What Does a Restaurant POS System Cost? Prices & Hidden Fees

The price of a POS system is rarely what it appears at first glance. The monthly software fee is only part of the total cost – hardware, payment processing fees, add-on modules, and transaction fees can quickly make a seemingly cheap system expensive.

In this guide, we walk through all the cost items you need to account for and compare what you actually pay per month with the most common alternatives on the Swedish market.

The Four Cost Categories

1. Software Licence

The software licence is the monthly fee you pay for the POS software itself. Pricing varies significantly:

Vendion: A unified platform with transparent pricing. The entire platform is included – POS, table booking, staff management, online ordering, marketing, and analytics. No add-on modules.

Onslip: Various licence tiers with different feature sets. Price depends on licence level and features needed.

Yabie Express: Includes card terminal, web ordering, and table booking with transaction fees.

Yabie Go: A simpler functionality tier.

Trivec / Caspeco: Quote-based pricing. Cost depends on operation size and which modules you select.

2. Hardware

POS hardware is often a one-time cost but can also be rented monthly. Common components:

POS screen/tablet: From 3,000–8,000 SEK for a tablet, up to 15,000–25,000 SEK for a dedicated POS terminal with screen and cash drawer.

Card terminal: Varies by provider and model. Some POS systems have integrated terminals; others require a separate device.

Receipt printer: Approximately 2,000–5,000 SEK. Increasingly uncommon with paper receipts, but still necessary in many operations.

KDS screen (kitchen display): From 3,000 SEK for a basic tablet up to 10,000+ SEK for an industrial-grade screen.

Ticket printer: If you do not have KDS, you need ticket printers. A ticket printer costs approximately 2,000–4,000 SEK.

Total hardware package: Budget 10,000–40,000 SEK depending on how complete the setup needs to be. Cloud-based systems like Vendion work on standard tablets, keeping hardware costs down.

3. Payment Processing Fees

The processing fee is what you pay for each card payment. It typically consists of:

Transaction fee: A fixed fee per transaction (often 0.50–1.50 SEK).

Commission fee: A percentage of the amount (often 0.5–1.5% for debit cards, 1.0–2.5% for credit cards).

Monthly fee: Some processors charge a fixed monthly fee.

At a turnover of 500,000 SEK per month via card, a processing fee of 1 percent means a cost of 5,000 SEK per month – 60,000 SEK per year. A half percentage point difference in processing fees is therefore worth 30,000 SEK per year. It pays to compare processors.

Vendion offers its own payment processing as part of the platform, with transparent fees and no hidden costs.

4. Add-on Modules and Integrations

This is where the biggest surprises often hide. Many POS systems look cheap at first glance but require add-ons for features you actually need:

Booking system: 400–800 SEK/month if not included (e.g., easyTable ~700 SEK/month).

Staff system: 200–500 SEK/month or more depending on system and number of employees.

Online ordering: Varies – some charge a fixed fee, others a commission per order.

Analytics and reporting: Basic reports are often included, but advanced analytics may cost extra.

SMS services: Per message, typically 0.30–0.70 SEK per SMS.

With Vendion, all these features are included in the base price. This eliminates the "add-on modules" category entirely.

Cost Considerations When Choosing a System

When evaluating POS systems, avoid focusing solely on the headline monthly fee. Look at the complete picture: software, hardware, payment processing, add-on modules, and transaction fees. A system that appears cheap on the surface can become expensive when all components are included.

The key is to sum up all cost categories – software, hardware, payment processing, and any additional modules or transaction fees – to get a true picture of your total monthly investment.

Hidden Costs to Watch For

Lock-in period: Some providers lock you in for extended periods. Check what flexibility you have if you need to switch systems.

Cancellation fee: Check what it costs to exit the contract early.

Price increases: Ask about price guarantees. Some providers raise prices annually.

Training and installation: Some providers charge 5,000–15,000 SEK for installation and training. Others include it.

After-hours support: Restaurants are open evenings and weekends. Check that support is available when you need it – and whether it costs extra.

Data export: What happens to your data if you switch systems? Ensure you can export your guest data, sales history, and staff data.

How to Choose Right Based on Price

Calculate total monthly cost, not just the licence. Sum software, hardware, processing, add-ons, and any transaction fees.

Calculate over one year. One-time costs are distributed over time. A more expensive hardware investment may be cheaper per month.

Compare like with like. Ensure you are comparing the same feature scope. A system with a low headline price but requiring many add-ons may be more expensive than a unified platform.

Ask about everything not on the website. Processing fees, installation costs, support availability, and flexibility around pricing changes.

Summary

The price of a POS system is not about the number on the price tag but about what you actually pay per month when all costs are included. Software, hardware, processing, add-ons, and transaction fees must all be summed together.

A unified platform where the entire feature set is included in one price eliminates hidden costs and makes budgeting simple. Look for providers offering transparent pricing with no surprise add-on fees.

Regardless of which system you choose: calculate the total cost, not just the licence.