A point of sale system is more than a till. It records every sale, sends your tax invoices, tracks your stock and tells you how the business is doing. Choosing the wrong one costs you time at the counter and hours of reconciliation after closing. These are the questions to ask before you buy.
1. Does it submit eTIMS invoices on every sale?
KRA requires electronic tax invoices through eTIMS. A POS that submits each sale automatically, and prints the control number and QR code on the receipt, saves you from re-typing sales into a second system. Ask to see a receipt during the demo and check how credit notes and returns are handled.
2. How does it handle M-PESA?
Most Kenyan customers pay by M-PESA. Look for STK push at the till, so the customer gets the payment prompt on their phone, and automatic matching of Paybill and Till payments to the right sale. Without it, someone checks codes by hand every evening.
3. What happens when the internet goes down?
Connections drop. A good POS keeps selling offline and syncs sales, stock and eTIMS submissions when the connection returns. Ask the supplier to switch off the internet during the demo and show you.
4. Will the stock numbers match the shelf?
Every sale, delivery and transfer should update stock in real time. If you have more than one branch, check that you can see stock across all of them and move items between stores. Reorder alerts by SMS help you avoid running out of best sellers.
5. Can it be set up the way you work?
A hardware store, a pharmacy and a restaurant work differently. Units, pricing, discounts, cashier permissions and reports should fit your business. Ask what can be configured and what would need custom work.
6. What reports do you get?
At a minimum you want daily sales, margins, cashier shift reports and best and worst sellers. A daily summary by SMS means you know how the day went without visiting the shop.
7. What hardware is needed?
Some systems need specific devices. Others run on a PC, a tablet or an Android POS device, with a receipt printer and barcode scanner if you use them. Make sure you understand the full cost before you commit.
8. Who supports you after go-live?
Problems at the till cost money by the minute. Ask who you call, when they are available, and whether they can come on site. A local team that trains your cashiers and answers quickly is worth more than a long feature list.
A quick checklist
- eTIMS submission on every sale, with QR code on receipts
- M-PESA STK push and automatic C2B matching
- Works offline and syncs later
- Live stock across branches with reorder alerts
- Configurable to your type of business
- Daily reports, including by SMS
- Clear hardware costs
- Local training and support
If you would like to see a POS that ticks these boxes, book a demo and we will walk you through it using a shop like yours.