What should a complete POS quote include?

1. Start with the work your POS needs to do.

Before comparing equipment prices, write down how your business runs. A convenience store scanning products has different needs from a restaurant sending orders to a kitchen. Even two stores in the same industry may need different equipment and software.

Tell the provider how many checkout stations you need, what you sell, how you manage items or menus, and which equipment you already own. Include any must-have workflows, such as compatible scales, EBT, kitchen printing, tabs or remote item management. Availability depends on the system and its configuration, so ask the provider to demonstrate your important tasks.

Use the Retail POS comparison or Restaurant POS comparison as a starting point. The goal is to choose a setup that handles your work without paying for features you won’t use.

2. Have every piece of hardware listed.

“Complete system” can mean different things. Your quote should name the equipment, quantities and models, with a clear distinction between included items and optional upgrades.

• POS terminal: the main touchscreen or register, with any required computer or other components.
• Checkout equipment: receipt printer, cash drawer and barcode scanner, where needed.
• Business-specific equipment: compatible scales, label printers, kitchen printers, kitchen displays or customer displays.
• Payment equipment: the selected card terminal, connection type and any separate charge.
• Connections: cables, network equipment and any installation work needed at your location.

Ask which existing devices can be reused. A connector that fits does not establish compatibility. Confirm the model, connection and software support before assuming a printer, scanner or scale will work. Also ask whether equipment is new or refurbished and whether it is purchased, leased or provided under a conditional offer.

3. Separate the software license from other costs.

Find out exactly how the software is licensed. A one-year license, a perpetual license and a monthly subscription have different costs and renewal terms. The word “included” should be followed by what is included and for how long.

Ask whether software upgrades are included, which modules are covered, and what happens when the included license or upgrade period ends. Remote management, online ordering, inventory tools, additional stations and other services may have separate requirements or charges.

When comparing systems without a monthly POS software fee, check the complete quote. A software license without a monthly subscription does not mean every service or payment-processing cost is eliminated.

4. Define programming, installation and training.

These are separate jobs. Programming sets up the system around your business. Installation connects and places the equipment. Training helps your team use it. A quote should explain which work is included and what you need to provide.

For retail, ask about loading items, prices, departments, taxes and the information needed to get started. For restaurants, ask about menu items, modifiers, kitchen routing and the service flow. If data is being moved from an older system, confirm what can be imported, what needs cleanup and who is responsible.

Training should cover the tasks your team will use, including sales, corrections, end-of-day procedures and reports. Confirm whether setup and training are remote or on site, how sessions are arranged, and whether additional sessions or travel cost extra. Review the NBS programming, training and support information for available services and eligibility.

5. Know what happens after go-live.

A support promise is more useful when its scope is clear. Ask who you contact, the regular support hours, how remote assistance works and which systems are eligible. Confirm any emergency-support conditions separately.

Also separate software help from hardware warranty coverage. Ask what happens if a printer or terminal fails, who handles the repair or replacement, and whether shipping or a loaner is included. If support is tied to a service or processing arrangement, have that condition written into the quote.

Keep the model numbers, quote and support contact details somewhere your managers can find them. For model-specific documentation, you can request a manual or keyboard template from NBS.

6. Review payment terms and the full order total.

Integrated payments can connect checkout and card acceptance, but the details matter. Confirm the compatible terminal, provider, processing fees, agreement length and any software or other monthly charges.

If an equipment discount depends on a processing arrangement or a minimum monthly volume, ask what happens when those conditions are not met. Any conditional fee, cancellation obligation, ownership condition or return requirement should be clear before signing. Ask for written details of any rate guarantee and what it covers.

Finally, check shipping, taxes, optional equipment and services. Read the purchase and return terms before ordering, including any restocking charges and return-shipping responsibilities. Compare offers using the same equipment and service scope, with upfront charges and recurring charges shown separately.