Hardware: Hardware costs, such as terminals, card readers, receipt printers and cash drawers, can vary widely, with total setup costs ranging from a few hundred dollars to several thousand.
• Payment processing: Most POS systems charge a fee for each transaction, typically a percentage of the sale plus a flat fee, such as 2.6 percent plus 10 cents. These fees can add up quickly, so compare processing rates carefully when choosing a system.

You can purchase POS system cash registers directly from POS providers like Square, Clover and Toast or from third-party retailers like Amazon, Best Buy or specialized POS vendors. Many providers also offer bundled packages that combine software, hardware and customer support for a single price.

Should you use a POS cash register or a traditional cash register?

Despite the widespread adoption of POS systems, traditional cash registers are still an option for some retailers. They’re typically inexpensive, which can appeal to businesses operating on a tight budget. Still, the advantages of POS systems are significant. Moss emphasized that traditional cash registers are a realistic option only if you oversee one small store with a single register and have the time to check, monitor and control stock levels manually. You must also be familiar with all item prices.

“As is self-evident, this means that a traditional register is very limited and will only be appropriate for a very narrow demographic of store owners and, aside from the purchase cost saving of a traditional register, they offer few to no advantages and many disadvantages,” Moss explained.

Dawsey emphasized that conventional cash registers aren’t a fit in a predominantly cashless society. Even if you do accept some cash transactions, traditional registers can create data silos, making it harder to integrate with other critical business software.

If cost is a concern, Moss noted that POS systems often pay for themselves over time. “Many small business owners are reluctant to invest in both the purchase cost of a POS system and also the time required to train management and operators in its usage,” Moss said. “However, POS systems pay for themselves many times over in a reasonably short period of time when you view the big picture.”

Donna Fuscaldo contributed to this article. Source interviews were conducted for a previous version of this article.