A cafe POS stopped being just a receipt machine a long time ago. A modern POS system takes orders, sends them to the kitchen, deducts ingredients from inventory and shows the owner the profit. So choosing a POS means choosing how your entire venue will run. Here are nine questions worth asking before you buy.
1. Is there a built-in PRRO, and how much does it cost?
Most cafes are required to issue fiscal receipts through a cash register (RRO) or a PRRO (software cash register). Check whether the PRRO is already built into the POS or whether you have to buy it separately and connect it to the POS system. In Goovii, the PRRO is part of the system at no extra charge.
2. What hardware does the POS run on?
Ideally, the POS runs on what you already have: a tablet, a smartphone, a laptop. Check for Android, Windows and iOS support, Wi-Fi and Bluetooth receipt printers, and card terminals. The less specialized hardware you need, the cheaper it is to get started.
3. Does the POS work without internet?
Internet and power outages happen. Your POS should keep taking orders and issuing receipts, with data syncing later. For the PRRO, this means offline mode under State Tax Service (DPS) rules.
4. How is the menu set up: modifiers and recipe cards
For a cafe, modifiers matter — portion size, type of milk, add-ons — as do recipe cards, so you know the cost of every item. Without recipe cards you see revenue, but not how much you actually earn.
5. Is there inventory management?
A POS without inventory won't show you where your stock disappears to. Look for automatic deduction based on recipe cards, supplies, stocktaking and real-time stock levels — like in Goovii inventory management.
6. How do orders reach the kitchen?
A kitchen display or printers for each kitchen station eliminate paper tickets and lost orders. Make sure the kitchen sees modifiers and guest comments.
7. What reports does the owner get?
At a minimum: revenue, average check, and sales by item and by employee. Better still: ABC menu analysis and net profit after expenses. And all of it should open on your phone.
8. Are there loyalty features and a QR menu?
Regular guests are the backbone of any cafe. Bonuses, discounts and promotions should apply automatically at checkout, and the QR menu should match the POS menu without manual updates.
9. What is the total cost of ownership?
Count not only the monthly plan but also the extras: per register, for the PRRO, for inventory, for reports, for hardware. With Goovii, the number of registers is unlimited, and the PRRO, inventory and reports are included in the system.
How to test a POS in practice
The best way is to use it in your own venue. You can try Goovii free for 15 days with no card required: set up your menu, connect a printer and make your first sales. Also see how Goovii works specifically for cafes and coffee shops.