As the saying goes, “If it ain’t broke, don’t fix it.”
In retail, that’s not always true. Many liquor store owners are skeptical about switching to a new point of sale (POS) system because their current one is “good enough.”
But when small businesses are facing higher inventory costs and more demanding customers, good enough doesn’t cut it. More importantly, an outdated or generic system may be wasting your time and cutting into profits more than you realize.
A POS system does everything from handling payments and scanning IDs to tracking inventory and generating purchase orders (POs) — so making a change is a big deal.
When is an upgrade worth the time and money? How do you choose from all the options out there? How long does it take to get a new POS system up and running?
We’re here to help answer those questions and more. Keep reading to see the common signs that it’s time to upgrade, along with some practical tips to make a switch without missing a beat.
On paper, many POS systems have similar features. This can make it hard to figure out when an upgrade is worth it and why one system might be better than another.
So, when is it worth it to change your POS system? Honestly, if you’re reading this, you probably feel deep down that your current system is letting you down. There are likely dozens of little things you do every day that are annoying, take too much time, or you wish worked better.
Here are some common signs your store might be ready for an upgrade:
This isn’t a comprehensive list, but if a few of these sound familiar, it might be time to consider updating your POS hardware and/or software.
We get it: Upgrading your POS system isn’t a small task. You may need to buy new hardware, learn new software, transfer your inventory — all on top of keeping your store running.
However, it’s important to remember what you’re losing by not upgrading. Many liquor store owners don’t realize how much easier their lives can be (and how much money they can save) by investing in a new POS system.
In short, the long-term benefits of upgrading your POS system far outweigh the short-term discomfort. Here are a few of the reasons to finally do that POS update:
Don’t just take our word for it. Listen to real liquor store owners to see why they made the switch.
Switching up your POS system is a big deal — if you rush it, things can and will go wrong. Here are some expert tips to ensure your liquor store POS upgrade goes smoothly.
It’s hard to know if a new POS system will solve your problems if you don’t know what your problems are. Start by making a list of your current pain points, both with the old system itself and in running the store in general.
Pain points might be things like:
By taking an honest look at what’s working (and what’s not), you can start to figure out which liquor POS features will be most helpful.
At the same time, list out your long-term goals. Even if it isn’t obvious how your goals relate to a piece of software, don’t sweat it. List it anyway. Here are some examples to get you started:
These lists will serve as your north star when you talk with POS providers. They might be pushing a feature that looks cool, but if it doesn’t solve any of your problems or move you towards your goals, do you really need it?
Many POS systems are built for generic retail, not liquor sales. At a minimum, every POS system you look at should include:
Related Read: Liquor Store Inventory Management: 8 Do’s and Dont’s
You should also keep an eye out for liquor-specific features like:
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Some low cost systems may only come with the bare minimum out of the box. Adding liquor-specific features like advanced inventory or ID scanning might require complicated software workarounds or added costs.
Ideally, find a liquor POS system that has everything you need out of the box.
Once you know which problems you’re trying to solve, it’s time to start looking at providers. Make a short list of companies based on features, industry specialization, and cost. Then, start booking demos.
A demo shouldn’t feel like a pre-rehearsed video. It’s your chance to test drive the system and ask detailed questions. Before you book a demo, create a list of questions based on your hardest daily tasks. If they can’t answer (or quickly point you to someone who can), that’s a red flag.
Be sure to do multiple demos. You might think of a question about writing purchase orders for provider A while you’re talking with provider B. Comparing how well different providers can answer the same questions will help you understand their expertise.
Most importantly, don’t rush your decision. Over half of U.S. businesses say they’ve regretted a software purchase because they rushed into a decision. You’ll be using your POS system every day. So, if something doesn’t feel right, keep looking.
Just like a bottle of whiskey, a cheaper POS doesn’t always mean better. Time and time again, we’ve seen liquor store owners upgrade to a cheaper, big-name system, only to find it’s harder to use than what they had before or underpowered for their needs.
Cost is just one of the factors you should consider when switching to a new POS system. You always want to weigh out the monthly costs against the potential time and effort you’ll save.
Make sure you have a firm understanding of what’s included in your monthly bill, including:
Be on the lookout for hidden costs. Many providers will give you certain advanced functions as a free trial, then add on costs later. Some standard functions (like 24/7 support or unlimited inventory) might be hidden behind a paywall.
Last, be wary of low or no-cost options. A $0 / month POS system will make that money from you in the form of higher payment processing fees and limited functionality.
Once you select a POS system, it’s time to actually plan for the switch. Before you sign up with a new provider, make sure you fully understand the implementation timeline. It can take about a month or as little as a few weeks with an experienced provider.
Some companies will assign you an implementation specialist to help move over your inventory, set up your hardware, and get you up and running faster. Others will leave the setup completely to you.
Either way, it’s important to plan for a little overlap between the new system coming online and the old system being phased out (we recommend about a week). That way, if anything isn’t working as expected, you’ll have the old system still up and running while you work out the kinks.
This extra time also gives you a chance to train your employees on the new system. If you choose an intuitive system, learning the front-end functions should only take a few hours.
It’s also worth noting that a POS system isn’t just the software but the hardware as well, including:
Some POS companies only allow you to use their hardware, which will make your upfront costs more expensive. Other systems, including Bottle POS, work with a variety of existing hardware, which will lower your overall costs and make the switch easier.
Maybe the most important aspect of setting up a new POS system will be importing your stock list from the old system to the new system. If you’re tracking inventory by hand, you’ll need to digitize it.
If you have an onboarding specialist, they will help guide you through the process. Most of the time, you can export a file that the new system can use to populate the initial list. If your system has a built-in UPC database, it can also compare your inventory against the database to populate pricing information.
This will also be a great opportunity to eliminate any duplicate inventory entries. An organized inventory will make your sales reports more accurate and help you avoid overordering items.
Some tech partners will set up your system and then leave you on your own. Others will charge extra for tech support or will only provide support when something goes wrong.
A POS provider should feel like a partner, not just a piece of software. Work with a company that provides ongoing support, both to help solve problems and to answer general questions about the software.
Have a look at a company’s support pages and knowledge base to understand what kind of self-service support and training is available.
In our experience, many liquor store owners know that they’re long overdue for an upgrade, but they worry that a new system will be hard to learn or are unsure if the benefits are worth it.
We get it. Investing in and learning a new POS system can be intimidating. But trust us, once your new POS system is up and running, you’ll wonder how you survived so long without one!
At Bottle POS, we work exclusively with liquor store owners, wine shops, and alcohol retailers to provide the specialty solutions they need. We’ve helped thousands of liquor stores around the country make a pain-free switch to new systems that ultimately help them save money, keep customers happy, and boost profits.
To see how much a specialty POS system would be, try out our free Build and Price tool.