Equipment Guide

Choosing POS Hardware: What You Actually Need

Don't overpay for equipment you don't need. Here's the essential hardware guide.

BL
Brian Lewis
January 13, 2026 • 6 min read

POS hardware can range from $500 to $50,000 depending on your needs. Here's how to buy smart without overspending or underbuying.

Essential Hardware

POS Terminal

$300-1,500

Your main order entry device. Can be a dedicated terminal or tablet. Touch screen is standard. Consider screen size for your menu complexity.

Receipt Printer

$150-400

Thermal printers are standard (no ink). Get one for customer receipts, additional ones for kitchen/bar. Epson and Star are reliable brands.

Card Reader

$50-300

EMV chip + contactless (tap) is now standard. Integrated with terminal is cleanest. Standalone readers work but add steps.

Cash Drawer

$50-150

Connects to printer to auto-open on cash transactions. Get quality - cheap drawers jam. Stainless steel till is worth the upgrade.

Nice to Have

Kitchen Display (KDS)

$300-600

Digital ticket display for kitchen. Replaces paper tickets. Commercial-grade screens handle heat and grease.

Handheld Tablets

$300-600 each

Tableside ordering and payment. Great for full-service restaurants. Need charging stations and protective cases.

Customer Display

$100-300

Shows customers their order total. Nice for transparency but not essential for most bars.

Barcode Scanner

$50-200

Useful for retail items or bottle inventory. Not needed for most bar/restaurant service.

Buy vs. Lease

Buying: Higher upfront cost, you own it, no ongoing payments. Best if you plan to stay 3+ years.

Leasing: Lower upfront, ongoing payments, usually includes replacement coverage. Math often favors buying over time.

Hardware Red Flags

  • "Free" hardware with long contracts - You're paying for it in fees, often 2-3x retail price
  • Proprietary equipment - Can't use it with another POS if you switch
  • Consumer-grade tablets - iPads from Best Buy don't survive bar environments
  • No warranty - Minimum 1 year, 2-3 years is better

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