The software in a point-of-sale system gets all the attention, but the hardware is what the customer sees and what the staff touches a hundred times a day. A tablet on a wobbly stand, a card reader that needs three taps to wake up and a receipt printer that jams when the paper runs low are small irritations in a quiet shop and big problems in a busy one.
Buying POS hardware well is less about finding the most advanced equipment than about choosing parts that work together, fit the counter and keep working through the day. This guide goes through each piece of hardware, what to look for, what to test before the busy season and what to keep as a spare. It is written for small retailers who are assembling or replacing a checkout and who want it to be reliable rather than clever.
In brief
- Every connection between a device and the tablet is a place a checkout can fail.
- Buy hardware from the vendor’s supported list.
- Keep spares of the parts that fail most: reader, cable, paper.
- Test everything, including a refund, before opening day.
In this guide
- The basic setup
- The screen: tablet or computer
- Card readers
- Receipt printers
- Barcode scanners
- Cash drawers
- Network and power
- Hardware compatibility: where problems begin
- What to test before you open
- Spares and replacement plan
- Cost and total ownership
- Security and care
- The short version
- Frequently asked questions
The basic setup
A typical small-shop checkout has:
- usually a tablet or touchscreen computer, running the POS software.
- for chip, tap and swipe payments.
- if you print receipts.
- if you sell barcoded items.
- if you take cash.
- a router or Wi-Fi access point and a stable connection.
- stands, cables, a power strip and a label printer.
Whether you need all of these depends on the shop. A pop-up that takes only cards may need a phone and a reader. A busy gift shop needs the full set.
The screen: tablet or computer
- are compact and inexpensive, and many modern POS apps are built for them. Choose a screen size big enough for staff to read and tap comfortably, and a model your POS vendor supports. Battery life matters if the tablet is not always plugged in.
- are robust and can run more demanding software, and they are common in larger shops.
- keep the screen at a good angle and prevent theft. Choose one that is stable, secure and compatible with your cables.
Check what operating systems the POS software supports, and whether it runs on devices you already own. Some systems only run on specific hardware.
Card readers
Card readers are the part customers use. Look for:
- including mobile wallets.
- by Bluetooth, Wi-Fi or cable. Wired connections are often more dependable at a fixed counter.
- for mobile readers.
- with your payment processor and POS software.
- so shoppers can see the amount and prompts.
- A slow reader holds up the line.
Ask what happens if the reader loses connection in the middle of a payment, and how the system deals with duplicate charges. Keep a spare reader if your business depends on card payments. Payment-card requirements apply to how you handle readers and card data. We do not give compliance advice; ask your processor what applies.
Receipt printers
Receipt printers come in two main types.
- use heat-sensitive paper and are fast, quiet and common. Paper rolls need to be the right width and type.
- are used in kitchens and some retail settings.
Check that the printer works with your POS software, connects reliably and has a good paper-loading mechanism. Keep spare rolls on hand, and consider email or text receipts as a supplement or replacement to reduce paper use and printer problems.
Barcode scanners
If you sell products with barcodes, a scanner speeds up checkout and reduces errors.
- are flexible and affordable.
- sit on the counter and scan items passed in front of them.
- reduce cable clutter but need charging and pairing.
Test that the scanner reads your actual barcodes, including small, curved or poorly printed ones, and that the software accepts its input. If your products do not have barcodes, you may need a label printer to create them.
Cash drawers
Cash drawers connect to the receipt printer or to the computer and open automatically when a cash sale is completed. Check that the drawer matches the printer’s connection type, that it has enough compartments for the notes and coins you use and that it locks. Keep the drawer secure and follow your cash-handling procedures.
Network and power
A checkout depends on a connection. Even systems with offline modes work best when the network is stable.
- and place it where the signal is strong at the counter. Wired connections are more reliable than Wi-Fi for fixed equipment.
- such as a mobile hotspot, in case your main internet fails. See our guide to choosing a POS system for how to test offline behavior.
- A small uninterruptible power supply can keep the router and tablet running through a brief outage, and a surge protector helps the equipment.
- and out of the way to avoid accidents.
We do not give instructions for electrical or network installation beyond general principles. If you need cabling or wiring, ask a qualified professional.
Hardware compatibility: where problems begin
The most common hardware problems come from mismatches.
- Printer not supported by the software — No receipts, or unreliable ones.
- Reader tied to a different processor — Cannot take payments as planned.
- Tablet model not supported — App crashes or does not install.
- Scanner with the wrong settings — Wrong characters or no scan.
- Cash drawer connection mismatch — Drawer does not open.
- Weak Wi-Fi at the counter — Slow or failed payments.
Ask the vendor for a list of supported hardware, and buy from it. If you use your own hardware, test it before you commit.
What to test before you open
- with each payment type.
- and see what works.
- of simulated activity and look for problems.
- and see how long the battery lasts.
Do this well before your busy season, not during it.
Spares and replacement plan
Decide in advance what you will do when something fails. Keep spare receipt paper, cables, a charger and, if you can afford it, a spare card reader or a spare tablet. Know who to call and what the warranty covers. Write the steps on a card by the register so that staff can follow them under pressure.
Cost and total ownership
Hardware costs vary widely. A basic setup is modest, and a full set of equipment is a more significant investment. Some vendors sell bundles, rent hardware or lock you into their own. Compare the total cost over time, including replacements and any fees for hardware subscriptions. Our guide to processing fees shows how card costs add up alongside it.
Security and care
Keep devices updated, use strong passwords and restrict who can change settings. Secure the tablet and reader against theft. Clean screens and readers regularly. Protect cables from spills.
The short version
POS hardware should be reliable, compatible and simple. Choose a screen, reader, printer, scanner and drawer from your vendor’s supported list, check the network and power, test everything before the season and keep spares. The best checkout is the one that nobody has to think about when the line is long.
Frequently asked questions
Do I need a receipt printer?
Not always. Email or text receipts can replace paper, though a printer is a useful backup.
Can I use my existing tablet?
Often, if the POS app supports it. Check the supported device list and test before committing.
What if the card reader loses its connection mid-payment?
Ask the vendor how duplicate charges are handled, and keep a spare reader.
