A practical guide for POS resellers to deliver smooth, stress-free installs and impress clients from day one.
Implementing a POS system is one of the most high-stakes moments for any restaurant. For the reseller, it’s a make-or-break opportunity: get it right, and you become a trusted partner. Mess it up, and you become another vendor they regret working with.
This checklist will help you cover everything that matters – from planning and prep to install day and beyond - so you can ensure a smooth rollout every time.
This is where the real work happens. A clean, well-prepared setup avoids chaos on install day and keeps the restaurant running with minimal disruption.
1. Discovery & Site Survey
- Understand the business model (counter service, full service, delivery-heavy, etc.)
- Visit the site or request a floor plan
- Check for wiring, power outlets, internet strength, and POS terminal locations
- Confirm which devices are being replaced (legacy POS, printers, tablets)
2. Menu & Workflow Planning
- Get full digital menu (with categories, modifiers, pricing, tax rules)
- Confirm payment methods (tips, split checks, gift cards, surcharges, etc.)
- Map out order flow: who takes the order, who sends it to the kitchen, who closes the ticket
- Plan for online orders & third-party delivery integration (if needed)
3. Hardware & Licensing Setup
- Order equipment and test everything before arriving on site
- Create merchant account and activate licenses
- Pre-configure system (menu programming, user roles, printer routing)
4. Schedule the Go-Live Date
- Choose a slower day (avoid weekends or holidays)
- Coordinate with the owner and staff for training
- Make sure old system stays online until new one is fully tested
Installation day sets the tone. Your goal is to move efficiently, minimize stress, and leave the client feeling supported - not overwhelmed.
1. Hardware Installation
- Mount terminals, install receipt and kitchen printers
- Set up tablets, cash drawers, card readers
- Test cables, Wi-Fi signal, and device connectivity
2. Software Setup & Testing
- Finalize menu structure and tax rules
- Set up user permissions and logins
- Test every key function:
▫️ Dine-in and takeout orders
▫️ Kitchen print routing
▫️ Tips and payment processing
▫️ Reports and admin access
3. Staff Training
- Walk through basic workflows (ordering, payment, voids, refunds)
- Train kitchen staff on tickets or display screens
- Answer real-time questions and make workflow adjustments as needed
- Leave behind cheat sheets or quick-start guides
Don’t disappear after install. This is when restaurants need you most, especially during their first few days with a live system.
1. Go-Live Support
- Stay on site (or on-call) during the first full shift
- Be available for immediate questions or fixes
- Help catch small errors early (wrong modifiers, missing printer mappings)
2. Post-Install Follow-Up
- Check in after 48 hours and again after the first weekend
- Offer one round of tweaks based on real usage
- Encourage feedback from staff and managers
3. Ongoing Optimization
- Offer support plan (monthly or annual)
- Schedule a 30-day check-in to review sales reports, staff usage, and POS performance
- Look for upsell opportunities: new hardware, loyalty programs, integrations
Implementation = Relationship Building
Most POS resellers focus only on the hardware and setup, but what clients really remember is how supported they felt throughout the process. A smooth install earns trust, generates referrals, and opens the door to long-term recurring revenue.
Treat implementation not just as a service, but as your first and best impression.
For more articles about restaurant technology and the industry itself, check our blog.
