Choosing the Best POS System for Your Australian Business: A Comprehensive Guide

Running a hospitality business in Australia isn’t getting any easier. Between juggling suppliers, shifting staff rosters, and rising costs, the tools you use need to work. So when it comes to picking your restaurant POS, you can't afford to guess.

You’ve probably Googled “best restaurant POS software” and ended up in a long scroll of US-based reviews, pricing that doesn’t apply, and features that sound good but don’t solve anything.

Here’s the truth: most content on this topic doesn’t help because it’s generic.

This blog was written for Aussie restaurant and café owners who already know they need a POS. You’re not exploring—you’re ready to buy. But you need answers about which system makes the most sense for your venue, and what to watch out for before signing a contract.

If you're about to buy and need to spread out the cost, Payflo offers POS-friendly finance options that won't hold up your upgrade.

Why You Shouldn't Choose a POS Based on Features Alone

A flashy dashboard doesn’t fix kitchen bottlenecks. A slick interface doesn’t guarantee speed at the till.

The most common mistake Aussie businesses make? Choosing a system based on what sounds cool instead of what works in real service scenarios.

Real-World Use Over Shiny Demos

POS companies love showcasing touchscreen slickness. But they rarely tell you:

• How it performs with five staff logged in on a Friday night
  
  
• Whether it works offline when NBN drops out
  
  
• If support is based in Sydney or San Francisco
  
  

This stuff matters more than fancy marketing videos.

Most Blogs Don’t Account for Australian-specific needs

We analysed the top-ranking POS blogs on Google. Here's what's missing:

• GST setup: Many overseas POS systems lack true GST reporting or make it hard to extract BAS data.
  
  
• EFTPOS compatibility: A lot of popular systems only work with their own payment processors.
  
  
• Support times: What good is tech support if it’s closed during your dinner rush?
  
  

Australian venues need a POS that works with local banking, local support, and local business hours.

What Australian Venues Actually Want from POS Software

Forget the 20-point feature checklist. From real café, bar, and restaurant owners, here’s what you really care about:

Speed & Stability

If it lags, it loses you money. Your POS needs to work as fast as your team moves.

Local Support

You want to talk to someone in your time zone. Better yet, someone who understands local tax and compliance.

Integration

You don’t want a separate app for rostering, another for payments, and another for accounting. It should all talk to each other.

Custom Modifiers

You serve custom dishes. Your POS should handle changes, swaps, no onions, extra bacon, or combo deals without breaking the flow.

Offline Capabilities

In regional areas or places with dodgy NBN, this is crucial. POS should work without internet and sync later.

Types of Venues and What You Should Actually Be Looking For

1. Cafés and Quick Service Food Outlets

You’re processing dozens of orders per hour. The queue can back up quickly.

Key POS must-haves:

• Quick tap item input
  
  
• Customisable modifiers for coffee orders
  
  
• Simple combos and add-ons (toast + avo, muffin + coffee)
  
  
• Contactless payments that don’t add extra steps
  
  
• Staff permissions for casuals
  
  

Avoid:

• Table tracking tools you’ll never use
  
  
• Advanced kitchen printers unless you cook meals
  
  

2. Full-Service Restaurants

You’ve got multiple tables, split bills, bar tabs, and seat-level ordering. Your POS becomes the spine of your operation.

Must-haves:

• Visual table layout with table numbers
  
  
• Seat-specific orders
  
  
• Multiple payment splits
  
  
• Integration with kitchen display screens
  
  
• Waiter handhelds or tablets for floor ordering
  
  
• Easy modifiers (sauce on side, gluten-free, etc.)
  
  

Watch out for:

• POS systems that charge per user
  
  
• Systems that don’t sync updates across devices in real-time
  
  

3. Bars and Pubs

Speed is everything. You need to manage tabs, run promotions, and switch staff shifts on the fly.

Essentials:

• Fast search for popular drinks
  
  
• Built-in happy hour pricing
  
  
• Auto discount scheduling
  
  
• Tab management (open, split, pre-auth)
  
  
• Dual-screen EFTPOS compatibility
  
  

Avoid:

• Full restaurant-style features like table routing or course ordering
  
  

4. Food Trucks & Pop-Ups

You’re mobile. Your POS should be, too.

Needs:

• Mobile hardware with strong battery life
  
  
• Works offline, syncs later
  
  
• Quick receipt printing or text receipts
  
  
• Automatic surcharge handling
  
  
• Can handle events and one-off locations
  
  

5. Franchises and Multi-Venue Operators

You need oversight from HQ while letting each store run smoothly.

Must-have functions:

• Centralised menu control
  
  
• Cross-location reporting
  
  
• Location-specific pricing
  
  
• Stock tracking across stores
  
  
• Role-based access for managers vs staff
  
  

The Real Costs of POS: What to Expect and What to Ask

POS providers love listing their prices as "$79/month". But by the time you go live, that cost almost always increases.

Real costs often include:

• Menu build/setup ($300–$600)
  
  
• Training fees ($100–$200 per staff session)
  
  
• EFTPOS integration fee ($20–$50/month)
  
  
• Support plans (some charge $400/year for 'priority support')
  
  
• Hardware add-ons (printers, displays, cash drawers)
  
  

Ask These Before Signing:

• Can I bring my own hardware?
  
  
• What’s the penalty for cancelling early?
  
  
• Is there a lock-in contract?
  
  
• Does it cost more to add staff or devices later?
  
  
• What is not included in the monthly fee?
  
  

Choosing a Payment Integration That Doesn’t Hurt You Later

Common Mistakes:

• Locking into one payment processor (which may have higher fees)
  
  
• Using POS with delayed settlement (bad for cash flow)
  
  
• Getting tied to US-based terminals that charge currency conversion
  
  

What You Should Look For:

• EFTPOS integration with local providers like Tyro, Zeller, or Square
  
  
• Ability to refund from the POS without needing a second device
  
  
• Tap-and-go surcharging tools (especially in café settings)
  
  

Signs Your POS Needs Replacing

Still using the same system you started with? It might be holding you back.

Consider a change if:

• You manually do end-of-day reconciliation every night
  
  
• Menu changes take more than 5 minutes
  
  
• Staff make constant mistakes due to clunky UX
  
  
• You’re using pen-and-paper during peak times
  
  
• Reports don’t match your Xero or MYOB data
  
  

Financing Your POS with Payflo (Why It Matters)

Most systems need some upfront cost, whether that’s new iPads, printers, KDS, or even just software setup.

Instead of paying all at once, Payflo offers financing that’s:

• Fast to approve
  
  
• Customised for business use
  
  
• Paid in fixed, manageable instalments
  
  

This way, you keep your cash for essentials like staffing and supplies, while still upgrading your system.

Speak with Payflo to explore short-term or extended POS financing options.

Top POS Systems Actually Used in Australia

Here are the top POS systems actually used by Australian businesses, based on real setups across hospitality, retail, and service industries.

1. Kounta by Lightspeed

Used by thousands of Aussie venues. Strong local support, works on iPads, simple UX. Now backed by Lightspeed (a global company).

2. Square for Restaurants

Flexible, no lock-in contracts, well-suited for small cafés and trucks. Hardware is plug-and-play. Some features like table mapping are limited.

3. Abacus POS

Australian-based, good for franchise models. Cloud-based and feature-rich. Costs a bit more but offers great back-end control.

4. Impos

Trusted by bars and nightclubs. Robust and handles high-volume trading. Legacy system but still relevant.

5. H&L POS

Built for the pub and gaming venue world. Designed around Australian compliance. Lots of hardware choices.

Conclusion

Choosing a restaurant POS in Australia is about more than tech, t’s about reducing pain points, speeding up service, and freeing up your time.

Make your shortlist based on your type of business, not what’s popular. And don’t feel pressure to pay upfront, especially when Payflo offers finance that makes investing in your business less stressful.

Get a system that fits now and scales with you later.

FAQs

Can I use a POS on a tablet or phone?

Yes. Many modern POS systems are designed to run on iPads or Android tablets. Some even support smartphones, but screens can be small for fast service.

What happens if my POS crashes or the internet goes out?

Look for POS systems that offer offline mode. These keep running locally and sync back once you’re connected again.

Do I need special training to use POS software?

Most systems today are user-friendly, but it helps to book a training session for your team. Some vendors charge extra for this.

Can I connect my POS to Xero or MYOB?

Yes. Most Aussie-focused POS platforms offer accounting integrations. Always check if this comes at an extra cost.

How often should I update or switch my POS?

If your system is more than 5 years old, lacks mobile access, or doesn’t integrate with your payment provider, it’s worth reviewing now.