The short version
- Most modern phones can take tap payments with no extra hardware.
- Add a card reader when you need chip cards, or a free hand.
- A counter usually means a tablet stand or an all-in-one terminal.
- Printers, cash drawers and scanners are add-ons. Buy them when a real need shows up.
- Buy outright. Don't lease small-business POS hardware.
What POS hardware do you actually need?
It comes down to five setups, from nothing extra to a full station. Start at the top and stop at the first one that handles how you sell.
1. Your phone, nothing else
Tap to pay on the phone you already carry. Contactless cards and digital wallets only, no chip or swipe.
Fits: mobile services, side businesses, a market stall that's just starting.
2. Phone or tablet plus a card reader
A pocket-size mobile card reader adds chip cards, and some take swipes. Pairs over Bluetooth, fits in an apron.
Fits: food trucks, pop-ups, salons, mechanics and home services taking payment on the spot.
3. A tablet station
A tablet in a stand that turns to face the customer. Looks like a proper counter, costs a lot less than a register.
Fits: coffee shops, small retail, the front desk at a salon.
4. An all-in-one terminal
One device that rings up orders, takes cards and prints receipts. No tablet needed, and it can walk to a table.
Fits: quick service counters, shops without a tablet, service desks.
5. A full counter station
A register with a customer-facing screen, plus a receipt printer, cash drawer and maybe a barcode scanner.
Fits: busy retail with lots of SKUs, restaurants with a kitchen printer, anywhere with heavy cash.
Which setup fits your kind of business?
Our starting point for each, and what tends to get added once things are running.
| Business | Start with | Add later, if needed |
|---|---|---|
| Food truck or pop-up | Phone plus a card reader | Portable printer, a second reader for the window |
| Coffee shop | Tablet station | Kitchen or bar printer, cash drawer |
| Retail shop | Tablet station or terminal | Barcode scanner, label printer, cash drawer |
| Restaurant | Terminal or tablet station at the counter | Kitchen printer or display, handhelds for tables |
| Salon or barber | Tablet station at the front desk | A card reader for each chair |
| Auto repair and services | Phone or tablet plus a card reader | A terminal at the service desk |
What does each piece of POS hardware do?
- Card reader. Takes the payment and talks to your phone or tablet. The one piece most businesses buy first.
- Terminal. A reader with its own screen and software, so it works without a phone or tablet.
- Stand. Holds a tablet at the counter and usually has a reader built in.
- Receipt printer. Paper receipts at the counter, or tickets in a kitchen. Kitchens want an impact printer that handles heat.
- Cash drawer. Most open through the receipt printer, so you need a printer first.
- Barcode scanner. Worth it once you have more items than you can find by tapping through a screen.
- Kitchen display. A screen on the line instead of paper tickets. Often a paid add-on on the software side.
What should you check before buying POS hardware?
Does it work with your phone or tablet?
Some readers are iPhone-only or need a certain port. Check before you order. Our free POS app page covers which devices run it.
Can it take payments offline?
If your signal drops at markets or in a basement shop, offline mode matters more than any other feature.
Will your existing gear work?
Old printers, drawers and scanners might connect to the new system. Readers from another processor won't.
Are you buying it or leasing it?
Buy it. A lease on a small setup costs far more over the term than the gear itself. More on that in is a free POS really free?
Hardware is a one-time cost. The bigger ongoing question is plan and fees, which free POS vs paid POS walks through.
On Square Free
Which Square hardware matches each setup
If you're going with Square, here's how the setups above map to Square's devices. Prices change, so we keep them in one place: Square card readers and counter hardware.
- Phone onlyTap to Pay on iPhone or Android
- Phone plus a readerSquare Reader for contactless and chip, or the swipe-only magstripe reader
- Tablet stationSquare Stand with your iPad
- All-in-one terminalSquare Terminal or Square Handheld
- Full counterSquare Register, plus a receipt printer and cash drawer
Offline payments work on Square Reader (2nd generation), Stand, Terminal, Handheld and Register. Tap to Pay and keyed-in cards need a connection. Current prices for every device are on Square rates and hardware.
Questions people ask
Can I run a POS on just my phone?
Yes. Most modern phones can take contactless cards and digital wallets with no extra hardware. Add a small reader if you need chip cards or swipes, or if you'd rather keep your phone in your pocket.
Do I need a receipt printer?
Not to start. Text and email receipts work fine for most customers. Get a printer if you have a kitchen that needs tickets, a cash drawer that opens through the printer, or customers who expect paper.
Should I lease POS hardware?
Almost never for a small setup. A lease can cost far more than the equipment over the term, and it usually keeps running even if you stop using the system. Buy outright, or use the processor's own financing if it has clear terms and no lock-in.
Will my old POS hardware work with a new system?
Card readers and terminals usually won't, because they're tied to the old processor. Printers, cash drawers and scanners often will. Check the new provider's compatibility list before you buy anything.
If you go with Square
Which Square hardware do I need to start?
None. Tap to Pay works on a compatible iPhone or Android phone. Most people add the Square Reader for contactless and chip so they can take chip cards too. See current prices on our Square rates and hardware page.