How to Switch POS Systems
Switching POS systems feels daunting, but thousands of businesses do it successfully every month. With proper planning, you can migrate to a new system with minimal disruption. This guide walks you through the process.
Document What You Have
Before switching, inventory everything in your current system. Products, customers, gift card balances, historical data. Know what you have so you know what to migrate.
- •Export product catalog (name, SKU, price, variants)
- •Export customer list with contact info and purchase history
- •Note gift card balances (critical - don't lose these)
- •Download historical sales reports you want to keep
- •Document any custom workflows or integrations
Choose Your Migration Timing
Pick a slow period for your business. Avoid holidays, busy seasons, or month-end. Give yourself at least 2 weeks for setup and testing before going live.
- •Ideal: End of month (clean financial cutover)
- •Allow: 1-2 weeks for setup, 1 week for testing
- •Avoid: Holiday seasons, your busiest days
- •Consider: Soft launch during slow hours first
Set Up Your New System
Build out your new POS completely before switching. Import products, set up tax rates, configure receipt templates, and test everything. Don't rush this step.
- •Import products via CSV (most systems support this)
- •Verify tax rates and categories
- •Set up employee accounts and permissions
- •Configure receipt templates and branding
- •Test payment processing with real transactions
Handle Gift Cards & Loyalty
Gift cards are the trickiest part of migration. You have a legal obligation to honor existing balances. Plan this carefully before switching.
- •Option 1: Run old system in parallel just for gift card redemption
- •Option 2: Manually recreate gift card balances in new system
- •Option 3: Some providers offer migration assistance
- •Document: Keep records of all transferred balances
- •Communicate: Tell customers about any changes
Train Your Staff
Staff resistance is the #1 reason POS switches fail. Invest time in training. Make sure everyone is comfortable before going live.
- •Schedule hands-on training sessions (not just videos)
- •Create quick reference cards for common tasks
- •Identify 'super users' who can help others
- •Practice during slow hours before cutover
- •Be patient - expect questions for 2-4 weeks
Plan Your Cutover
Decide on a hard cutover (switch completely) or soft cutover (run parallel). Most small businesses do better with a hard cutover to avoid confusion.
- •Hard cutover: Clean break, less confusion, more risk
- •Soft cutover: Safer but confusing, double work
- •Recommended: Hard cutover during slow period
- •Have backup: Keep old system accessible for 30 days
- •Go live: Start of a shift, not mid-day
Post-Migration Cleanup
After switching, don't forget to tie up loose ends. Cancel old subscriptions, return leased equipment, and verify everything transferred correctly.
- •Cancel old POS subscription (watch for auto-renewal)
- •Return any leased equipment per contract terms
- •Verify: Customer data, gift cards, inventory counts
- •Keep old data exports for tax/accounting purposes
- •Monitor: Watch for issues in first 2 weeks
Common Mistakes to Avoid
Rushing the transition
A botched migration causes lost sales and staff frustration. Take the time to do it right.
Forgetting about gift cards
You're legally required to honor gift card balances. Have a clear plan before switching.
Skipping staff training
Untrained staff slow down service and make mistakes. Invest in training upfront.
Switching during peak season
Problems are magnified when you're busy. Switch during your slowest period.
Frequently Asked Questions
How long does a POS migration take?
Plan for 2-4 weeks total. 1-2 weeks for setup and testing, then the actual cutover. Simple businesses can do it faster; complex operations may take longer.
Can I transfer my sales history?
Usually not directly. Export reports from your old system for your records, but most new systems won't import historical transaction data. This is normal.
What about my customer data?
Most systems can import customer names, emails, and phone numbers via CSV. Purchase history usually doesn't transfer. Check if your new system offers migration help.