The bar POS cost is one of the most important considerations for bar owners who want to run their operations smoothly. A good bar POS system doesn’t just handle orders and payments. It also helps track inventory, monitor sales, and enhance the overall customer experience. Yet, many bar owners are often unsure exactly how much a reliable system will cost.
The truth is, bar POS costs can vary a lot depending on the software, hardware, features, and support you choose. Basic software may cost $0 to $400 per month, while hardware can range from $400 to $5,000 as a one-time investment. In this guide, we’ll break down all these costs in simple terms so you can budget confidently and find the right system for your bar.
What Is a Bar POS System?
A bar POS system provides you with a mix of both hardware and software to make the efficiency and management of your bar very easy and efficient. This allows bartenders to easily enter orders and send them directly to the bar or kitchen, as well as make payments without any delay. Today’s bar POS systems can also help you in managing your inventory, employees, and sales, among other things, to make your bar not only efficient but also highly successful.
Why Understanding Bar POS Cost Is Important?
The bar cost helps bar owners avoid overspending and hidden fees. It ensures you pick a system that fits your bar’s size, workflow, and budget. Understanding the cost also allows you to compare different POS options and choose the one that gives you the best value.
Types of Bar POS Systems And Their Costs
Traditional POS Systems
Traditional POS systems are local computer and server-based systems in bars. These systems are accompanied by higher initial hardware costs but lower software costs. These systems are ideal for bars that require offline functionality and are not concerned about the initial cost.
Upfront Cost: $1,000–$15,000+
Monthly Software: $0–$200
Example Providers:
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Toast POS: Upfront costs for hardware start at $799, with software at $69/month.
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Clover POS: Hardware costs range from $599+, with software plans starting at $14.95/month.
Cloud-Based POS Systems
Cloud-based POS systems are online data storage systems that enable bar owners to view real-time data from anywhere. They provide easy scalability, flexibility, and automatic updates as your business expands. Although hardware costs are lower, these systems demand a monthly or annual fee, which adds to the total cost.
Upfront Cost: $500-$3,000
Monthly Software: $50-3,000
Example Providers:
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Square POS: No monthly software fees for the basic plan, with hardware starting at $399.
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Lightspeed POS: Software starts at $69/month, hardware packages available upon request.
Mobile POS (mPOS) Systems
Mobile POS systems are tablets that are easy to install. They are cost-effective and suitable for small bars, temporary bars, or bars with limited space. As they involve minimal hardware, they are usually accompanied by the lowest initial cost, making them an excellent choice for bars with low budgets.
Upfront Cost: $200-$2,000
Monthly Software: $0-$100
Example Providers:
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Square POS: Tablet-based, free for basic software with low-cost hardware options.
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Toast Go (Mobile POS): Starts at $0/month for software, with hardware at $799.
Average Bar POS Cost by Bar Size
The cost of a bar POS system may also depend on the size of your bar and the number of seats. Here is an estimate to give you a rough idea of the average bar POS cost:
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Small Bars (under 100 seats)
Small bars have straightforward operations and a small number of customers, so a basic POS system is sufficient for taking orders, processing payments, and keeping track of simple reports.
Price: $1,000-$3,000 total -
Medium Bars (under 250 seats)
Medium bars handle more customers and need more terminals and advanced functionality. Medium bars benefit from advanced features that help manage busy periods, track sales, and monitor inventory efficiently.
Price: $3,000-$7,000 total -
Large Bars (under 300 seats)
Large bars, nightclubs, or event venues serve high volumes of customers and often need multiple service points, advanced reporting, and complex features.
Price: $5,000-$15,000 total
Key Factors That Affect the Bar POS Cost
Several factors depend on bar POS cost, which affect upfront investment and monthly expenses, as mentioned below in detail:
Hardware Costs
Hardware consists of POS terminals, touch screens, printers, cash drawers, and card readers. The more devices your bar has, the more hardware costs you will incur. On average, hardware costs range from $400 to $5,000 for a one-time payment. Spending money on quality hardware will result in faster services and fewer problems.
Software Costs
Software costs are usually paid on a monthly basis. The costs depend on the services you require, including inventory management, reporting, and integration. The basic plan starts at $0 per month, while the advanced plan costs up to $400 per month.
Transaction Processing Fees
Many bar POS systems charge transaction fees on each payment processed. These fees can add up over time, especially if you have high sales volume. Always check these fees to fully understand the total cost of your POS system.
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Square: 2.6% + 10¢ per transaction.
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Toast: 2.49% + 15¢ per transaction.
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Clover: 2.6% + 10¢ per transaction (for standard processing).
Integration and Setup Costs
Integration and setup costs cover the installation of the POS system and connecting it with payment processors or third-party software. Some POS providers include setup at no extra cost, while others charge a one-time installation fee. If your bar requires a complex setup, these factors can increase the total bar POS cost.
Customer Support
Good customer service is the most important factor for smooth functioning. Some companies provide free customer service, while others may charge an additional fee for premium services. Good customer service helps reduce downtime, especially during peak hours.
How Much Does a POS System Cost for a Small Business?
If you run a small bar or business, it’s important to manage expenses while still getting the essential POS features you need. Basic POS software can cost anywhere from $25 to $115 per month, with popular options like Square or Lightspeed. Keep in mind that hardware is typically a one-time cost, so the initial expense may be higher.
Example Providers:
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Square POS: Free software with hardware starting at $399.
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Lightspeed POS: Software starts at $69/month, hardware available at additional cost.
How to Choose the Right Bar POS System
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For Small Bars (under 100 seats): Look for affordable, easy-to-use POS systems like Square or Lightspeed, which offer great basic features and minimal upfront costs.
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For Medium Bars (100-250 seats): Opt for systems with more robust reporting and inventory tracking, such as Toast or Clover.
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For Large Bars (over 250 seats): Choose systems with multiple terminals and advanced features like Toast or Clover, which also provide excellent reporting, payment processing, and scalability.
A bar POS system is a significant investment, and the bar POS cost is dependent on several factors. Even though the bar POS cost may differ from bar to bar, selecting the right system will make your life easier.
A good POS system will help you in managing orders, inventory, and errors, and will also enable you to serve customers faster. Whether you are running a small bar or a large one, knowing the total cost of the system in advance will help you select the right system that suits your needs.
Many service providers give out a free trial or demo of their software. This would give you an idea of all the features, usability, and even compatibility of their software.
Yes. There may be additional fees for registers used, payment processing, additional features, or software upgrades. The complete pricing scheme should be reviewed.
Nowadays, most modern bar point of sale systems support connectivity with accounting systems, inventory systems, loyalty systems, and even online ordering systems. Consequently, this may impact the costs of setting up the system.
Setup time differs based on the system, depending on how many terminals it can support. A system can be ready for usage in a single day, while a complex system can require a few days for installation, training, and testing.
The traditional POS systems are mostly usable offline, and their availability is good when your internet service provider is down. The cloud and mobile-based POS are mostly internet-based, but some of them come with an offline variant.
Yes. Some providers might even provide basic training, while others might charge extra for in-depth training. Proper training for your team is essential so that they are able to use the system correctly.
- Choose a system based on the number of customers served a day, the number of terminals, and the level of operation. A small bar may only require one terminal, while a large bar or even a nightclub may require several, possibly advanced, terminals.
