Changing POS software affects checkout, stock records, receipts, staff routines, and daily reporting. Compare complete workflows before moving data or buying hardware. A system that looks inexpensive can cost more if it requires extra devices, integrations, data entry, or staff time.
Start with the daily sales workflow
List what happens when a customer buys: find or scan the item, confirm price, apply a discount, record payment, print or send a receipt, and update stock. Include returns, voids, exchanges, credit sales, and price changes. Test the steps your staff perform most often.
Check stock behavior
- Does a completed sale reduce the right product and variation?
- Can staff receive stock, adjust a count, and see who made the change?
- Can the system handle units or product types you actually sell?
- Can you review low stock, fast-moving items, and stock history?
- If you sell online too, do both channels share live stock or require manual synchronization?
Confirm payment and compliance requirements
Ask providers what ?M-Pesa support? means: recording M-Pesa as a tender type, initiating an STK Push, receiving a payment callback, or reconciling the payment against a transaction are different capabilities. Ask for a live demonstration and fee schedule.
If you need KRA eTIMS integration, ask which integration model is used, what invoice data is transmitted, what happens during connectivity interruptions, and which fees or setup steps apply. Verify requirements with KRA or a qualified adviser; software marketing copy is not tax advice.
Test reliability, access, and reporting
Ask how the POS behaves when the internet is unavailable, which actions work offline, how queued transactions sync, and how conflicts are handled. Confirm whether each cashier can have a separate account and what permissions are available. Review the sales, stock, payment, and end-of-day reports your owner or accountant actually needs.
Calculate total cost and switching effort
Compare subscription charges, branches, staff seats, terminals, scanners, printers, payment fees, setup, training, data import, support, and cancellation terms. Request a sample export of products and transaction history. Before switching, keep a backup and run the new system alongside your current records for a controlled test period.
Use a trial with real scenarios
Test a normal sale, a split or non-cash payment if needed, a return, a stock receipt, and an end-of-day close. Have the staff who will use it complete these tasks. Ask support questions before committing, not after the old system has been removed.
This checklist is published by KobStore, which offers POS tools. The criteria are intended for comparing providers; capabilities and integrations vary by plan and should be confirmed directly. Review POS features to compare and KobStore plans.
