13 Challenges selecting a new retail point of sale system
13 Challenges selecting a new retail point of sale system
With the announcement of the QuickBooks Point of Sale v19 software deprecation in October of 2023, I spent a great deal of time chatting with clients, both current and new, on how to navigate this news. At Ability, we understand that when switching to a new retail POS (point of sale) system, it is not an easy task. There are many different components that have to be reviewed after all, a POS system is the heart of a retail business.
When QuickBooks Point of Sale (POS) users looked to switch to a new retail POS software, they faced significant challenges. I have compiled a list of thirteen challenges that were raised during many discussions.
- Data migration, especially historical transaction data.
- Compatibility with existing systems, software integrations with e-commerce platforms and payment processors.
- Training staff on new POS software and workflows.
- Cost considerations, including upfront costs and ongoing fees.
- Feature compatibility and availability, such as inventory management and reporting.
- Minimizing POS system downtime.
- Security measures and data protection capabilities.
- Customizability to fit unique business needs.
- Vendor reliability and reputation for ongoing support.
- Scalability to support business growth and additional locations.
- Support and maintenance from the new POS software provider.
- User experience and interface usability for employees and customers.
- Ensuring regulatory compliance with new software.
Data migration and a new retail POS system
Data migration poses a significant challenge for businesses due to the wealth of valuable historical data stored in their databases. It’s essential to carefully plan what data will be migrated and the method to be used, whether upgrading systems, merging with another company, or transitioning to a cloud-based solution.
Challenge: Transferring existing list data like customer, vendor, and inventory information and possibly historical transactions from QuickBooks POS to the new system.
Solution: Decide what data is important and ensure the new POS software supports those data fields to import from QuickBooks Point of Sale. Keep your old POS system for historical data as reference. Hire a professional service to assist with the migration process.
Integrating a new point of sale software with existing systems
In today’s software-rich business environment, integrating multiple applications is common practice, making seamless integration with existing systems a top priority.
Challenge: Confirming the new POS system integrates seamlessly with existing accounting software like QuickBooks Online, e-commerce platforms, payment processors, and other business systems.
Solution: List out or even better create a diagram with all the software you use. Research and demo POS solutions known for robust integrations or consider custom integration solutions.
Training and adaptation of a new retail pos software
All aboard! When embarking on the journey of implementing a new POS software and system, involving employees is key to successful adaptation.
Challenge: Training staff to use the new POS system effectively and adapting business processes to fit the new software.
Solution: Opt for a POS provider that offers onboarding and comprehensive training resources plus customer support. Consider phased implementation to ease the transition. Assign champions to be the “experts” of key areas. Celebrate all the wins!
Cost considerations for a new point of sale system
While the price tag may seem daunting, it’s crucial to remember that in the retail industry, a point of sale system is the heart and soul of your business.
Challenge: Evaluating the total cost of ownership, including upfront costs, subscription fees, hardware expenses, and potential hidden costs.
Solution: Conduct a thorough cost analysis, compare different retail POS solutions, and consider long-term value over initial costs.
Feature compatibility for POS software
As businesses define their retail solution ‘list,’ the challenge is ensuring the new POS system aligns with specific needs. Stuck and do not know where to start? Check out this article, What’s on your retail solution “list”?.
Challenge: Ensuring the new POS system has all the necessary features to support the specific needs of the business, such as inventory management, sales reporting, customer loyalty programs, capabilities to weigh items, age verification, consignment, and so many more.
Solution: Create a detailed list of required features and compare them against the capabilities of potential POS systems. Prioritize flexibility and scalability to accommodate future business growth.
POS system downtime
Minimizing downtime when implementing a new point-of-sale (POS) system is crucial for retail business owners. That’s why it all comes down to creating a comprehensive plan.
Challenge: Minimizing downtime during the transition period to avoid disruptions in business operations.
Solution: Plan the implementation during off-peak hours, and work closely with the new POS provider to ensure a quick and efficient setup.
POS software security concerns
Given the rampant fraud and frequent security breaches in today’s digital landscape, ensuring the new POS system meets stringent data security standards is essential to safeguard customer and financial data.
Challenge: Certifying the new retail POS system complies with data security standards, protecting sensitive customer and financial information.
Solution: Select a POS system that adheres to industry security standards, such as PCI DSS, and provides robust security features like encryption and regular updates.
Customizability of a new point of sale system
Recognizing that every business has distinct needs, the challenge is finding a POS system adaptable enough to align with unique processes and requirements.
Challenge: Finding a POS system that can be tailored to fit unique business processes and requirements.
Solution: Look for POS software that offers customizable options or supports third-party plugins and extensions.
Point of sale vendor reliability
Choosing the best vendor for retail POS software is a critical decision. To navigate this challenge, it’s essential to thoroughly vet potential vendors, ensuring their reliability and reputation.
Challenge: Assessing the reliability and reputation of the new POS software vendor.
Solution: Conduct thorough research on potential vendors, read customer reviews, request case studies, and ask for references.
Scalability of a retail POS solution
When considering scalability, think about your future goals. Whether it’s pop-up shops, a Tik Tok store, or opening a second brick-and-mortar location, the possibilities are endless.
Challenge: Ensuring the new POS system can scale with business growth, including expanding to multiple locations or adding new sales channels.
Solution: Choose a retail POS system designed for scalability, with flexible pricing plans and the ability to support multi-location management.
Support and maintenance for point of sale
A major challenge is ensuring the availability of consistent support and maintenance for the new POS system.
Challenge: Obtaining reliable ongoing support and maintenance for the new POS system.
Solution: Opt for a vendor known for excellent customer service and comprehensive support plans, including technical support, software updates, and maintenance services.
User experience and new software
In terms of user experience, the challenge is to ensure the new POS system provides an intuitive and user-friendly interface for both staff and customers.
Challenge: Ensuring the retail POS system offers an intuitive and user-friendly interface for both staff and customers.
Solution: Prioritize systems with positive user experience feedback and request demos or trials to evaluate usability firsthand.
Regulatory compliance for POS
Navigating regulatory compliance is crucial when implementing a new POS system, ensuring adherence to local laws and industry regulations.
Challenge: Ensuring the new POS system complies with local and industry-specific regulations.
Solution: Verify that the POS provider stays updated on regulatory changes and offers features to maintain compliance, such as tax calculations and reporting capabilities.
Addressing these challenges requires careful planning, thorough research, and leveraging resources like customer support and professional services to ensure a smooth transition to a new retail POS system.
Let’s start a conversation! Feel free to book a time that works best for you. It all begins with understanding your unique needs and desires in a retail solution. Let’s work together to find the perfect fit for your business!
All the best, Lisa
