The Best POS Systems for Coffee Shops in 2024

Point-of-sale (POS) systems are hardware and software combinations that allow businesses to accept payments. Many of the best POS systems have plans and features designed specifically to help coffee shops go beyond charging customers. The right solution lets you create menus, track inventory, manage employees and implement marketing campaigns to provide excellent service that keeps customers coming back.

From coffee trucks to multilocation sit-down cafes, there are endless types of coffee shops and what works for one might not work for another. We’ve researched the top systems while considering the needs of all kinds of coffee shops. These are our top five choices and the reasons why we think they stand out.

When shopping for a POS system there are three separate costs to consider: software, hardware and payment processing. Some providers will bundle these costs together. You might also have to pay activation, early termination or other usage fees. While most vendors publish transparent pricing online, others charge based on the particulars of your coffee shop so you’ll have to call for a quote.

You’ll pay a monthly subscription fee for POS software. Some providers have free plans with basic features ideal for new or small establishments. For paid plans, most companies offer tiers of service while some have custom pricing. You should expect to pay anywhere from $59 to $200. Prices can increase significantly by adding features like customer loyalty programs, marketing tools, online ordering or payroll capabilities, so shop for a solution that includes the tools you need standard.

Many providers include one or two hardware devices in their monthly subscription. For expanded options, expect to pay anywhere from under $100 for handheld devices to more than $2,000 for a fully integrated solution. Businesses with limited budgets should look into POS software that works on tablets and phones or allows third-party hardware.

The final cost you need to consider is payment processing. For the lowest rates, look for a vendor that lets you choose from the best credit card processors. A few companies force you to use their processing service, so check out rates on their website or call for a custom quote based on the size of your coffee shop.

Many POS systems offer features geared towards restaurants but coffee shops have unique needs. Customers expect quick service and highly customized orders. Here are essential features to serve coffee efficiently and keep your customers happy.

Menu Management

The days of a simple pot of filter coffee are long gone. Whether it’s soy milk, double-shot, cold brew, decaf, iced or with a pump of hazelnut, customers expect a lot of customization. Your employees need an interface that lets them select modifiers easily. Some POS systems alert employees to allergens so you avoid mistakes. Menus should update automatically, both in-store and online, whenever you make a change or run out of an ingredient.

Inventory Management

Specialty coffee drinks, especially seasonal promotions, contain multiple ingredients. POS inventory management will keep track of what you have in stock and block any menu item automatically that contains something you’ve run out of. Some will alert you whenever you’re running low and others allow you to see the cost of menu items based on ingredients. If you’ve got high stock rotation, consider a platform that includes purchasing features.

Reporting

Most providers allow you to run timesaving POS reports. You can use reports to manage employee performance, see your busiest hours so you can staff accordingly and understand which locations are the most successful. Coffee shops should look for reporting that allows them to track customer preferences and seasonal trends, so they can tailor their products and marketing to boost sales.

Hardware

Coffee shops are fast-moving places with a lot of hot beverages moving around. All POS hardware needs to withstand unfortunate mishaps, but the right setup depends on the size and characteristics of your shop. Most establishments will be OK with a tablet or iPad that accepts contactless payments. A customer-facing screen helps ensure your baristas get the order right. Mobile POS devices are great for quick and accurate table service, while self-service kiosks can free up your staff and get customers in and out in a flash.

Self-service Orders and Payments

Kiosks are a great way to let your customers order and pay themselves, which frees your staff to concentrate on making beverages. Not all establishments can afford the hardware price, so consider a provider that allows your guest to order and pay with apps or QR codes. Customers will be happy not having to wait around for a server, so they can get a coffee and be on with their day.

Online Ordering

Coffee shops usually see a big rush before the morning commute. Help your customers avoid lines by letting them place orders online for pick-up. Many providers send alerts when the order is ready and even include two-way texting to resolve any issues. If you’re located in a business area, consider a POS system that includes integrations with popular delivery apps. Be sure to check whether online ordering is included standard and if you have to pay a commission.

Loyalty Programs

Coffee lovers have increasingly endless options to get their caffeine fix, so building customer loyalty is essential for success. Most providers include loyalty programs, although sometimes as a paid add-on. You can create an app with digital punch cards, special offers, personalized promotions and other rewards. Customers can store their payment information and their coffee preferences to make ordering quicker. Gift cards are another great way to keep people coming back, but this feature is sometimes separate.

Customer Management

Customer management is one feature that varies widely between providers. While some allow you to collect basic information like email addresses for receipts and lists, others have loyalty programs that double as CRM-enabled POS systems. You get essential tools to understand and communicate with your customers. When they come into your shop, your baristas will already know how they like their coffee. Plus, you can track CRM metrics to get useful insights.

Employee Management

POS software often includes tools for managing employees. You can set up shift schedules, monitor performance and manage tips. Some allow employees to clock in and out. If you have different sections, you can control what each employee sees. Some providers include add-ons to process payroll.

Payment Processing

Payment processing is at the heart of any POS system. Most offer hardware that accepts contactless and mobile payments. Businesses on a budget should make sure free or basic plans include this feature, as some providers only offer swipe readers for free.

Customer Support

Coffee shops tend to open early and cafes that serve food usually shut their doors quite late. While many of the providers we reviewed offer 24/7 customer support, a few restrict service to weekday business hours. Look for a POS service that will be available whenever you need help.

Follow these steps to determine which POS system is best for your coffee shop.

1. Research Your Options

There are many POS providers on the market and many offer products and features specifically designed for quick-service restaurants and coffee shops. Take the time to inform yourself about all the options out there. Visit vendors’ websites to see product features and pricing details. Make sure that everything you need is included or available as an affordable add-on. Check to see what the hardware options are and if you can use third-party solutions. Consider talking to successful coffee shops in the area about what works for them.

2, Read Guides and Reviews

Unfortunately, not all vendors are transparent about pricing and package details on their websites. We recommend reading POS software guides, such as this one, to get an accurate overview of top solutions. It’s also a good idea to read online reviews to see how the service holds up in coffee shops and cafes.

3. Contact Vendors for a Test Run

The best way to see if a POS system will work with your coffee shop is to try it yourself. A few vendors offer free trials but you might have to call to request a demo. Speaking with a sales rep is always a good idea as beyond getting a feel for the platform, you can discuss custom plans and features based on the characteristics of your establishment.

4. Evaluate Final Pricing and Features

In some cases, you’ll get pricing and plan details right from the website. Usually, however, you’ll be given a custom quote after discussing the specifics of your coffee shop with the vendor. Consider additional costs, such as payment processing, hardware, online commissions and activation fees, before making a final decision. If you hope to grow your coffee shop and even expand to more locations, look for an option that will affordably scale with you.

These are the main reasons why the right POS System will turn your coffee shop into a success.

Build customer loyalty

Coffee shops depend on loyal, repeat customers. POS systems include reward programs, CRM functions and marketing tools to help you find out what your customers love and offer them reasons to keep coming back for their favorite brew.

Improve customer experience

People visit coffee shops expecting different experiences. Some want to grab a latte and go, while others want to enjoy a cappuccino over a good book slowly. The best POS systems let you provide an excellent customer experience to all your guests. Online ordering with pick-up notifications will save busy guests time. Mobile ordering and payment get coffee to customers who need to concentrate with minimal interruptions.

Streamline your service

Coffee shops are busy places, often full of people in a rush wanting complex orders. A good POS system will help you stay on top of every order. User-friendly menus with custom categories and modifiers will make your baristas’ lives easier. Handheld devices let you take orders tableside or while customers are in line to help speed up service. Self-service ordering and payment mean better order accuracy and more time for your staff to focus on making coffee.

Stay on top of trends

Pumpkin spice lattes have become a cliché, but the fact is seasonal beverages are always a hit. POS reporting lets you see what products are trending and which are always popular, so you can tweak and manage inventory, seasonal menus and marketing campaigns effectively.