POS guide

What is a POS system? A guide for Australian hospitality

A plain-English guide to point of sale systems for cafés, restaurants, bars, pubs and larger venues: what a POS system is, how it works, what it is made of, the types of POS software and what it costs.

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By Kym Eaton, Marketing Manager, Triniteq · First published 2023 · Updated October 2026 · 11 min read

Quick answer

A POS (point of sale) system is the software and hardware a business uses to take orders, process payments and record every sale. In hospitality, it also runs the floor, sends orders to the kitchen and bar, tracks stock and shows you how the venue is performing.

  • Software runs your menu, orders, tables, staff and reports
  • Hardware includes terminals, handhelds, printers and kitchen screens
  • Payments connect through an EFTPOS terminal and your payment provider
  • Cloud-hybrid POS keeps trading when the internet drops
01

What is a POS system?

A POS system, short for point of sale system, is the combination of software and hardware a business uses to take orders, process payments and record every sale. The "point of sale" is the moment a customer pays, whether that is at a café counter, a restaurant table or a stadium bar.

In hospitality, a POS system does much more than ring up a sale. It sends orders to the kitchen and bar, manages tables and tabs, splits bills, tracks stock, runs reports and connects to the other tools a venue uses, from accounting to rostering and bookings.

A modern hospitality POS system is usually made up of four parts:

  • POS software that staff use to take orders and that managers use to set up menus, prices and reports.
  • POS hardware such as touchscreen terminals, handheld devices, receipt and kitchen printers, cash drawers and kitchen display screens.
  • Payment processing through an EFTPOS terminal and payment provider, so customers can pay by card, phone or watch.
  • Integrations and add-ons that connect the POS to accounting, rostering, bookings, online ordering, loyalty and stock tools.
02

How a POS system works in a hospitality venue

Every order follows the same basic path through a hospitality POS system, whether it is one coffee or a table of twelve.

1

Take the order

Staff enter the order on a terminal or handheld, adding modifiers such as milk choices, cooking temperature or dietary requests.

2

Send it to the right place

The POS sends food to the kitchen and drinks to the bar, on printed dockets or kitchen display screens.

3

Take payment

When the customer pays, the POS sends the amount to the EFTPOS terminal, records the payment and prints or sends a receipt.

4

Record and report

Every sale is saved, so managers can see takings, best sellers, staff performance and stock use, in real time or at the end of the day.

PowerEPOS order screen showing a café table order with modifiers and the Pay button on the left, coffee and food request buttons in the middle and menu categories on the right
A PowerEPOS order screen: the order and Pay button on the left, modifiers in the middle and menu categories on the right.

Behind the scenes, the POS also keeps a record of every transaction for reconciliation, GST reporting and end-of-day takings, and passes sales data to tools like Xero or MYOB so it does not need to be entered twice.

03

What a POS system is made of: hardware, software and payments

POS hardware

The hardware is the equipment your team touches every shift. Most hospitality venues use a mix of the following:

Common POS hardware in hospitality venues
HardwareWhat it doesTypical use
Touchscreen POS terminalThe main station where staff take orders and paymentsFront counter, bar, waiter station
Handheld POSA portable device for taking orders at the table or in a queueTable service, beer gardens, events
Receipt printerPrints customer receipts and billsEvery terminal
Kitchen printer or KDSShows or prints orders for the kitchen and barKitchen, coffee station, bar
Cash drawerHolds cash and opens when a cash sale is madeCounters and bars that take cash
EFTPOS terminalTakes card, phone and watch paymentsEvery point of payment
Customer displayShows the order and total to the customerCounter service

Some POS systems run on their own branded hardware only. Others, like PowerEPOS, run on compatible Windows devices, so venues can choose new hardware or keep suitable equipment they already own. You can browse examples in our POS hardware shop.

POS software

The software is where the real work happens. It controls your menu, prices, modifiers, floor plans, staff permissions and reports. Hospitality POS software is built around how venues actually trade, with features like table management, course firing, bar tabs and kitchen routing that general retail software does not have.

Payment processing

To take card payments, the POS connects to an EFTPOS terminal supplied by a payment provider, such as a bank or a specialist provider. This is an important choice. Some POS systems include their own payment processing and only work with it. Others integrate with many payment providers, so you choose the provider and rates that suit your venue. Our payment processing guide explains how this affects your costs.

Integrations and add-ons

Most venues connect their POS to a handful of other tools. Common integrations include accounting (such as Xero and MYOB), rostering (such as Deputy and Tanda), bookings (such as Now Book It and ResDiary), order and pay (such as me&u) and delivery platforms. Add-ons such as stock control, loyalty, gift cards and advanced reporting can usually be switched on as you need them. See the full list of PowerEPOS integrations.

04

Types of POS software: server-based, cloud and cloud-hybrid

POS software falls into three main types, depending on where it runs and where your data is kept. The difference matters most on the day your internet drops.

Server-based (on-premise) POS

Server-based POS runs on a computer or server inside the venue. It keeps working without the internet, but reporting and menu changes usually have to be done on site. It is often bought with an upfront licence, with updates and support charged separately, and the server hardware needs replacing over time.

Cloud-based (cloud-only) POS

Cloud-based POS stores data online and is usually paid for with a monthly subscription. Owners can see reports from anywhere, and updates happen automatically. The trade-off is that many cloud-only systems rely on a steady internet connection, so trading can be limited when the connection drops.

Cloud-hybrid POS

Cloud-hybrid POS combines the two. It has the remote reporting, automatic updates and multi-site access of the cloud, and it keeps taking orders and payments when the internet drops, syncing everything back once you are reconnected. PowerEPOS is a cloud-hybrid POS.

Server-based, cloud-only and cloud-hybrid POS compared
Server-basedCloud-onlyCloud-hybrid
Works when the internet dropsYesOften limitedYes
Remote reportingLimited, often on siteYesYes
UpdatesManual, often chargedAutomaticAutomatic
Multi-site managementDifficultYesYes
Typical pricingUpfront licenceMonthly subscriptionMonthly subscription
05

Types of POS setups for different venues

The same POS software can be set up in different ways, depending on how your venue serves customers.

Countertop terminal POS

Fixed touchscreen terminals at the counter or bar, with printers and a cash drawer. The standard setup for cafés, bars and quick service.

Handheld and tablet POS

Portable devices for taking orders at the table, in a beer garden or in a queue, so staff spend less time walking back to a terminal.

Order and pay

Customers order and pay from their own phone, usually by scanning a QR code at the table, with orders flowing straight into the POS.

Multi-site and enterprise POS

One system across several venues or a large venue, with head office control of menus and prices, permissions by site and group reporting.

Many venues combine these, for example countertop terminals at the bar, handhelds on the floor and order and pay at the tables.

06

Why hospitality venues need a POS system

A good POS system pays for itself in time saved and decisions made easier. Here is what it does for a venue day to day.

  • Faster, more accurate service. Orders go straight to the kitchen and bar with every modifier, so fewer mistakes and remakes.
  • Clear numbers. See takings, best sellers, slow movers and staff performance in real time, instead of waiting for the end of the month.
  • Stock control. Track stock as it sells, set reorder points and understand your true cost of goods.
  • Happier regulars. Run loyalty programs, gift cards and house accounts that bring customers back.
  • Less admin. Send sales to your accounting software automatically and close the day in minutes.
  • Easier staff management. Fast PIN or RFID logins, permissions on voids and discounts, and sales by staff member.
07

Key features to look for in a hospitality POS

Hospitality has needs that general retail POS systems are not built for. These are the features most venues rely on.

Key hospitality POS features
FeatureWhat it doesMost useful for
Table management and floor plansShows every table, its status and how long it has been seatedRestaurants, hotels, pubs
Kitchen display screens (KDS)Routes orders to the right station, with bump and recallBusy kitchens, coffee stations, quick service
Modifiers and dietary flagsCaptures every request and prints it on the docketEvery venue
Bar tabsOpens tabs by name and transfers them between bars or to tablesBars, pubs, clubs
Split billsSplits by seat, item, portion or coversRestaurants, groups dining together
Offline tradingKeeps taking orders and payments when the internet dropsEvery venue
Real-time reportingShows sales by venue, area, product and staffOwners, managers, groups
Multi-site controlManages menus, prices and staff across venues from head officeGroups, franchises, stadiums

Want to see how these features are set up for your type of venue? See our pages for cafés, restaurants, bars, pubs and hotels, hospitality groups and stadiums.

08

How much does a POS system cost?

The total cost of a POS system is made up of a few parts. Comparing them side by side gives you a truer picture than the headline price.

  • Software. Usually a monthly subscription per terminal or per venue. Check what is included, such as support, updates and offline trading.
  • Hardware. A one-off cost for terminals, printers and cash drawers, unless you can use compatible hardware you already own.
  • Payment processing. The fees you pay on every card transaction. For most venues this is the largest ongoing cost, so the freedom to choose your provider matters.
  • Transaction fees from the POS provider. Some POS providers take a percentage of every sale, so your costs rise as you get busier. Others charge a flat monthly fee.
  • Add-ons and integrations. Stock, loyalty, reporting and integrations may be included or charged separately.
  • Setup and training. Installation, menu setup and training, either included or charged as a one-off.

How PowerEPOS is pricedPowerEPOS is a predictable monthly software licence with no Triniteq transaction fees, so your POS cost stays the same as your sales grow. See current pricing on our POS pricing menu.

09

POS terms explained

New to POS? These are the terms you will hear most often when talking to POS and payment providers.

Common POS terms explained
TermWhat it means
POSPoint of sale. The system used to take orders, process payments and record sales.
EFTPOSElectronic funds transfer at point of sale. The terminal that takes card, phone and watch payments.
KDSKitchen display system. Screens that show orders to the kitchen or bar instead of printed dockets.
Cloud-hybrid POSA POS that keeps trading offline and syncs to the cloud when reconnected.
ModifierAn option added to an item, such as oat milk, extra shot or medium rare.
Quick SaleA fast ordering screen for counter and bar service, without opening a table.
Bar tabAn open bill, usually under a customer's name, that is paid at the end.
Floor planA map of your tables showing which are free, seated or ready to pay.
Course firingSending each course to the kitchen when the table is ready for it.
PMSProperty management system. Hotel software that manages rooms and guest accounts.
Payment providerThe bank or company that processes your card payments and supplies the EFTPOS terminal.
Merchant feeThe fee your payment provider charges on each card payment.
IntegrationA connection that shares data between your POS and another tool, such as Xero or Deputy.
10

How to choose the right POS system for your venue

Start with how your venue runs, then compare POS systems on the things that affect your costs and your service:

  1. List your must-have features for your service style, such as table service, tabs, KDS or multi-site control.
  2. Check payment provider choice and whether the POS provider takes a cut of every transaction.
  3. Ask what happens when the internet drops.
  4. Check who provides support, where they are based and when they are available.
  5. Make sure it can grow with you, from a second venue to head office reporting.
  6. Book demos and ask to see the system set up for a venue like yours.

For a full checklist, read our guide to choosing a hospitality POS in Australia or see how POS system types compare.

About PowerEPOS

PowerEPOS: an Australian-made hospitality POS

PowerEPOS is a cloud-hybrid POS system built for hospitality and certified Australian Made. It runs in thousands of Australian venues, from single cafés to major stadiums, supported by Triniteq, founded in Perth in 1997.

20+ integrated payment providers

Choose your own payment provider

PowerEPOS works with 20+ payment providers, so you choose the provider and rates that suit your venue, and switch later without changing your POS. Triniteq charges no transaction fees.

Read our payment processing guide →

Keeps trading offline

Cloud-hybrid, so you keep taking orders and payments when the internet drops, and everything syncs once you are back online.

Australian support

An Australian-based team during and after hours, with installation and training remotely or on site.

Certified Australian Made

Developed in Australia by a hospitality POS company with nearly 30 years of experience.

From cafés to stadiums

The same platform runs single venues, multi-site groups, franchise networks and stadiums.

See how PowerEPOS works for your venue

Talk to our Australian team on 1300 784 666

Book a Demo See Pricing
FAQ

POS system FAQs

What is a POS system?

A POS (point of sale) system is the software and hardware a business uses to take orders, process payments and record sales. In hospitality, it also sends orders to the kitchen and bar, manages tables and tabs, tracks stock and produces reports.

What does POS stand for?

POS stands for point of sale, the moment and place where a customer pays for their order.

What is the difference between a POS system and an EFTPOS terminal?

The POS system takes and manages the order, while the EFTPOS terminal takes the card payment. The two connect, so the amount is sent from the POS to the EFTPOS terminal and the payment is recorded against the sale.

What is the difference between cloud POS and cloud-hybrid POS?

Cloud-only POS relies on an internet connection, so trading can be limited when the connection drops. Cloud-hybrid POS, like PowerEPOS, keeps taking orders and payments offline and syncs everything back to the cloud once you are reconnected.

What hardware do I need for a hospitality POS system?

Most venues need at least one touchscreen terminal, a receipt printer and an EFTPOS terminal. Many also use handhelds, kitchen printers or kitchen display screens, cash drawers and customer displays, depending on how they serve.

Can I use my existing hardware with a new POS system?

It depends on the POS. PowerEPOS runs on compatible Windows devices, so you may be able to keep some of the hardware you already own.

Does a POS system work without internet?

Server-based and cloud-hybrid POS systems keep working without internet. Many cloud-only systems have limited functions offline. PowerEPOS is cloud-hybrid, so it keeps trading and syncs once you are back online.

How much does a POS system cost in Australia?

The cost depends on the number of terminals, the hardware you need, add-ons and payment processing fees. PowerEPOS is a monthly licence with no Triniteq transaction fees. See current pricing on our POS pricing menu.

What is the best type of POS for a café or restaurant?

A hospitality POS with table management, fast order entry, kitchen routing, modifiers and offline trading suits most cafés and restaurants. Choose one that lets you pick your payment provider and has local support.

What is the difference between a POS system and a cash register?

A cash register records sales and holds cash. A POS system also takes card payments, sends orders to the kitchen and bar, manages tables and tabs, tracks stock, reports on sales and connects to other business tools.

Does a small café need a POS system?

Most cafés benefit from one. Even a single-terminal POS speeds up orders, sends coffee and food to the right station, tracks best sellers and makes end-of-day reconciliation quicker.

How long does it take to set up a POS system?

It depends on the size of your venue and menu. Triniteq sets up your menu, screens and reporting, installs remotely or on site and trains your team before you go live, and larger rollouts are project managed.

Is PowerEPOS made in Australia?

Yes. PowerEPOS is certified Australian Made. Triniteq was founded in Perth in 1997 and now supports hospitality venues nationwide. Support is provided by our Australian-based team.