How to Choose POS Hardware that Suits Brisbane Small Businesses and Cafés

Choosing POS hardware can feel pricey and messy. This guide keeps it simple for Brisbane cafés, retailers and hospitality teams. Learn the parts, the specs that matter, Aussie EFTPOS compatibility, and install tips that work across SEQ.

Key takeaways

• Match gear to workflow first: counter, kiosk, table, or mobile.
• Pick fanless, sealed screens and Ethernet printers for Brisbane heat and storms.
• Use 2D barcode scanners and NMI‑approved scales if you sell by weight.
• Check EFTPOS integration in Australia (Linkly/Cloud support) before buying.
• Plan cabling, mounts, surge protection and a spare printer to cut downtime.

What it is and core concept

Definition

POS hardware is the physical kit that runs your sales. It includes touchscreen terminals, receipt printers, barcode scanners, cash drawers, iPad POS mounts, EFTPOS devices, and the network bits that link them. In plain terms: the tools that take money and print dockets, all day, every day.

Why it matters

Brisbane venues run hot kitchens, have summer storms, and mixed NBN tech. Cheap gear drops out, melts, or slows queues. The right kit keeps sales flowing, sends orders to kitchen fast, supports Aussie EFTPOS, and survives busy weekends at South Bank, the Valley, or the bayside.

How it works and step-by-step

Process

1) Map workflow: counter, kiosk, table, or mobile. 2) Pick platform: iPad, Android, or Windows. 3) Choose screen size and stand or pole. 4) Add receipt/kitchen printers. 5) Add barcode scanners and scales if needed. 6) Select cash drawers. 7) Confirm EFTPOS integration. 8) Plan cabling, Wi‑Fi, surge and UPS. 9) Test and train.

Featured answer

Buy for workflow first, not looks. Use fanless sealed terminals, Ethernet printers, and 2D barcode scanners. Choose iPad, Android, or Windows based on your POS software. Confirm EFTPOS integration (Linkly/Cloud) and test printing. Add surge protection, a UPS for the modem, and keep one spare printer ready.

Start with workflow: counter, kiosk, table or mobile POS

Different venues need different gear. Pick the flow, then pick the kit.

• Counter service: One or two touchscreen terminals with cash drawers, 80mm receipt printers, and a kitchen printer. Good for cafés in New Farm or Ashgrove.
• Kiosk: Touchscreen on a floor stand with tap‑to‑pay. Works for food courts at Chermside or Carindale.
• Table service: Tablets for staff, a bar printer, and a bump screen or kitchen printer. Handy along Fish Lane or Bulimba.
• Mobile/market: iPad POS with Bluetooth/Ethernet printer in a carry box, hotspot backup. Great for Jan Powers or Rocklea Markets.

Essential specs: CPU, RAM, screen size, mounts and durability for POS hardware

Pick specs that match your load and local conditions.

• CPU/RAM: For Windows all‑in‑ones, aim Intel i3/i5 with 8GB RAM. For Android/iPad, choose current‑gen models with long OS support.
• Screen size: 15.6–17″ for counter. 10–12.9″ for tablets and kiosks.
• Durability: Fanless designs, sealed bezels, tough glass, and anti‑glare coatings for bright Brisbane days.
• Mounts: VESA arms, pole mounts, or flip stands. Lockable and bolt‑down to stop wobble and theft.
• Ports: Enough USB for scanners/drawers, plus Ethernet for printers and terminals.

Receipt printers, labels and paper costs

Receipt printers do most of the heavy lifting in retail and hospo.

• Receipt printers: 80mm thermal, Ethernet first. Faster, fewer drops than Bluetooth. Use 58mm only for tight spaces.
• Kitchen printers: Impact (dot matrix) or thermal with high‑heat housing. Loud buzzer helps in noisy kitchens.
• Labels: Thermal label printers for barcodes, shelf labels, and prep stickers.
• Paper: Buy in bulk, keep dry. Humidity in summer can curl rolls; store off the floor.
• Costs: Expect $350–$600 per printer; paper rolls add ongoing cost, so factor monthly usage.

Barcode scanners and scales: 1D vs 2D, wireless vs corded

Scanners and scales speed up checkout and stock work.

• 1D vs 2D: 2D reads QR codes, phone screens, and damaged labels. It’s the safe pick for new installs.
• Corded vs wireless: Corded is reliable and cheaper. Wireless suits big counters or click & collect.
• Presentation scanners: Hands‑free for small items near the till.
• Scales: For deli, fruit, or bulk goods, use NMI‑approved trade scales and integrate with your POS software.

Cash drawers, tills and security considerations

Cash is still common across Brisbane, especially on market days.

• Build: Metal case, heavy rails, smooth slide. RJ12 kick port connects to the printer or terminal.
• Inserts: Extra till inserts and locking lids speed change‑over and bank runs.
• Mounting: Under‑counter brackets keep the bench clear and out of sight.
• Security: Bolt down, add CCTV coverage, and skim float often on busy nights in the Valley.

iPad vs Android vs Windows terminals

Choose the platform that suits your POS app and budget.

• iPad POS: Clean and simple. Great battery for mobile. Printing can be app‑specific; use Ethernet where possible.
• Android: Value for money, lots of kiosk options. Check OS update roadmap and device management support.
• Windows all‑in‑one: Best for complex setups and drivers. More ports and printer options. Needs good specs and fanless design.

EFTPOS and peripheral compatibility in Australia

Before you buy, confirm the EFTPOS your POS supports. Look for integrations via Linkly or cloud APIs used in Australia. Test for:

• Integrated payments: Sale amount flows to the EFTPOS and returns the result to POS.
• Surcharging and tip prompts: Set legally and clearly at checkout.
• Stable pairing: USB, LAN or Bluetooth that reconnects after restarts.
• Receipts: Print on the main receipt printer, not just the EFTPOS device.
• Offline: Fallback rules during NBN outages; 4G backup for critical lanes.

Install tips, warranties and total cost of ownership

A tidy install pays you back in uptime and speed.

• Cabling: Use Ethernet to printers and kiosks. Plan power points with surge boards. Structured cabling and counter fit‑outs keep it neat.
• Wi‑Fi: Set a POS‑only SSID. Put the modem and access point on a small UPS so EFTPOS keeps running in short blackouts.
• Label everything: Cables, IPs, printer names, and drawers.
• Spare gear: Keep one spare 80mm printer and extra paper on site.
• Warranties: Aim for 3‑year coverage, depot swap, or on‑site options for busy venues.
• TCO: Budget for paper, labels, cleaning kits, and OS/device management over 3–5 years.

Common problems in Brisbane

Weather and infrastructure

• Seasonal heat, storms, humidity impacts.
• Older buildings and NBN quirks by suburb where relevant.

Heat and grease kill fans and clog ports in busy kitchens from West End to Stafford. Summer storms cause short power dips that drop Bluetooth links. In older buildings around Paddington, cabling paths are tight and double brick hurts Wi‑Fi. NBN types vary: HFC in bayside pockets, FTTN in parts of Logan/Caboolture. Plan for it.

Troubleshooting and quick checks

Short answer

If receipts don’t print or EFTPOS drops, check power, network, and paper first. Reboot the modem, POS terminal, and printers in that order. Plug printers by Ethernet, not Wi‑Fi. Test a self‑print from the printer. If the kitchen is down, reroute dockets to a bar printer as a temporary fix.

Quick checks

Try these simple steps:

• Check paper roll direction and close the printer lid firmly.
• Confirm Ethernet lights are on; reseat cables at printer and switch.
• Print a test page from the printer’s feed button or menu.
• Note the printer IP and match it in POS settings.
• Power cycle modem/router, then printers, then terminals.
• For scanners, swap USB ports and test a notepad app for input.
• For cash drawers, test the kick port through the printer utility.
• Update POS app after close of trade, not at 11am.

Safety notes and when to call a pro

Red flags

Stop and get help if you see frayed power cords, burnt smells, wet gear after a leak, frequent breaker trips, or shocks from metal stands. Call a pro if EFTPOS won’t integrate, printers keep changing IPs, or you need new data points run through walls or benches.

Local insights and examples

Brisbane/SEQ examples

Inner‑city cafés in Fortitude Valley often run a 17″ Windows terminal, bar printer, kitchen impact printer with a buzzer, and a flip stand for tips. New Farm and Bulimba like iPad POS with Ethernet printers. Market traders at Rocklea use iPad POS, battery bank, and a compact Bluetooth reader with a spare roll in the tub.

In Capalaba and Brendale warehouses, cordless 2D scanners help with pick‑pack. Older shops in Paddington benefit from structured cabling to avoid Wi‑Fi dead spots under tin roofs. Many venues add a small UPS for modem and switch to ride out short brownouts during storm season.

FAQs

Q1: How much should I budget for a POS setup?

A solid counter setup in Brisbane usually lands around $1,800–$3,500 per lane: terminal $1,200–$2,500, 80mm printer $350–$600, cash drawer $150–$300, and a 2D scanner $180–$350. iPad POS kits range $1,000–$1,800. Kiosks are $3,000+ depending on screen, stand, and payment device.

Q2: Do I need Ethernet printers or is Bluetooth fine?

Use Ethernet wherever you can. It’s faster, stable, and auto‑reconnects after restarts or storms. Bluetooth can work for mobile carts, but it drops more often in busy kitchens and bars. Kitchen printers should be Ethernet (or serial) with a buzzer so you don’t miss dockets.

Q3: Which EFTPOS works best with my POS?

Choose the EFTPOS device your POS software supports natively, ideally via Linkly or a cloud API. Check surcharging, tipping, and receipt printing. Test pairing on your network and confirm offline rules. The “best” is the one that integrates cleanly and stays online on your shop’s internet.

Sources and further reading

Common POS frameworks include integrated payments via Linkly or cloud APIs, PCI DSS practices for payment security, Australian trade measurement rules for NMI‑approved scales, AS/CA S009 for cabling safety, and typical device interfaces: USB, Ethernet, Bluetooth, and serial for kitchen printers.

Wrap-up and next steps

Pick POS hardware by workflow, then lock in durable screens, Ethernet printers, and proven Aussie EFTPOS integration. Plan cabling, power and a spare printer so weekends run smooth. Need a hand with layout, install, or training? Service:
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