by Mike Peterson | Jan 16, 2025 | Clover, POS Systems
As a business owner, you know all too well that a working, reliable point of sale (POS) system is more than just a tool, it’s the keystone of success in smooth operation and good customer service. However, many businesses still use outdated POS systems, and they have underestimated how much of a risk and how inefficient it is. With technology ever advancing, a POS system upgrade is becoming even more imperative, and scenarios like the Clover devices reaching end-of-support in February 2025, make clear just how important it is to keep up with tech.
Even the most respected POS systems cannot fully help your business to grow to its full potential if there are hidden costs and limitations. Older systems are disadvantageous for businesses as they offer security vulnerabilities and miss opportunities to increase efficiency. No matter what your industry is, this article explains why upgrading your POS system is a smart investment and how it can revolutionize your operations.
The Hidden Costs of Outdated POS Systems
Increased Maintenance Costs
POS system repair and maintenance is often required frequently, and the old POS systems can become pricey over time. But as legacy hardware is phased out by manufacturers, businesses may have to pay higher repair fees or find costly third-party parts. The costs of these recurring expenses can outweigh the upfront investment of a modern system; therefore, upgrades are more financially sound in the long run.
Security Vulnerabilities
The biggest risk of using out-of-date POS systems is they lack robust security features. Older systems can fail to receive critical software updates, leaving them vulnerable to cyberattacks and data breaches. This can be very expensive for businesses that are handling sensitive customer information. In addition, old systems may not be compliant with Payment Card Industry Data Security Standards (PCI DSS) and subject businesses to potentially thousands of dollars in fines and legal headaches.
Limited Features and Efficiency
Features such as contactless payment, mobile wallet integrations, and real time inventory tracking make modern POS systems so much easier to work with and provide a better customer experience. However, out-of-date systems can’t keep up, are slower at processing transactions, and can make customers unhappy. Not upgrading means missing out on the opportunity to optimize workflows and adopt new technology that helps your business be more productive.
Benefits of Upgrading Your POS System
Enhanced Operational Efficiency
A POS system upgrade can change the way you do business. Modern POS solutions make transactions go much more quickly, cutting down on customer wait times and overall satisfaction. Automated inventory tracking and real time sales reporting are features that enable businesses to stay on top of affairs without any manual intervention. Additionally, these systems are fully compatible with accounting and customer relationship management (CRM) software, reducing the back end and giving business owners and staff more time.
Improved Security
Any business dealing with customer data knows security is a top priority, and modern POS systems are built with state-of-the-art safeguards to prevent breaches. Features of newer systems include end-to-end encryption, tokenization, and regular software updates that deal with emerging threats. Upgrading also helps protect the businesses’ customers, as well as comply with industry standards like PCI DSS. This also assures customer trust without putting oneself at risk for fines or penalties.
Cost Savings
The initial investment of upgrading to a new POS system is paid for immediately, but the long term savings are substantial. Less downtime and fewer repair expenses are the byproducts of more reliable modern systems. Businesses also save on fees for outdated devices, like Clover’s $99.95 per device charge beginning February 2025. There are upgraded systems that reduce or eliminate your payment processing fees, potentially saving thousands every month.
Scalability for Future Growth
With growing businesses, the demands of the operations grow too. Modern POS systems are built with scalability in mind, and it’s easy to add new features or hardware as needed. Let’s take a few examples: businesses can merge their online and in-store sales channels, add mobile payment options, or expand reporting capabilities without much disruption. This flexibility guarantees that the system will grow with the business and will accommodate future growth without a large reworking.
Industries That Benefit from Modern POS Upgrades
Retail Businesses
For retail businesses, upgrading to a modern POS system offers so many benefits. One of the biggest benefits is accurate inventory management, with new systems giving retailers the ability to monitor stock levels in real time, without costly stock-outs or excessive stock. In addition, the advanced reporting features enable a business to identify sale trends and customer preferences to inform better decisions regarding product offerings. They also strengthen the customer experience by enabling faster checkouts as well as accepting credit cards, mobile wallets, or contactless payment.
Restaurants and Food Services
During peak hours, restaurants and food service businesses can’t afford to be inefficient and slow. With a modern POS system, servers have the ability to place orders directly in the system from a tablet or handheld with features like table side ordering. It eliminates errors, and orders get to the kitchen in an instant, which means faster service. Real time sales data is also used by restaurants to manage inventory, optimize menus, and reduce waste. New POS systems work well for fast food or food trucks as they can easily integrate into online delivery platforms and have loyalty programs that attract repeat customers.
Service-Based Businesses
Modern POS systems with built-in scheduling and appointment management features are a huge help to service-based businesses, such as salons, repair shops, and fitness centers. It becomes easy to make, change, or cancel appointments without the hassle, for both the customers as well as the staff. Secondly, by incorporating a CRM tool with the POS, service providers can track customer preferences, send personalized offers to them, and build long term loyalty. Upgraded systems also make the payment processing processes easier — your business can process payments for multiple forms of payments such as subscription billing and payment plans.
E-Commerce and Omnichannel Businesses
Today’s retail landscape is filled with businesses that do business across both physical and online channels. Modern POS systems bridge this gap by bringing these platforms together and integrating inventory, sales data, and customer profiles under one roof. It means that there will be consistent pricing and promotions across all channels and simplifies order fulfillment. For instance, a customer can order online and pick up in store or return an in-store purchase by mail. Businesses that provide a unified shopping experience through an omnichannel capable POS system meet the changing customer’s expectations.
Clover and Other POS Solutions: Why the Time to Upgrade is Now
Clover Devices Reaching End of Life
February 1, 2025 is a critical date if your business is using a Clover POS device. After this date, Clover is saying it will no longer support several of its devices, including the Clover Mini, Station, and Flex. Unless they upgrade, businesses using these outdated systems will have to pay a $99.95 per device fee. The resulting combination of urgency and opportunity means that businesses can now evaluate their current POS setup and upgrade in a cost-effective way.
With upgraded devices, businesses don’t have to pay extra and also enjoy the additional capabilities and security features. Card Systems assists in the smooth transition to new systems with affordable, efficient upgrade solutions and local support.
Exploring Alternatives to Clover
Alternatively, businesses may need to consider upgrading to alternatives to Clover devices. There are a lot of solutions out there like Sound POS, RetailzPOS, and EdgeServ, all of which provide a lot of features, from advanced reporting to industry specific tools. For instance, EdgeServ is a go-to among restaurants as it provides table management and delivery integrations, while Sound POS goes into retailers from the angle of inventory management.
When choosing a new POS system, businesses will want to think about the following: compatibility with hardware, compatibility of software, ease of use, and quality support to its merchants. These elements are evaluated to assure that the chosen system will meet today’s needs and tomorrow’s goals.
Tailored Solutions for Your Business
No two businesses are alike, so choosing the right POS system isn’t based on which brand is popular. For example, a restaurant might want table side ordering, while a retail store may be more interested in advanced inventory tools. On the other hand, service-based businesses can make the most out of scheduling and CRM integrations.
Here at Card Systems, we have over 30 years of experience and 24/7 local support in Southwest Florida and help businesses identify and implement solutions that best fit their needs. This personalized approach means that we provide a smooth transition and ongoing support, thereby minimizing downtime and maximizing efficiency.
How to Upgrade Your POS System Without Disruption
Steps to Evaluate Your Current Setup
Before you upgrade, the last thing you want to do is upgrade away from the areas of improvement in your existing POS system. The first thing to do is make a checklist of what hardware and software you currently have. Take a look at factors such as transaction speed, security features, and convenience for current payment methods. Find out if your system will facilitate omnichannel operation or connect to solutions such as inventory management or CRM software. Identifying these limitations will enable you to select features in your next POS system.
Planning Your Transition
Good POS system upgrade planning is needed to minimize disruption to daily operations. Start by scheduling the transition during low traffic times in order not to inconvenience customers and staff. Give staff time to be trained on the new system so they know what they’re doing before it goes live. Once you have the new system, test it thoroughly to identify and solve any potential issues. If you take these proactive measures, you’ll avoid disruptions and continue business as usual.
Partnering with Trusted Providers
Upgrading your POS system is a big investment and choosing the right provider can be a game changer. Choose a partner that’s reliable, transparent, and expert in the industry you’re in. Card Systems, with over 30 years of experience and 24/7 local support in Southwest Florida, is ready to help with your business’s unique requirements. You will be guided through the upgrade process by a trusted provider who will also offer personalized solutions and make sure your new system is ready to perform at its peak.
The Future of POS Technology
Trends Shaping the POS Landscape
Innovation and customer centric technologies drive the future of POS systems. POS solutions are being increasingly used to integrate artificial intelligence (AI) that can give businesses predictive analytics such as anticipating inventory needs, customer preferences, and sales trends. Another emerging trend is voice-assisted technology which allows for businesses to perform transactions or operate through simple voice commands. Such advancements increase efficiency and allow businesses to give their customers highly personalized experiences.
Another big trend is the rise of mobile POS systems, which give businesses that are on the go the flexibility and portability they need. Mobile POS devices enable businesses to serve customers from food trucks to pop up shops with robust functionality. Also, cloud-based POS systems are becoming the norm, allowing secure, real-time access to data from any location and keeping businesses nimble and connected.
Preparing for Tomorrow
Businesses need to not only upgrade their current POS systems but are also required to upgrade for the future technological advancements. POS technology is not a one size fits all, so adopting a forward thinking approach to POS technology will allow your business to be agile and ready to take advantage of new opportunities.
Upgrading isn’t just about catching up — it’s about putting your business in a position to lead your industry. A modern POS system would serve as a base for innovation, allowing you to keep up with the changing market demands and surpass customers’ expectations. Today’s investment in advanced technology is an investment in long term success and growth.
If you own a business and you still have an outdated POS system, there is a better way. Modern POS systems can help businesses in all industries avoid unnecessary fees such as Clover’s upcoming $99.95 charge for end-of-support devices, as well as increase operational efficiency, security, and scalability.
If you run a retail shop, restaurant, service-based business, or e-commerce platform, your POS system may need to be upgraded to keep your business competitive, secure, and future ready. Working with a trusted provider such as Card Systems ensures a smooth transition, affordable solutions, and ongoing support that meets your needs. Don’t wait for downtime, customer dissatisfaction, or compliance issues to force you into upgrading – take action today and set your business up for success in the long term.
Contact Card Systems for expert help, local support, and a plan tailored to your business’s specific needs. The future of your business starts with a single step: upgrading your POS system.
FAQs
- When is the deadline to upgrade Clover devices?
Older Clover devices will be charged $99.95 per device on February 1, 2025, when they become outdated.
- What does upgrading save you in the long run?
Modern POS systems cut downtime and eliminate repair and maintenance costs associated with old systems, and they make operations run more efficiently, saving money. Plus, they can reduce or eliminate payment processing fees through dual pricing.
- Is it possible for small businesses to afford modern POS systems?
Indeed, many POS providers provide scalable and cost effective solutions that fit any type of business.
- How do I choose a new POS system?
You need to consider things like compatibility with your industry, necessary features, price, ease of use and the support that the provider offers.
- What can Card Systems do to aid in the transition?
With over 30 years of experience, Card Systems provides affordable upgrade solutions, 24/7 local support, and will work hard to make the transition seamless for your business.
by Chandra Spary-Kontinos | Dec 27, 2024 | POS Systems, Business to Business News, News
Could a Point of Sale save you on taxes this year? The answer is, most likely, yes! As the end of the year approaches, it’s time for business owners to start thinking about ways to reduce their tax burden. One effective strategy is to take advantage of the Section 179 tax deduction. This provision in the U.S. tax code allows businesses to deduct the full purchase price of qualifying equipment and software purchased or financed during the tax year. Doing so can significantly lower your taxable income and, consequently, your tax liability.
Section 179
Section 179 was designed to encourage businesses to invest in themselves by purchasing equipment and software. Unlike traditional depreciation, where the cost of an asset is spread over several years, Section 179 allows you to deduct the entire cost in the year the asset is placed in service. For 2024, the maximum deduction limit is $1,160,000, and the total equipment purchase limit is $2,890,000. To take advantage of Section 179, the equipment or software must be used more than 50% of the time for business purposes.
Qualifying purchases include:
Consider upgrading your business with a new POS system!
It’s important to note that not all business expenses qualify. Real estate and inventory are examples of non-qualifying expenses. One of the key strategies to maximize your Section 179 deduction is to make your purchases before the end of the year. By doing so, you can ensure that the equipment is in service during the current tax year, allowing you to take the full deduction. This can be particularly beneficial if your business has had a profitable year and you’re looking for ways to reduce your taxable income. While the immediate tax savings are a significant benefit, investing in new equipment and software can also improve your business operations. Upgrading your machinery can increase productivity, enhance the quality of your products or services, and even open up new revenue streams.
Updated Technology
Additionally, newer technology can lead to long-term cost savings through improved efficiency and reduced maintenance costs. As the year draws to a close, it’s a good idea to review your business’s financial situation and consider making strategic purchases that qualify for the Section 179 deduction. Doing so allows you to enjoy substantial tax savings while investing in your business’s growth and success. Always consult a tax professional to ensure your purchases qualify and maximize your tax benefits.
by Mike Peterson | Oct 16, 2024 | POS Systems, News Alerts
The aftermath of a storm can be overwhelming, especially if you have a small business that depends on a steady stream of operations to keep afloat. Storms interfere with the business flow through lack of infrastructure and power outages that merchants cannot resolve on their own. We know these challenges and at Card Systems, Inc., we’re here to help get your business back up and running as quickly as possible after a storm. Here are some ways our post-storm payment solutions and relief can aid in getting you back to business.
Rapid Replacement of Damaged Equipment
One of the most critical issues after a storm is damage to your point-of-sale (POS) systems and credit card terminals. Without proper equipment, you lose the ability to take payments, resulting in lost sales and unhappy customers. That’s why we provide rapid replacement services to keep downtime to a minimum.
We react quickly and take action, providing you with replacement terminals to get you processing payments quickly again. We have the tools and the expertise to help if your equipment was physically damaged or has connectivity issues.
Temporary Equipment Solutions
Sometimes replacements will take some time if there are many devices involved. We offer temporary equipment solutions to help keep your business moving. These backup devices make sure that even during wait times, you can keep on taking payments without a hitch. With temporary equipment, you are flexible enough to keep operations going while replacements are being completed.
This allows you to continue to make money and avoid the disruption of your business in the long term. Surely continuity is important in difficult times.
No-Cost Payment Processing
Managing cash flow is critical after a storm, with the expense of repairs and recovery on top of that. To help you ease this burden, we have payment processing options with no upfront costs. We help you focus on rebuilding without further financial strain, by allowing you to process transactions without the need to worry about fees.
In tough times every dollar counts, and we want to ensure your business can operate as smoothly as possible without the extra pressure of processing fees. We want to help you manage cash flow and keep things moving when the going gets tough.
Internet Failover Solutions
If you’re not willing to sacrifice your internet connection for the sake of your business, then you’re not willing to sacrifice it for the sake of your customers. A business that relies on a constant internet connection is hit hard by even a small outage. That’s where our internet failover solutions kick in.
Even when your primary internet connection goes down, our systems make sure that your payment processing and POS system continues. With secondary connections such as cellular networks, you can continue to accept payments, providing your business the resiliency it needs to overcome post storm challenges.
Real-World Impact: Hurricane Milton hit many restaurants along the west coast of Florida and brought widespread internet outages. Many businesses were affected by that outage for several days. Thanks to our internet failover setup, the credit card payments continued uninterrupted, without any loss of sales.
Around-the-Clock Local Support
When things get tough, you need a team that can provide rapid, reliable support that understands your business. Card Systems offers local support 24/7, so that when you call, you will be helped by someone who knows your business and your community. We are ready to troubleshoot problems, give guidance, and make sure your systems are up and running as soon as possible.
We are only a phone call or quick visit away. No matter what the size of the problem, our local support team is prepared to help your business recover and thrive after a storm.
Business Continuity Planning
The best way to prepare your business to weather any storm is to be prepared. We will help you assess your current systems to develop a robust business continuity plan. We’ll recommend the best strategies to keep your operations up and running, even if the internet fails.
Having a great continuity plan allows you to react fast when disaster happens, minimizing downtime and keeping your customers happy.
Let Us Help You Rebuild
During difficult times, we are committed to supporting businesses in our community at Card Systems, Inc. We have the solutions to keep you operational and serve your customers; from rapid equipment replacement to internet failover and 24/7 local support. A storm doesn’t have to put your business at risk.
If you need assistance with your recovery efforts, contact us today at (239) 549-5055 or email support@cardsystems.com.
Additional Disaster Resources:
Together we can make sure that your business continues to thrive through any challenges that come your way.
by Mike Peterson | Oct 1, 2024 | POS Systems
We understand that your point-of-sale (POS) system is the anchor of your entire operation. It is essential for you to run your daily tasks effectively and efficiently. If you experience a POS outage due to a storm or internet problem, it could halt your business and cause a significant financial loss.
Even large corporations with dependable structures can suffer from such incidents as well. Take Starbucks, for example: Due to issues with their point-of-sale systems following Hurricane Helene, three locations were closed down for 2-3 days. For a business of Starbucks’ size, this downtime leads to tens of thousands in lost income. We will examine how businesses like yours can protect themselves from this kind of loss.
How Much Revenue is Lost During a POS Outage?
Every minute that a POS system is offline causes a direct loss of revenue. Consider the Starbucks story linked to Hurricane Helene. The average Starbucks location typically earns around $4,500 each day. So, if three locations were down for three days, that would result in a total loss of approximately $40,500:
Lost Revenue = 3 locations × 3 days × $4,500 = $40,500
For a small business, even a fraction of this loss can be devastating. Although you may not be running a mega-corporation like Starbucks, a couple days of lost revenue can pose serious risks, especially if your margins are thin.
The financial damage doesn’t stop at lost sales. Delayed customer service when systems recover can lead to irate customers who choose alternative businesses. A POS outage may lead to costs much higher than just the numbers stated in accounting.
Common Causes of a POS Outage
There are a variety of reasons your POS system could go offline, many of which are beyond your control:
Power Outages
Storms or regional power interruptions can lead to system shutdowns that leave your POS systems powerless.
ISP (Internet Service Provider) Outages
From technical issues to damaged infrastructure, internet outages are a POS system’s worst enemy.
Hardware Failures
As POS hardware ages, it may fail or become defective leading to unexpected malfunctions or shutdowns.
Software Glitches
On rare occasions the software can present problems instead of the hardware or internet. A problem within your POS software can lead to operations being completely unavailable.
How to Avoid a Costly POS Outage
Fortunately, there are solutions to reduce downtime risks to keep your business running, even if unexpected events occur. To reduce costly outages, apply these practical steps:
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Battery Backups (Uninterruptible Power Supplies)
Power outages are a leading cause of POS system downtime. However, installing a UPS or battery backup allows you to maintain uninterrupted operations. A UPS may maintain power for your POS system for a set duration allowing you to deal with transactions and shut down properly if the power continues to be out.
For enterprises located in storm-prone zones or unstable electricity regions, these systems are indispensable. Should a storm take down power in your neighborhood for a few hours, a UPS could allow you to maintain some sales.
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Internet Failover Solutions
If your internet connection goes down unexpectedly, your cloud-based POS will become entirely unavailable. A network failover solution can seamlessly transfer your connection to a secondary network in the event of a primary network outage. In the event that your primary internet source has problems, you’ll be able to carry on selling.
Cost-effective solutions for failover increase efficiency in how you operate your business by automatically engaging and mitigating disruptions.
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Regular System Maintenance and Updates
With recurring system updates and regular maintenance of your equipment, you can usually prevent issues. Updating your POS software eliminates any existing problems and timely hardware evaluations lead to identifying failures before they occur.
Scheduling maintenance appointments with your POS provider can improve the durability of your system while decreasing the frequency of catastrophic shutdowns.
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Cloud-Based Hybrid POS Systems
While cloud-based POS systems enable versatility, they can be vulnerable due to their complete reliance on internet connectivity. To enhance dependability, opt for a hybrid POS system that enables your POS to operate offline. These systems can retain transaction records on-site and transfer their data back to the cloud when the network is accessible again.
This type of setup allows you to avoid missing out on sales from an internet outage because your POS operates on its own until the connection is back up.
Don’t Let a POS Outage Derail Your Business
Although certain types of POS outages cannot be prevented entirely, preventative actions could greatly minimize their impact on your business. You can rely on multiple strategies for your POS system’s stability; these include internet failovers backed by battery systems and regular maintenance from cloud-based hybrid solutions.
At Card Systems, we specialize in providing dependable, secure POS systems that defend your business against disruptions and loss of income. Our industry-leading technology paired with our top-notch support will help keep your system running, especially when it matters most. Reach out to Card Systems now to find out how we can support your business during any disruptions, and better yet, prevent them from happening in the first place.
References:
by Chandra Spary-Kontinos | Mar 7, 2023 | POS Systems, Uncategorized
A Good Point of Sale with Digital Receipts, Save Business Owners and their Customers Time and Money
The most obvious advantage of digital receipts is that they are much more environmentally friendly than paper receipts. You can reduce your carbon footprint and help the environment by eliminating the need for paper, ink, and printing. Additionally, going paperless requires less physical storage space and is simpler to manage.
Improved Customer Experience
Digital receipts offer a better overall experience for customers, and they don’t have to worry about keeping track of a paper receipt. Instead, they can quickly access their receipts whenever they need to on their phone or computer.
Cost Savings
Digital receipts also save your business a lot of money. You can cut costs and boost your bottom line without needing paper, ink, and printing supplies. Additionally, digital receipts are simpler to store and easier to retrieve should a dispute or chargeback arise, making it easier to manage and lower administrative costs.
Marketing Opportunities
By collecting valuable data, at your Point of Sale, your business can stay in touch with customers after the sale. You can encourage customers to interact with you and possibly make additional purchases by including links to social media pages or offering promotions in the digital receipts. Offering digital receipts is wise for any company looking to streamline operations and give customers a better experience.
There are numerous benefits to switching to a POS System that gives your company the ability to “go digital.” Most importantly, an enhanced customer experience, cost savings, and marketing opportunities. Your business can quickly integrate digital receipt technology into its operations and enjoy today’s benefits by partnering with a reputable Point of Sale and payment processing company like Card Systems.
by Chandra Spary-Kontinos | Apr 1, 2022 | Featured, POS Systems, Restaurant Industry News, Services, Uncategorized
What are the differences and the best choice for your business?
Are you considering Surcharging or Cash Discounting? Accepting credit cards is a necessity in today’s world. However, credit card processing fees are taking a larger chuck out of your profit margin these days, especially with the ever-increasing popularity of rewards cards. Moreover, many of the merchant fees associated with rewards cards tend to increase year after year, due to the escalation of the “Cash Back” incentives the Card Issuers give their cardholders.
Who pays for the majority of these incentives? You the merchant. More and more merchants are now electing to add a surcharge or implement a cash discount program to combat these rising costs. This may be a great option for your company if done correctly. So, what is the difference between surcharging and cash discounting?
Surcharging
- Surcharge: Adding a small percentage to a credit card transaction to offset the merchant fees for processing the credit card payment. This surcharge is added to offset the processing fees associated with accepting credit cards. This fee only applies to credit cards and does not apply to other forms of payment such as debit cards, cash, or checks. Surcharging must also be done in a compliant manner and by a processor that follows the rules and ensures their merchants are compliant.
Cash Discounting
- Cash Discount: A reduction in price for customers who pay with cash or check instead of credit or debit cards. The discount is deducted from the advertised price at the time of sale. Another method of Cash Discounting is adding a small percentage to increase the price of the sale, known as a Non-Cash Adjustment.
Making this Win-Win Solution
Ask yourself, is this a good move for your business? Will there be pushback from the customers? The solution is simple. Giving your customers an option to pay with a lower-cost alternative is a win-win! They continue to receive great pricing if they pay with cash or check, and you are able to offset your processing fees. It is good for both parties when these programs are rolled out correctly with proper signage, employee training, and a good Point of Sale System, which calculates and ensures compliance.
Card Systems understands that every business is unique, which is why we take a consultative approach to find the right solution for your business and card processing needs. Whether you’re just getting started or have been in business for decades, Card Systems can offer endless benefits to help you run your business more efficiently and more profitably.
