Running a business today means more than just offering a great product or service. Customers expect quick, seamless, and secure ways to pay, and that’s where your Point of Sale (POS) system comes in. No matter what kind of business you operate, the right POS system makes all the difference in keeping things running smoothly.
But for many small business owners, figuring out how to set up a POS system can feel a little overwhelming. With so many providers, features, and integrations to consider, where do you even start?
From choosing the right POS system to setting it up and training your team, our EFTPOS specialists have put together a step-by-step guide with everything you need to know.
Before we dive into how to set up a POS system, let’s quickly cover the basics.
A POS system is more than just a cash register. It’s the combination of hardware and software that allows you to process payments, manage sales, track inventory, and run reports. Modern POS systems can integrate with your EFTPOS terminal, online store, and even your accounting software, giving you a central hub for managing your business.
At EFTPOS Now, we provide flexible POS systems in NZ that can be tailored to different industries, from retail and hospitality to service-based businesses. Whether you’re running a small coffee cart or a multi-site retail store, the right system helps you:
Every business is different, so the first step in how to set up a POS system is choosing one that fits your needs. Think about:
Industry fit: A hospitality POS might include table management and tipping features, while a retail POS often focuses on stock tracking and barcode scanning.
Hardware needs: Do you want a tablet-based setup for flexibility or a fixed countertop terminal for a busy store?
Integrations: Will you need to connect your POS to accounting software like Xero, an online store, or loyalty programs?
Budget: The best POS systems can scale with your business, so it’s worth balancing upfront costs with long-term value.
EFTPOS Now works with leading POS partners to make sure you get a solution that’s built for your industry and your scale. We can guide you through your options so you don’t end up with something that’s overcomplicated, or worse, not powerful enough.
Once you’ve chosen your POS system, it’s time to set up the hardware and software. This usually includes a device of some kind (a tablet, POS terminal, or computer), a printer, a barcode scanner, a cash drawer if necessary, and an EFTPOS terminal.
The software side is just as important. Your POS provider will give you access to a back-office dashboard where you can manage products, pricing, discounts, and reporting. Most modern systems are cloud-based, meaning you can log in from anywhere to check sales or update stock.
At EFTPOS Now, we can supply and install your EFTPOS terminal and make sure it’s seamlessly integrated with your POS system. This way, when your customer taps their card or phone, the payment information flows directly into your POS, reducing double-handling and errors.
EFTPOS Now will look after the initial programming of your POS so all you need to do is complete the product file that’s supplied to you at the time of sign up.
From there, we can either come to your site and install your POS system for you, or courier a pre-programmed POS system to you. An onsite or online training session will follow, to help you with the basic running of your new POS system.
After that, 24 hour, 7 days a week technical support is provided for all customers.
Once your system is connected, it’s time to set up your product catalogue. This involves adding your products or services, setting prices, tax rates, and discounts, uploading barcodes (if you’re in retail), and organising categories (e.g. drinks, mains, desserts for a café).
This step is crucial for making your POS efficient and easy to use. With everything loaded correctly, your team can quickly process sales without having to type in details manually.
Even the best POS system is only as good as the people using it. Take time to train your staff on how to process sales and refunds, apply discounts or promotions, split bills (important in hospitality), handle different payment methods, and use the system’s reporting and stock tools.
Most POS systems are designed to be intuitive, but a little training goes a long way in avoiding mistakes during busy periods. At EFTPOS Now, we can provide support and training to make sure your team feels confident.
Congratulations—your POS system is ready to go live! But the setup doesn’t end there. A good POS system should continue to grow and evolve with your business.
Once you’re up and running, keep an eye on:
Sales reports: to understand your busiest times, best-sellers, and customer trends.
Inventory levels: to avoid overstocking or running out of popular items.
System performance: make sure payments are processing smoothly.
At this point, you should have a solid understanding of how to set up a POS system. But you don’t have to do it all on your own.
The beauty of working with EFTPOS Now is that you’ll have ongoing support. If you ever need help with updates, troubleshooting, or scaling your POS system as your business grows, we’ll be right there with you.
Our EFTPOS specialists have been helping New Zealand businesses set up POS systems and EFTPOS solutions for years. We’re here to:
Whether you’re just starting out or upgrading your current setup, we make it simple, stress-free, and tailored to your business.
If you’re ready to take the next step, get in touch with us to explore your options and see how we can help your business succeed.
