"Free POS" is one of the most expensive phrases in small business. Someone will happily hand you a tablet and a card reader at no charge — and make it back, with interest, on every swipe for the next three years. Here's what a point-of-sale setup really costs for a deli, restaurant, café, salon or shop, and the questions that separate a good deal from a trap.
The four buckets
Every POS quote, no matter who it's from, breaks down into the same four buckets:
1. Hardware (one-time)
- Terminals / registers. A counter station with a customer-facing screen, or an iPad on a stand, or both.
- Payment readers. Tap, chip and swipe. One per register, plus handhelds for tableside or curbside.
- Printers. Receipt printers at the counter, kitchen printers or a kitchen display screen (KDS) in the back.
- Cash drawers, scanners, scales depending on the business.
- Network gear. The part everyone forgets — see bucket 4.
A single-register café is at the low end; a full-service restaurant with three stations, two kitchen printers, a KDS and four handhelds is at the high end. Hardware is the most visible cost but usually not the biggest over time.
2. Software (monthly)
Most modern systems charge per month, per location, sometimes per register. Add-ons like online ordering, loyalty, gift cards, reservations and payroll each carry their own fee. Read the add-on list before you sign — the base price is rarely what you'll actually pay.
3. Payment processing (per transaction)
This is the bucket that matters most, and the one that's hardest to compare. Two common structures:
- Flat rate — something like a fixed percentage plus a few cents per transaction. Simple, predictable, usually more expensive at higher volume.
- Interchange-plus — the actual card network cost plus a fixed markup. Cheaper for most businesses doing more than a modest monthly volume, but the statement is harder to read.
A restaurant doing solid volume can easily pay more in processing in a year than the entire hardware install cost. Do that math before you get excited about free terminals.
4. Installation and network (one-time, then support)
Your POS is only as reliable as the network under it. That means:
- A wired connection to every fixed register and kitchen printer (Wi-Fi is for handhelds, not the main station)
- A dedicated network for POS, separate from guest Wi-Fi
- Backup internet (a cellular failover) so a cable outage doesn't stop you from taking cards
- Clean cable runs to the kitchen, the bar and the host stand
- Menu boards and cameras on the same clean network if you're doing a full build-out
This is where a low-voltage installer earns their keep. A POS company will ship you boxes. Someone has to run the cables, mount the screens, configure the network and make it all work during a Friday rush.
The questions to ask before you sign
- What is the total monthly cost with every feature I'll actually use? Not the base price.
- What is my effective processing rate? Ask for an estimate based on your real monthly volume and average ticket.
- Is there a contract, and what does it cost to leave? "Free" hardware often comes with a multi-year term and early-termination fees.
- Do I own the hardware? If the answer is no, the free terminal is a lease.
- What happens when the internet goes down? Offline mode, and for how long?
- Who installs it and who do I call at 9 pm on Saturday? The POS vendor's support line, or a local person who can actually show up?
How we approach it
Piets Technology Solutions doesn't push one POS brand. We look at how you run — counter service or tables, delivery apps or not, one location or three — and recommend a setup that fits, then handle the part the POS vendor won't: cabling, network, backup internet, printers, menu boards, cameras and phones. Everything tested before opening day, and support after it.
We'll walk you through a working demo in person or on a video call, share references from restaurants and shops we've set up, and give you a written quote with every line item. No mystery fees.
Ready to compare numbers? Call or text 631-871-5957, or send us a quick note about your business and we'll come back with a plan.
Piets Technology Solutions
Low-voltage tech for homes and small businesses — cameras, Wi-Fi, cabling, POS, phones and 24/7 support across Long Island, NYC, the Hudson Valley and the Capital Region. Wi-Fi, Wires, Whatever — Piet Makes It Better