The short version
- Don't cancel anything until you've read the contract and the equipment lease, if there is one.
- Export items, customers and sales reports while you still have access.
- Card readers almost never carry over. Printers, drawers and scanners sometimes do.
- Run the old and new systems side by side, then cancel in writing.
What should you check in your current POS contract?
Four things. Find them before you tell your current provider anything, because the answers decide when you switch and what it costs.
| Look for | What it says | Why it matters |
|---|---|---|
| Term and renewal | The end date, and whether it renews on its own | Many agreements auto-renew unless you give notice in a set window. Miss it and you're in for another term. |
| Early termination fee | A flat amount, or a formula based on months left | This is the number to weigh against what the switch saves you. Sometimes waiting a few months is the cheaper move. |
| Equipment lease | A separate agreement, often with a finance company | A POS equipment lease usually keeps billing after you cancel the POS. Find the remaining balance and any buyout terms. |
| Equipment ownership | Whether you own the hardware, rent it or have to send it back | Rented gear has to be returned, sometimes by a deadline, or you get charged for it. |
Can't find your contract? Ask your provider for a copy and your current balance in writing. You're entitled to know what you signed. And next time, a plan with no contract at all is the way to avoid this, which is a big part of what makes a free POS really free.
How do you move your items and customers?
Spreadsheets. Almost every POS can export your item list and customer list as a CSV or Excel file, and almost every POS can import one. The work is in matching up the columns and fixing what comes across wrong.
Usually moves over
- Items, prices, SKUs and categories
- Variations like sizes and colors (check them)
- Customer names, emails and phone numbers
- Current stock counts, if you export them last
Usually stays behind
- Line-by-line sales history
- Saved cards on file (customers re-enter them)
- Loyalty points and gift card balances, unless both sides support a transfer
- Custom reports and settings
So before you lose access, download your sales, tax and payout reports for at least the past year and keep them somewhere permanent. Your accountant will thank you. Spot-check a dozen prices after the import, too. One misplaced decimal on a best seller ruins a day.
On Square Free
Moving your data into Square
If Square is where you're headed, a lot of the heavy lifting is spreadsheets.
Items
Square Dashboard has an item library import. Download Square's template, paste your items in, and upload it as an Excel or CSV file.
Customers
The customer directory takes a CSV import, so a customer export from your old system can go straight in once the columns match.
Hardware
Square card readers and terminals only work with Square. Some printers, cash drawers and scanners you already own may work; Square keeps a compatibility list in its Support Center.
Help
Call us. We'll walk you through the import and check your old gear before you buy anything new.
Our how it works page walks through signup, current rates are on the pricing page, Square devices are on Square rates and hardware, and you can call (888) 243-3831 for help with the import.
Can you keep your old POS hardware?
Some of it. Card readers and payment terminals are locked to the processor that sold them, so plan on replacing those. Receipt printers, cash drawers and barcode scanners are more generic, and many work with other systems.
Check the new provider's compatibility list before you buy anything. And if your current gear is leased, remember the lease, not the hardware, is the thing to deal with. Our POS hardware guide covers what to buy if you're starting fresh, and it's usually less than people expect.
How do you change POS systems, step by step?
Here's the order we'd follow. It assumes a small business with one location. Bigger setups add steps, not shortcuts.
- Before anything
Read the contract and lease
Note the end date, renewal notice window, termination fee and who owns the hardware.
- Week one
Export everything
Items, customers and a year or more of sales and tax reports. Save them outside the old system.
- Week one
Set up the new POS
Import your items and customers, connect your bank, order any hardware you need.
- Week two
Run both side by side
Ring real sales on the new system for a few days while the old one is still live as a backup. Fix anything odd.
- Once it's working
Cancel in writing
Send notice the way your contract asks for it, keep a copy, and return any rented equipment on time.
- The month after
Watch your statements
Make sure the old provider's charges actually stop. If they don't, your written notice is your proof.
Thinking about whether to go free or paid on the new system? That's its own question: see free POS vs paid POS.
Questions people ask
How long does it take to switch POS systems?
The setup itself can be done in a day or two for a small shop. Give yourself a couple of weeks overall: time to read your old contract, export your data, test the new system and run both side by side before you cancel.
Can I keep my old card reader or terminal?
Usually not. Card readers and terminals are tied to the payment processor, so they rarely work with a new one. Printers, cash drawers and barcode scanners are a different story; many work with other systems, so check compatibility before you buy new.
What happens to my sales history when I switch?
Line-by-line sales history usually doesn't move to a new system. Export your sales and tax reports before you cancel and keep them somewhere permanent. Your accountant will want them.
Do I have to keep paying a POS lease after I cancel?
Often, yes. Equipment leases are frequently held by a separate finance company and keep running after the POS or processing service ends. Read the lease for the remaining balance, buyout terms and return rules before you switch.
If you go with Square
Can I import my items and customers into Square?
Yes. Square Dashboard imports your item library from an Excel or CSV file, and your customer directory from a CSV file. Line-by-line sales history from another system doesn't carry over, so export your reports first.