Whether you’re running a small market stall or a multi-venue operation, your point of sale will be the hub of your business. To help you choose the right setup, this article outlines how POS systems work and what you can expect from their hardware and software. What is a POS system? POS stands for point of sale, it refers to the place (in-person or online) where customers complete a purchase. A POS system is the combined hardware and software that is used to facilitate these purchases and assist the business in tracking and managing the sales. Today, POS systems encompass a variety of functions, including (but not limited to): Processing orders Taking payments Tracking inventory Providing sales analytics Generating receipts and order dockets Gathering marketing data Implementing customer loyalty programs POS systems vary greatly depending on the size of a business and the industry it's in, and come in the form of physical devices – such as countertop machines and mobile POS or 'mPOS' terminals – or virtual checkout points via online apps and kiosks for self-service orders. For small businesses, a smartphone or mobile device may suffice, while larger more complex operations may require computer systems, barcode scanners, receipt printers, and more. Read on to learn more about how POS systems work and the hardware and software included. How does a POS system work? There are four main steps involved in the point-of-sale process. Your POS system will use the data generated by the sale to offer you helpful business insights, and identify marketing opportunities. You will be able to understand which products are most popular, when your busiest time of day is, who your most valuable customers are, and more. What hardware is typically included in a POS system? If you operate a food truck or a market stall, you may opt for a mobile POS solution (also known as MPOS) which can be operated from a smartphone, tablet, or mobile EFTPOS terminal. However, for larger businesses, there is a range of POS hardware that can help support your operations. The following are the most typical pieces of hardware that are included in a POS system. Display and computer Many POS systems comprise a countertop computer where merchants can manage transactions, as well as a display that faces the customer. Traditionally, these machines have been bulky monitors with in-built cash drawers, but today, more and more businesses are opting for sleeker tablet-style setups. EFTPOS machine Businesses that process payments in-person, will at the very minimum, require an EFTPOS machine to accept card and contactless payments. These machines are most often supplied by a financial services provider like  Zeller  or a traditional banking institution. For smaller, more agile businesses that don’t want to be anchored down to the checkout counter, smartphone-based card readers such as  Tap to Pay with Zeller App  allow customers to make their purchase anywhere in the store. Cash drawer In Australia today, less than 20% of transactions use cash, which is why many businesses are choosing to go cashless. However, for those still accepting cash, you will need a cash drawer within your POS set up to securely store money securely and provide change to customers. Receipt printer While many modern POS providers are able to send digital receipts to customers via SMS or email, you may choose to offer your customers the option of a paper receipt. Additionally, if you run a hospitality business, you may need to print order dockets for the kitchen. In both cases, you will need a receipt and/or docket printer as part of your POS setup. Barcode scanner For businesses with a large product inventory, barcode scanners are a helpful way to quickly pull product information and add the cost to the checkout total. They help automate the checkout process, creating a faster and smoother customer experience. Plus, barcode scanners integrate with inventory management systems to automatically adjust stock levels. What features can I expect from POS software? Payment processing The most basic and important feature of a POS system is to accept payments. Depending on the needs of your business, this may include any or all of the following: Cash processing Accepting secure online payments through your eCommerce site Accepting credit and debit cards with an embedded chip Accepting contactless payments with mobile wallets (e.g., Google Pay, Apple Pay, Android Pay) Processing card-not-present transactions (ie. when your customer and their card aren’t in front of you so you have to manually enter their card details via  MOTO  or a  virtual terminal ) Inventory management Most POS systems include software that will automatically update your inventory whenever a customer orders a meal, or buys or returns an item. This allows you to easily track stock levels, anticipate when popular items will run out, and stay on budget by purchasing supplies only when necessary. Depending on the needs of your business you can find POS software that: Digitally scans products and counts them Manages stock variations (eg. size, colour, style, etc.) Uses unique serial numbers to track inventory Monitors inventory across multiple locations Automatically reorders popular items Table management For dine-in hospitality businesses, a POS system can also aid in managing floors and tables. Some software allows restaurants to make a visual floor plan, allowing staff to see what tables are occupied, reserved, and available at a glance. POS software can also help staff to make bookings and manage reservations, waitlists, and track table turnover rates to help managers identify peak times and optimise seating arrangements. Sales reporting For businesses to effectively manage their cash flow, sales need to be recorded, categorised, and updated in real-time.POS software can provide daily, weekly, and monthly sales reports, ranging from high-level summaries to comprehensive detailed analytics. These sales and revenue reports can help to identify top-selling products and seasonal trends, revenue trends, purchasing behaviours, return rates, how profitable products or services are, and more. Employee management In retail or restaurant environments, where many employees work hourly, POS systems can simplify time tracking and scheduling. Instead of manually logging hours, employees can clock in and out with a card swipe or code entry, enabling precise tracking of hourly wages. This system also facilitates quick identification of top-performing employees, particularly those working on commission. Customer relationship management (CRM) Some POS software doubles as a customer relationship management (CRM) tool, consolidating customer data and trends and enabling you to track purchase histories effectively. These POS systems will collect customer information (such as name, age, birthday, phone number and email address), associate sales with specific customers, help you implement customer loyalty programs, and integrate with email or SMS marketing tools. What is the difference between cloud and on-premise POS? Traditionally, POS systems have been installed and run on a computer or server on the business premises — referred to as “on-premise”. However, today, more and more cloud-based systems have become available, offering a POS that is entirely decentralised and accessed online. So, the principal difference between on-premise POS systems and their cloud-based counterparts is that the former is installed and run on a computer physically located on the business premises, while the latter is hosted on remote servers and accessed through the internet. To learn about the pros and cons of each system, read our blog article on the differences between  cloud and on-premise POS  here. Let Zeller take care of your payments. While choosing a POS might take some further consideration (read our article on the best POS systems for small businesses here), choosing an EFTPOS provider is easy. Zeller is Australia’s favourite payments platform, trusted by thousands of businesses ranging from sole traders to national franchises. Whether you need a simple, zero-cost mobile solution or a fully integrated EFTPOS machine with the most advanced features (think tipping, bill-splitting, screensavers and more), Zeller’s platform is designed to adapt to the requirements of your business. Get in touch with us today to find out how we can help.

Attract customers and manage your venue with a swipe of your finger. A reality of the modern age is that everyone has a mobile phone, and more often than not it’s on their person. Though often a source of distraction, your mobile phone can help to manage your business and streamline day-to-day tasks — if used correctly. Whether you run a fine-dining restaurant, sandwich shop, fish and chipper, or franchise, there are a number of free apps available to help propel your business to the next level. Each of the below mobile apps is available for free, and can help hospitality merchants with different tasks such as staff rostering, social media, general venue management, and more. Keep reading to discover eight free apps that will make your life easier. 1. Canva Tasks: Marketing, social media content Devices: Android, iOS and desktop Price: Freel, with the option to upgrade to Pro for $165 a year Canva is an easy-to-use graphic design program that gives you the tools to whip up social media posts, posters, flyers, business cards, logos and more. The app includes ready-made templates, which you can drop your own imagery and other visual assets into. Or, tap into Canva's extensive library. You can also upgrade to the premium version, which gives access to design services. This app can help you get more consistent social posts and signage, doing the work of a marketing professional for free. It even has templates for designing your restaurant menu. They provide video tutorials on how to use each feature even if you’re a design novice. 2. Homebase Tasks: Rostering, staff communication, clocking on/off Devices: Android and iOS Price: Free, with subscriptions starting from $26.95 a month This handy app allows you to schedule and track work schedules for every employee on your roster. At its most basic level, Homebase provides a visual tool for building flexible and interactive rosters that can be sent out to employees and synced with their own calendars. Homebase can also provide you, as an employer, visibility of everyone’s total hours — as well as overtime and breaks. The app automatically calculates labour costs up to the minute, to help you understand your staffing expenses and identify opportunities to improve operations and overall efficiency. Another key feature of the app is that it provides a space for communicating with your whole team — making it easy for employees to swap shifts, where required. The headache of finding staff last minute is not an easy one to fix, but by providing a space for staff to communicate, it is one you can streamline. This will be especially important as businesses reopen after lockdown , as staff need to feel supported to call in sick when they are unwell. 3. Sprout Social Tasks: Social media management Devices: Android, iOS, and desktop Price: Free, with membership plans starting from $99 per month Sprout Social provides one core place to carry out all of your social media activity. If your business has an active presence on a few social media platforms, Sprout Social will likely save you time (and frustrating) clicking from one to another. Not only does this app allow you to schedule, publish and manage social media posts across multiple channels, it also provides an analysis of how your social media marketing is performing. Sprout Social’s analytic tools let you compare your business page’s success against the competition, and suggests ways to engage with more consumers. This is will ensure you are reaching the right diners, in the best way possible. 4. SurveyMonkey Tasks: Market research Devices: Android and iOS Price: Free, with team plans available from $23 a month Get real-time feedback on what diners think about your venue, staff and food with SurveyMonkey’s simple survey app. There are templates you can use to gain insight into their favourite dish or what meal deal they'd like to see — or you can create your very own questions to send off via email, text or on social media. This app also allows you to search and compare the results of your surveys, charting data in charts and tables to help you easily understand the results and use them in a meaningful way for your business. SurveyMonkey is particularly useful for those merchants considering growing their restaurant or cafe business, and have accrued a list of customer emails or have another way of reaching engaged customers — such as via social media. You might consider asking customers at which price point they would upgrade to a meal deal, or if they would participate in a loyalty card program, and then use the answers to improve the way you market your business. 5. Mailchimp For: Email marketing Devices: Android and iOS Price: Free, with premium plans from $13 a month Mailchimp is an email marketing platform that allows you to schedule and monitor your ongoing communication strategy. In a nutshell, Mailchimp enables you to reach your customers in a quick and cost-effective manner – you can send up to 12,000 emails to 2,000 subscribers each month for free – and also provides detailed insights about who is opening your emails and what is capturing their interest. Never used an email marketing platform before? Mailchimp is a great place to start. Built-in templates are available for you to tweak to suit your brand colours, and you can even download email sign-up forms to share via your social channels to grow your audience. Once you've grown an engaged list of email subscribers, it's a great way to send regular announcements — or a monthly newsletter with news from the kitchen, special recipes and the like. 6. Australian Taxation Office Tasks: Tax and super management Devices: Android and iOS Price: Free End of financial year is a tedious time for merchants, however the Australian Tax Office app can help alleviate some of the pressure. It allows you to record and manage your income and expenses, keep track of your super, documents your deductions, and set up notifications for key lodgement and payment dates for your business. Small business benchmarks are built in to the app, making it easy to compare your performance against others in the hospitality industry. Or, if you've just started operations, these figures can help in setting goals. 7. Asana Tasks: Task management Devices: Android, iOS and desktop Price: Free, with subscriptions for premium features starting at $14.99 per month Whether you're focussed on a big project (such as opening a new restaurant or expanding your business), or you have regular tasks you want help managing (such as processing staff pay), Asana can help you stay on top of it. It acts like a virtual, collaborative to-do list available to everyone involved in the action. The Asana app allows you to plan, organise and keep track of how you're progressing towards your goals, as well as providing a forum for all relevant communication and updates, all in one place. It will benefit your business by letting you organise tasks by priority, assign different jobs to different employees, and providing a visual timeline of how the project is going. 8. Dropbox Tasks: File storage and sharing Devices: Android, iOS and desktop Price: Free up to 2GB of storage, or $17.50 per month for up to 2TB of storage There might be any number of files you wish to share with staff – from workplace health and safety guidelines, your sick leave policy, draft menus and more. Installing the Dropbox app will allow you to provide access to documents, images and videos with anyone else in the business. You can edit files even when offline, and changes can be seen across the business. For example, upload your roster as a spreadsheet to allow employees to see when a shift is changed. The app also allows for photos and videos to be automatically backed up and saved for easy organisation. There’s an app for almost everything. While it’s not necessary to rely on an app for every single aspect of running your business, there are certain apps that can help improve efficiency and ease workload — which can help you grow your business in the long run. Ready to get started with Zeller? Sign up now

Save time, get organised, and streamline your finances with business accounting software. When it comes to accounting software, there are dozens of options to choose from. The right choice is going to help you save time, minimise errors, and provide you with a bird's-eye view of how your business is performing. However, finding the best fit for your business doesn’t have to be a long, frustrating experience. We recommend starting with a shortlist of viable options, then whittling down the list by answering four important questions. Step 1: Create a shortlist Here are five of the most common accounting software options for small to medium businesses, to get you started. QuickBooks Online MYOB Xero Zoho FreshBooks Keep reading to discover more about these tried-and-tested options. QuickBooks Online QuickBooks Online – a regular award-winner in the small business accounting space – has all the basics covered, as well as some nice-to-haves. On top of bank reconciliation, expense tracking and custom branded invoice creation, QuickBooks Online allows its users to generate financial reports such as profit and loss, balance sheet, cash flow statements and more. If you give access to other people in your business, you can use permission settings to secure access to this financial data. The ability to download and reconcile credit card transactions is especially handy, as is weekly timesheet organisation and tracking of bank deposits. With QuickBooks Online, you can take a photo of a bill and submit it as proof of expense. There are three levels , related to usage. Simple Start: at $22 per month, it’s a budget-friendly option for businesses just starting out. It even comes with features to help manage payroll, track GST and lodge your Business Activity Statement. However, only one user can access the account. Essentials: at $37 per month, this option extends the basic functionality to include the ability to set up recurring invoice schedules, access a cash flow planner, create expense receipts and more. Three users can access the system. Plus: at $52 per month, it’s at the top end of the scale - allowing users to create and send purchase orders, track inventory, create budgets and more. This version supports up to five users. It’s worth noting that QuickBooks also has a second option, QuickBooks Self-Employed, which retains some of Quickbooks Online’s handiest features. Users of this version still have the ability to automatically track kilometers travelled, using a mobile phone, and sort transactions into tax categories for easy deduction management at tax time. At a cost of $15 per month, it’s a great option for trades and services businesses. MYOB MYOB stands for Mind Your Own Business – an apt name, considering that’s exactly what this business accounting software offers with its do-it-yourself accounting functionality. As you’d expect, MYOB offers all the basics such as tracking GST, customisable invoices and budget management tools. It also has in-built payroll functionality, with automatic leave calculation as well as real-life timesheet access for employees. The MYOB mobile app doesn’t have all the base functionality, but it does allow for invoice creation and tracking, payment processing and contact management on the go. MYOB Essentials costs $27 a month. MYOB AccountRight extends the base functionality to include the capability to bill by time and track jobs, as well as manage inventory. However, at $109 per month, it’s a significant business cost. One thing to keep in mind when considering your options is that MYOB may not be as user-friendly as other software. Some users report difficulty getting set up, and using some of the more advanced features such as auto-reconciliation for transactions. It makes sense, then, to learn that MYOB is popular amongst accountants. 60% of Australian accountants reportedly use MYOB for assisting their own clients. To get the most bang for your buck, it’s recommended to spend some time learning how to use the system. Xero A list of the best accounting software for small business wouldn’t be complete without mentioning Xero. Established back in 2006, Xero now has over two million users worldwide –  and for good reason. Out of the box, Xero comes with in-built tools for managing invoicing, bank reconciliation, inventory management, expense tracking, financial reporting, and more. It’s a thorough piece of software. Xero’s dashboard is one of its best features. The dashboard clearly and concisely conveys all of the key information a business owner needs to be able to see at a glance, including outstanding invoices, upcoming bills, bank balances, and expenses claims. Xero offers three monthly subscription options . Starter: at $13.50 per month. Standard: at $26 per month. Premium: at $33.50 per month. It’s important to familiarise yourself with the limitations of each licence. For example, Xero’s Early plan may sound extremely affordable – but usage is limited to 20 invoices and 5 bills per month. This may suit some small businesses with low volume, high value transactions, but is likely to be too restrictive for most. Growing and Established both offer unlimited invoices, bills, and transactions. The difference between the two is that the more expensive option, Established, offers additional features such as project costing and support for multiple currencies. Luckily, each Xero plan comes with unlimited users – so you won’t ever need to fork out for additional licenses. This makes Xero a great option to scale with your business. You can even use it to collaborate with financial advisors. ZohoBooks For business owners with the time and effort to invest in building a customisable accounting tool that saves time on monotonous bookkeeping in the long run, ZohoBooks is a strong contender. Payment reminders and scheduled reports are two obvious examples of intelligent automation, however ZohoBooks takes it one step further by giving users the ability to set triggers for certain workflows. Video tutorials are available to walk you through almost every feature. In terms of pricing, ZohoBooks offers a number of plans. Standard: at $16.50 per month, ZohoBooks’ Standard plan supports three users – making it the perfect option for two business owners and an accountant. At this price point, users can manage up to 5,000 invoices. All the basic functionality is included: invoice creation, expense tracking, recurring invoices, automatic feeds, to name a few. Professional: at $33 per month, the Professional plan is quite a jump from the Standard up. The Professional plan supports five users, and provides additional functionality such as purchase ordering and inventory tracking tools. Premium: at a monthly cost of $44, ZohoBooks’ Premium plan supports ten users and provides a custom domain, access to a vendor portal, and Zoho Sign and Twilio integration. Additional users can be added to any plan for $2.50 per month. One of ZohoBooks’ best features is its paid add-on, Autoscans. For $8 per month, you can upload up to 50 documents – such as receipts or vendor invoices – and Zoho Books will extract the data into the system for easy conversion into transactions. Effectively, it removes the need for data entry. If you’re searching for a broad toolkit of integrated solutions from one vendor, at a reasonable price, then ZohoBooks should be on your list. The standard functionality of ZohoBooks can be extended with ZohoInventory, which provides advanced inventory and order management features. For businesses with a defined outbound marketing strategy, ZohoCRM can provide even more value. FreshBooks FreshBooks knows its target audience: freelancers and the smallest of small businesses. In fact, it’s even won PC Mag’s Editors’ Choice award for the best option for freelancers. FreshBooks is a well-rounded, intuitive business accounting software option that prioritises usability. Users love the recurring payment reminders and time tracking functionality, and praise the simplicity of the system. If you already have a working knowledge of accounting, however, FreshBooks may be too rudimentary for you. There are three options , and the breakdown is purely based on the number of clients billed. Lite: for $8 per month, users can bill up to five clients. Plus: for $14 per month, users can bill up to 50 clients. Premium: for $20 per month, users can bill an unlimited number of clients. Before signing up, try the free 30 day trial to see if FreshBooks is the right option for you. Some users have expressed issues with FreshBooks’ bank account and credit card connection, and the expense tracking functionality is more limited than other options listed above. However, FreshBooks is a budget-friendly option that does all the basics. Step 2: Ask yourself four questions Now you’ve got your shortlist of accounting software, it’s time to decide which to implement in your business. You can do that by asking yourself the following questions about each option in your shortlist. 1. Does it integrate with your business tools? Depending on the type of business you run, you might have reporting software, inventory management software, email marketing tools, a Customer Relationship Management system… the list is endless. Before adding another tool to the mix, consider how it will integrate with the tools you’re already using on a daily basis. If you can find tools that “speak” to each other, you’ll save time on double data entry. Xero is the obvious standout for the number of integrations offered, however QuickBooks, MYOB and ZohoBooks all integrate with a comprehensive suite of products. Make sure to check out each product’s website for more information. 2. Does it come with a mobile app? These days, we expect to be able to do most things from our mobile phones — and that includes accounting. You should be able to take a photo of the receipt for your business lunch and upload it as an expense, straight from your mobile phone. You should be able to send invoices, capture signatures, and access real-time reports to see how your business is performing. QuickBooks Online comes with a free mobile app, which can do all of the above. If mobility is a priority for you, it’s an option worth considering. 3. Is there support available? The accounting software you choose should take away the headache of accounting, not add to it. However, it’s highly likely that most business owners will eventually require assistance from the team behind the product. When a bank account can’t be linked to your accounting software, or there’s an issue with reconciliation, you need to be able to get help fast. In considering which accounting software best suits your business needs, make sure to investigate the support channels available. Is there a phone line, or live chat, or support forums, for example? How do you want to ask for help when you need it? Decide what’s convenient for you, then weigh up your options. 4. Can I try it for free? All of the options outlined above are available to trial, for free, for either 14 or 30 days. The businesses behind these products know that once you’ve gone to the trouble of connecting your bank accounts, setting up invoices, and adding contacts, you’re unlikely to want to change. Before signing a contract, why not try on a couple for size? Make the decision The right accounting software is going to streamline your day-to-day financial operations, and take the headache out of end-of-month reporting, without breaking the bank — or adding a significant amount of admin work to your plate. Choosing from the above shortlist, you can’t go wrong. All of the above options are major players in the Australian accounting software space, which means they are likely to continue adding new functionality and delivering even better solutions as time goes on. Already using a tool for your business accounting? We are currently working to build integrations between Zeller and a number of accounting software providers. Let us know which tool you currently use by sending us an email at feedback@myzeller.com .