Nine questions to ask before you sign a POS contract

Your point of sale touches every order, every payment and every report. That makes it the hardest system in the building to replace, and it is why the contract matters as much as the software. Ask these nine questions in writing, and keep the answers.

1. How long is the term, and what does leaving cost?

Terms run from month-to-month to several years. Ask for the early termination fee as a dollar figure. "The remaining balance of the contract" is a common answer, and on a three-year term it can be thousands of dollars.

2. Does it renew automatically?

Many agreements roll into a new term unless you cancel in a narrow window, often 30 to 90 days before the end date. Put that date in your calendar the day you sign.

3. Do I have to use your card processing?

A growing number of POS companies make their money on payments and require you to process cards through them. That is not automatically bad, but it means you cannot shop your rates later. Ask for the rate in writing and ask whether it can change.

4. Will the hardware work with anything else?

Proprietary terminals become paperweights if you switch. Systems that run on standard tablets cost less to leave. If you lease hardware, read the lease separately. Equipment leases are often non-cancellable even when the software contract is.

5. What happens when the internet goes down?

Ask exactly what works offline: taking orders, printing to the kitchen, accepting cards. Ask how long it can run that way and what happens to payments taken offline that later decline.

6. What is the full monthly cost for my setup?

The advertised price is usually one terminal with the base plan. Online ordering, loyalty, kitchen screens, extra terminals and payroll are often add-ons. Give the vendor your real setup and ask for one all-in number.

7. Which of my current systems does it connect to?

Name your accounting software, payroll provider and delivery apps. "We integrate with that" can mean anything from a live two-way sync to a spreadsheet export. Ask which one.

8. Can I export my data?

Your menu, sales history and guest list are yours. Confirm you can download them in a standard format at any time, including after you cancel.

9. When is support open, and how do I reach it?

Your worst outage will be at eight on a Friday night. Ask whether a person answers at that hour, and whether support is included or billed.

The short version

A good vendor answers all nine without hesitation. Vague answers are an answer too. If you would rather not run this interview five times, tell us what you need and we will send a shortlist with the contract watch-outs already noted.