Cloud POS or an older system: compare the full cost

The monthly fee does not tell the whole story of a POS system. You also need to know what equipment costs, which support is included and how much time staff spend on recurring tasks.

This guide is written by Vendion. It is intended to help you compare our cloud-based system with your current setup using your restaurant’s needs, without assuming all older systems work alike.

Build a like-for-like cost comparison

Collect agreements and invoices for the same period and number of POS stations. Separate software, rented or purchased equipment, acquiring, integrations and support. Note contract end dates and any cancellation or export fees.

Then obtain the equivalent details for the new offer. A lower licence fee can come with higher payment charges. A more expensive POS station may include equipment you would otherwise buy separately. Compare the contents before comparing totals.

Measure recurring work

Choose everyday tasks: adding a dish, changing a price, reconciling a refund and producing a sales report. Measure how you do them today and try the same tasks in the alternative system.

Illustrative example: saving 15 minutes on a task performed four times a week frees one hour per week. That is staff time released, not automatically a reduction in payroll costs. Its value depends on how you use it.

Distinguish an occasional irritation from a problem that occurs every shift. This helps you prioritise improvements that matter.

Understand cloud operating requirements

Vendion lets authorised users administer and review operations over the internet. POS, bookings, staff and other selected modules work in the same system. External services, such as accounting, may still need integrations.

Vendion requires an internet connection. Review coverage, network equipment and an alternative connection before switching. Check support channels, responsibilities and interruption procedures. Staffed support around the clock is included for every paying Vendion customer; this is not a guarantee against service interruptions.

Include the switch itself

Allow time for menus, permissions, training and trial operation. Decide which historical reports must be retained and check the export before ending the old agreement. Test payments, returns and reports using the planned equipment.

A switch should address identified problems. If the main benefit is less duplicate work, establish how information follows the working day.

See Vendion’s current prices: POS stations and modules are priced separately. Vendion 360 groups six additional modules and is not the price of the complete POS setup. Book a demo and bring the tasks you want to compare.