POS Hardware Guide
POS hardware ranges from a free phone app to $5,000+ enterprise setups. Most businesses fall somewhere in between. This guide helps you understand your options and choose hardware that fits your needs and budget.
Card Readers
The most basic hardware you need. Modern readers accept chip cards, contactless (tap), and magstripe. Prices range from free to $100.
- •Square Reader: $49 - Bluetooth, works with phone/tablet
- •Tap to Pay: Free - Use your iPhone or Android as a reader
- •Clover Go: $49 - Works with Clover system
- •Must-have: EMV chip + contactless (NFC) support
- •Skip: Magstripe-only readers (outdated, higher fees)
Tablets & Stands
Many modern POS systems run on consumer tablets (iPad or Android). Stands hold the tablet securely and can include card reader integration.
- •iPad: Most common, best app support, $329-449 for base model
- •Android tablets: Cheaper, good for Square/Clover
- •Square Stand: $149 - Includes reader, swivels for customer
- •Stands: $50-200 depending on features
- •Cases: Get a rugged case for busy environments
All-in-One Terminals
Dedicated POS terminals combine screen, reader, and often printer in one unit. More expensive but purpose-built for retail/restaurant use.
- •Square Register: $799 - Dual screens, built-in reader
- •Clover Station: $1,349-1,649 - Premium design, customer display
- •Toast Terminal: $799+ - Restaurant-hardened, spill-resistant
- •Pros: Durable, professional, everything integrated
- •Cons: Expensive, locked to one system
Receipt Printers
Thermal printers produce receipts without ink. They're fast, quiet, and low-maintenance. Most connect via Bluetooth or USB.
- •Star Micronics: $200-350 - Industry standard, reliable
- •Epson: $200-300 - Good alternative
- •Square compatible: Check compatibility list
- •Thermal paper: Ongoing cost, ~$30/case
- •Consider: Email/text receipts to save paper
Cash Drawers
If you accept cash, you need a drawer. They connect to receipt printers and open automatically when a cash sale is processed.
- •Price range: $50-150 for quality drawer
- •Connection: Usually through receipt printer
- •Size: 16" for retail, 18" for high-volume
- •Features: Removable till, key lock, under-counter mount
- •Skip if: You're card-only (increasingly common)
Kitchen Equipment (Restaurants)
Restaurants often need kitchen printers and display systems (KDS) to send orders from front to back of house.
- •Kitchen printers: $300-500 - Impact printers withstand heat/grease
- •Kitchen display (KDS): $300-600/screen - Paperless, better for environment
- •Bump bars: $100-200 - For marking orders complete
- •Toast KDS: Best integrated with Toast POS
- •Network: Ensure reliable kitchen WiFi/ethernet
Barcode Scanners (Retail)
Scanners speed up checkout and reduce errors. Wireless Bluetooth scanners offer the most flexibility.
- •Bluetooth scanners: $50-150 - Wireless, pairs with tablet
- •USB scanners: $30-80 - Cheaper but tethered
- •Socket Mobile: Popular with Square/Shopify
- •2D vs 1D: 2D reads QR codes too, worth the extra cost
- •Consider: Built-in camera scanning on tablets (free but slower)
Common Mistakes to Avoid
Over-buying hardware upfront
Start minimal and add as needed. You can always buy more; returning is harder.
Ignoring compatibility
Not all hardware works with all POS systems. Check compatibility before buying.
Buying consumer-grade for busy environments
A restaurant will destroy a consumer tablet in months. Invest in durable equipment.
Leasing equipment
Leases cost 3-5x the purchase price. Always buy outright.
Frequently Asked Questions
What's the minimum hardware I need?
Just your phone! Square's Tap to Pay works on iPhone and Android. For better customer experience, add a $49 card reader. You can always add more later.
Should I use iPad or a dedicated terminal?
For most small businesses, iPad + reader is cheaper and flexible. Dedicated terminals make sense for busy restaurants or if you want the professional look.
Do I need a receipt printer?
Not necessarily. Many businesses now offer email/text receipts only. Required by some industries (restaurants, certain retail). Customers increasingly prefer digital receipts.