POS Pricing: Compare the Complete Operating Cost
Compare POS prices using the complete operating cost
The advertised monthly fee is only one part of a POS budget. A useful comparison includes software, equipment, payment charges, implementation, training and the terms for changes or cancellation. Compare quotations for the same functions and time period.
Understand subscription and upfront licensing
Posify provides software through a subscription, rather than a buyout or perpetual licence. A traditional or locally installed system may charge upfront for a licence and equipment. Neither label tells you the full cost: ask what updates, support and repairs include, and what happens when the contract ends.
Four main cost categories
- Software: outlets, tills, users, modules, integrations and renewal terms.
- Hardware: tablets or terminals, printers, scanners, cash drawers, routers and replacement arrangements.
- Payments: merchant onboarding, terminals, transaction charges, refunds and settlement.
- Implementation and support: setup, data migration, training, assistance and additional development.
A low entry price may apply to a smaller plan than the one your shop needs. Request an itemised quotation for the exact configuration being demonstrated.
Build a budget by business requirements
A single counter with a small catalogue differs from a growing retailer with membership and online stock. A chain may need branch permissions, transfer records, consolidated reports and integrations. Use those requirements to group comparable quotations rather than treating a generic price band as a current market quote.
Check charges that are easy to miss
Ask about installation, additional modules, payment-terminal rental, extra devices, data exports, early termination, renewal increases and support outside normal hours. Clarify whether you can use existing hardware and who pays when equipment fails.
Payment fees deserve a separate calculation using the expected payment mix. Different providers and methods can have different terms. Do not apply one percentage to every payment method unless it matches your actual agreement.
A three-year calculation
The following is an arithmetic example, not a Posify quotation or a verified current market price. Suppose software costs HK$1,300 per month, equipment costs HK$10,000, setup and training cost HK$3,000, and all HK$150,000 of monthly sales are assumed to incur a 1.5% payment charge.
| Item | Illustrative three-year amount |
|---|---|
| Software: HK$1,300 × 36 | HK$46,800 |
| Equipment | HK$10,000 |
| Payments: HK$150,000 × 1.5% × 36 | HK$81,000 |
| Setup and training | HK$3,000 |
| Total | HK$140,800 |
Replace every assumption with your quotation and projected payment mix. Include maintenance and exit costs on both sides of a comparison. If only some sales incur a charge, use that volume rather than total sales.
Funding and resilience
If exploring a public funding programme, verify its current eligibility, approved solutions, application timing and payment conditions before ordering. Treat unapproved funding separately from the base budget.
Posify does not provide offline checkout. Include a tested primary network and 4G/5G backup in the setup, and agree on interruption and reconciliation procedures.
Frequently asked questions
Which quote is cheapest?
Compare the total for your required functions and the same period, including payment and exit charges.
Can a subscription include hardware?
It may, depending on the agreement. Ask for hardware ownership, warranty and replacement terms in writing.
Should funding be deducted immediately?
Keep a base budget without it and a separate scenario based on confirmed approval and conditions.
Use the selection guide to compare functions alongside costs.
