POS Switching Checklist: 15 Things to Verify Before You Move

March 2026 · 5 min read

Before you sign anything, go through this checklist. Every item has cost a restaurant owner money at some point.

1. Offline capability: What happens when internet drops? Does the system keep running or freeze?
2. Payment processor freedom: Can you use ANY processor, or are you locked in?
3. Hardware requirements: Must you buy proprietary hardware, or does it run on existing devices?
4. Contract length: Is it month-to-month, or are you locked into 1-3 years?
5. Total monthly cost: Add up software + hardware rental + processing markup + add-on fees.
6. Support response time: Call their support line NOW, before you buy. Time the wait.
7. Support languages: Does your staff need Spanish or Chinese support?
8. Migration process: Do THEY handle menu import and setup, or is it DIY?
9. Training included: Is on-site training included or an extra charge?
10. Customization depth: Can you adjust kitchen print sizes, receipt layouts, and button arrangements?
11. Delivery integration: Does it connect to DoorDash, UberEats, GrubHub directly?
12. Accounting integration: QuickBooks sync available?
13. Employee features: Scheduling, clock in/out, tip pooling, fingerprint login?
14. Data export: If you leave, can you take your data with you?
15. References: Ask for 3 references from restaurants similar to yours. Call them.

The Non-Negotiables

In my experience, items 1 (offline), 2 (processor freedom), and 6 (support speed) are the three that matter most. Everything else is important but fixable. These three are architectural — if a system fails on any of these, no amount of features will make up for it.