Top 5 POS Systems for Coffee Shops in Canada

In any business, it’s important to turn casual customers into regulars, but it’s especially important for coffee shops. Luckily, in 2024, the best POS systems come with marketing and loyalty tools, so you can incentivize customers to return. Integrated online ordering and pickup are tools that are also included by many of the top platforms, vital in this age of convenience.

Square, our top POS pick for coffee shops, has all of the features mentioned above yet remains cheaper than its competitors. You can use Square’s software for free, which makes it a great option for small independents that don’t have much of a budget to play with.

But, if you’re a growing chain, you might find Square a little limiting, especially when it comes to its reporting features. So, if you want to keep a close eye on your profits across multiple locations, a system like Lightspeed will suit you better. These two aren’t the only systems worth looking into, however, and you’ll see why in our review.

The Best POS Systems for Coffee Shops at a Glance

Here’s a quick look at what the four best POS systems for coffee shops have to offer. For a more in-depth review, just keep reading.

1. Square: Best for Growing Your Business

Square is the best POS system for growing your coffee shop business, thanks to its free software plan, and affordable hardware and monthly plans.

Why we recommend Square

Square has a free POS software plan for hospitality businesses that’s surprisingly functional, especially compared to other free POS software. If you’re a small coffee shop that’s probably already spending a lot on maintaining expensive coffee machines, Square’s free plan can ease some of the burden.

Its best features include integration with a free Square online store, which you can use for online ordering, or selling merch like your brand’s coffee beans or mugs. You’ll be able to set and schedule discounts, and add gratuity to bills automatically or manually.

Square’s paid POS software costs $60 per month, which is extremely reasonable compared to competitors. It gives you access to more advanced functionalities, especially when it comes to reporting. While the free Square plan offers basic sales reporting, the paid plan also gives you access to shift and close-of-day reports and live sales tracking.

When it comes to hardware, Square gives you a lot of flexibility. The software can be accessed via an app on a tablet (iOS and Android), or using one of Square’s physical terminals. Square’s $249 iPad stand with integrated card reader (tap, chip and pin) and its $399 register with a customer screen and integrated card reader offer the best value for money.

There are also add-on software products available with Square, which can make running your business easier. We particularly like Square’s shift management tool (free for up to five employees), and its loyalty tool ($60 per month), which lets you build digital loyalty passes for Apple Wallet.

Square’s shortcomings

Square’s missing cost vs profit management tools and ingredient tracking, which you can get with Lightspeed Restaurant and Clover, respectively. Square does integrate with third-party apps that have these features, however most come at an extra cost.

Card processing fees are also a little expensive with Square, at 2.65%. This isn’t unusual for a zero-contract provider, but if you have a high sales volume, you might prefer a provider that offer negotiable fees, like Clover. The more transactions you process per month, the lower your fees will typically be on a negotiable model.

2. Lightspeed Restaurant: Best for Creating a Loyal Customer Base

Lightspeed Restaurant is the best POS system for coffee shops looking to create a loyal customer base, thanks to its range of integrated marketing features.

Why we recommend Lightspeed Restaurant

Lightspeed Restaurant is an iPad-based POS system, which means your business can save on hardware if you already own a tablet. Like Square, Lightspeed provides iPad stands, although these don’t come with integrated card machines, which have to be purchased separately.

The POS software comes with built-in CRM (customer relationship management) and loyalty tools, allowing you to track returning customers’ purchase behavior and reward them for frequent visits. If you’re in an area with a lot of coffee shops, these tools can turn casual customers into regulars, which is the surest way to keep your business thriving.

You’re able to customize your menu and screen, which is especially useful for customer-facing screens, creating a cohesive brand image that’s instantly recognizable to customers.

Lightspeed Restaurant also has an optional Order Anywhere feature, which allows you to offer online ordering to customers, and to integrate with delivery apps.

One feature we particularly liked when testing Lightspeed was its “order modifier” function. This lets you customize orders, so if a customer wants an extra pump of vanilla in their latte, it’s no problem. Customized ordering is a great way to compete with large chains like Starbucks and Tim Horton’s.

This POS system is best suited to growing chains, since it supports multi-location management, and has the tools to manage growth, from ingredient tracking to cost vs profit breakdowns for menu items.

Lightspeed Restaurant’s shortcomings

Lightspeed Restaurant is a purely iPad-based system, so it’s not the best option for businesses that currently use Android tablets, or want a physical terminal. If you’re after great hardware, we would recommend Clover, and if you use Android and want to stick we tablets, you should consider Square.

The system also doesn’t have automated tip management tools. This won’t be an issue for all coffee shops, but if your baristas depend on tips, we’d recommend Square, since its Shifts add-on comes with tip management tools.

3. Clover: Best for Professional Hardware

Clover has some of the best POS hardware on the market, which, coupled with a great software system, can speed up your coffee shop’s order process.

Why we recommend Clover

When it comes to your hardware setup, Clover gives you plenty of choice. It’s Station Solo and Station Duo are both terminal kits with a large screen and receipt printer, but their star feature is that they come with a fingerprint login. This means your staff can quickly log into the system, and not waste time with passwords when there’s a long line of customers.

The main difference between the two terminals is that the Station Duo comes with a cash drawer and customer screen with built-in card reader, while the Station Duo doesn’t.

Clover’s customer display screens were another highlight for use: they’re bright and very reactive to touch, making it easy for customers to use them. For this reason, we recommend the Station Duo over the Solo, since it offers customers more ways to pay, and the customer screen will increase their confidence when making a purchase.

The system also has some great reporting tools, allowing you to monitor staff performance, monitor sales and revenue, and build customized reports to get a bird’s eye view of any aspect of your business.

Clover also supports online ordering through its proprietary platform, at no extra costs, and with no hiked-up card processing fees, which is very unique for the industry.

Clover’s shortcomings

Clover doesn’t disclose its pricing in Canada, but it does in other regions, and based on those figures, we can tell you that it’s not a cheap option. Its hardware, in particular, comes at a premium compared to other providers, so it’s not an option we recommend to small businesses with a tight budget. For clear pricing and affordable options, we recommend Square.

Square should also be your go-to for integrated tip management since Clover’s POS system also doesn’t come with it, although it is available with third-party apps.

4. TouchBistro: Easiest POS System to Use

If you want to speed up your service, TouchBistro is the system for you. It was the easiest POS system to operate during our testing, thanks to its straightforward frontend and backend interfaces, and there were a few unnecessary steps to process an order.

Why we recommend TouchBistro

Touchbistro is a great POS system for any coffee shop that suffers from long lines. It’s an iPad-based system, allowing employees to take orders in just two taps from customers in line when your shop gets really busy.

You can also integrate an online ordering platform into your POS system (from $50 USD per month), and let customers organize quick order pickups, another way to minimize wait times.

And, for an extra $25 USD to $99 USD per month, you can get access to TouchBistro’s premium loyalty and marketing tools. You can create physical and digital gift cards, and use a CRM platform that lets you analyze customer behavior and generate customized and targeted promotions for customers. You’ll also be able to create your very own app, where regulars can track and redeem rewards, and increasingly popular tool for ambitious independent coffee shops looking to take on large chains.

There’s also a great suite of reporting and management tools. You can view data on trending menu items and spending patterns, generate cost vs profit reports, and access reports on staff performance.

TouchBistro’s shortcomings

As you’ve probably gathered from the price of TouchBistro’s add-ons, it’s not a cheap option and isn’t a system we’d recommend to very small or new coffee shops. It’s best suited to established businesses with eyes on growth.

If TouchBistro’s loyalty tools caught your eye, you can get similar, if slightly less advanced ones, with Square, at a much cheaper price. Square is also a quick and easy-to-use system, so you don’t need to worry about long lines.

Square’s also an option you should consider if you use Android tablets, or want a physical terminal, since TouchBistro, like Lightspeed, is a solely iPad-based POS system.

Buying Guide: How to Choose a POS System for Your Coffee Shops

If you’ve read all the reviews, and still don’t quite know what POS system is best for your business, don’t sweat it.

Here are some of the things you should consider before making a decision:

Cost and Pricing Structure

You know your budget better than we do, and you shouldn’t choose a POS system that you can’t afford. We recommend that you look closely at the pricing structure, and assess what’s included for free, and what comes at an added cost, to get the best deal.

For example, Square charges zero fees for using its POS software, but you’ll have to pay upfront for each card machine, till, or other piece of equipment you need. This can really add up if you have multiple stores.

A provider like Clover offers custom software and hardware packages, which could be cheaper for multi-location businesses.

Find out more about pricing structures in our POS System Costs Guide.

POS functions and available hardware

Assess your business needs, and choose a provider that meets them closely. Some POS systems are designed with certain types of businesses in mind (eg. hospitality businesses vs retail stores), which makes locating the right fit easier.

It’s also important to look at the features included in the POS software. As a coffee shop, you’ll benefit the most from loyalty tools, so see if these are available, if they come at an extra cost, and if so, how much.

You should also look at the physical equipment that’s available to buy or rent from each POS system provider. If your staff needs to take orders at tables, for example, a tablet-based POS system will be beneficial. If you accept cash as well as card, look for a POS provider that has a till setup.

Some POS systems are compatible with third-party hardware, but it’s always best to check if your existing equipment or the equipment you plan on buying can easily integrate with your chosen POS system.

Ease of use

As a rule of thumb, the easier a POS system is to use, the better. This will speed up training and service times, and reduce room for error.

This doesn’t mean you need to go with the absolute easiest system to use. If you and your employees are experienced with POS systems, you could compromise on ease of use in favor of advanced features.

POS systems like TouchBistro and Square are particularly easy to operate, while Lightspeed has a training mode for new employees.

How We Test POS Systems

We tested and compared over 10 POS system providers, evaluating them against each other on how well they cater to the specific needs of different business types. We rated each provider according to how it performed in six key areas of interest, each containing four to 12 assessment parameters. Main areas of investigation were:

• POS software: The breadth of features included in the POS software, and how valuable they are to the average coffee shop.
• Hardware/equipment: The variety of equipment available to purchase or rent, with special importance given to key items, such as KDSs, portable card machines, and cash drawers.
• Ease-of-use: How easy the system is to use, navigate, and customize.
• Help and support: How effective and reachable the customer support team is, with bonus points given to POS systems with help centers and training modes.
• Cost: The price of the system, how it compares to competitors, and whether it’s good value for money.
• User experience: Whether everyday restaurant owners know and like the system, whether they’d recommend it, and what they say about it in online reviews

The score of each of these areas was combined to create an overall score for each POS system.