Review: Square POS for Coffee Shops and Small Bakeries

Square POS for Coffee Shops

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Review: Square POS for Coffee Shops and Small Bakeries


Square POS Key Features & Highlights

  • Square Register for POSAmong the most affordable POS system for independent coffee shops and bakeries
  • No hidden fees
  • No Contracts
  • Easily take payments with or without an Internet connection
  • Print, text, email receipts
  • Customize tips and discounts
  • Most credit cards accepted
  • Payments deposited within 1-2 days
  • Easily create or modify orders
  • Real-time analytics

Visit Square Here

Square Up

A Point-of-Sale (POS) System for Coffee Shop, Bakeries, & Retailers.

What Is Square POS?

Square is one of the leading Point-of-Sale App-based system used by small businesses like coffee shops and bakeries. It is a modern day cash register for your coffee shop or any other retail business. The company was founded in 2009. Its headquarters can be found in the tech-rich city of San Francisco. 

Square allows for the processing of financial transactions for small businesses.

Square POS is used by businesses like coffee shops, coffee roasters, bakeries, cafes, vendors at farmer’s markets, as well as other restaurants and retailers.


coffee shop pos


Do You Need a POS System for Your Coffee Shop?

You might be wondering why you need a POS system for your coffee shop anyway.

It is more common than ever for most people to pay for their coffee purchases using their credit or debit card – including using it for their coffee purchases. Even small purchases of under $5 dollars are being paid by credit or debit transactions.

Having a cash-only coffee business today, doesn’t make economic sense. You need a method to process “plastic” transactions. The ability to quickly, securely, and affordably process credit card or debit card transactions is important to your business.

So, the short answer is, Yes. You do need a secure, reliable, and fast POS system for your coffee shop. So let's see if Square POS is the right one for you.

Square POS, POS for Coffee Shops

Main Square POS Overview

Square is certainly one of the most popular POS systems for coffee shops, bakers, and other retailers in the U.S. and Canada. Since their launch in 2009, they’ve taken the POS world by storm.

This is the reason why we wanted to spend a few moments to share our findings after taking a look at Square POS features, existing online reviews by Square users, and with direct interviews with actual Square POS customers (All Coffee Shop Owners.)

Our goal is provide you a thorough and honest review of the Square POS system.


What Makes Our Square POS Review So Unique?

We've personally interviewed over 80 current and former Square POS users (Coffee Shop Owners) to seek their thoughts and opinions on their own use of Square's POS System for their coffee shop business. We believe that the best way to determine whether it's beneficial (or not) to other coffee shop owners is to simply ask those who are already using Square.  

Review Square's POS Features For Yourself Here.


What’s Square's Main Draw?

POS for coffee shopsWe found two important things that draw coffee shop owners to Square’s POS system:

The first thing is that Square is easy-to-setup, easy-to-use and pretty affordable – in fact, it has the cheapest price/fees for what it provides.

Additionally, there is no annual or monthly contracts to tie a vendor up for any length of time. In other words, if you don’t like it, you can always stop that moment and go with another provider. You pay Square when you get paid (More on pricing below).

If you are opening a coffee shop, bakery you will be looking for an affordable POS (Point-of-Sale) option to take orders and process payments, we’re here to discuss Square’s POS System and whether it is a good option for you and your coffee shop business.

In our analysis and interviews with coffee shop owners, we have found a very high satisfaction rate with Square POS.


The Top Reasons for Square's High Marks:

  • pos for coffee shopsEasy-to-setup
  • Easy-to-use
  • Affordable Pricing
  • Robust App Functionality
  • Works Offline Too


It’s been clear that Square is a very good point-of-sale system for coffee shop owners, but we wanted to go in-depth for those of you who don’t know what’s important when it comes to choosing a POS system for your coffee shop.

In fact, when asked, most coffee shop owners have three top requirements for their POS in their coffee business:

Reliability, Easy-to-Use Features, & Affordability

Of course, being able to use your POS system offline was also essential for most cafes and coffee shop owners as internet service can always go down, even in the biggest cities. Additionally, customer service was a very important reason for coffee shop owners for staying with Square.


Square POS



Your Coffee Shop POS System: 

You Have Great POS Options for Your Coffee Shop!

The good news is that if you are looking for robust and affordable POS systems for your coffee shop business, you will have good options before you.

But are all POS systems the same? Not exactly… which is why we've taken a longer look here.

Gone are the days where you have to jump through hoops at your local bank to get an expensive and clunky cash register, tied to your phone's land line and apply for a payment gateway.

Many small businesses would get denied the ability to process credit cards because of a lack of credit or poor credit.

App-based POS options for coffee shops or bakeries have made life so much easier independent coffee shop owners than ever before. 

Today, we’ll be discussing Square POS for Coffee Shops, its key features, reviews, complaints, and positive reviews to help you determine whether Square POS is the right fit for your coffee shop. 


Coffee Shop POS system, Start a Coffee Shop with POS


Square POS for Coffee Shops



What Do You Need To Get Started?

It doesn't take much to get your POS system started with Sqaure. In fact, all you need to get started is an iPad and the Free App you can download on iTunes.

  • iPad
  • Free Square POS App (Download on iTunes or via their Website)
  • POS Credit Card Swiper (Free with signup)
  • Physical POS Stand & Cash Drawer (optional)

Having a POS stand is recommended to secure your App. You can check out Square POS stands here.

Additionally, you will need basic hardware. Square offers a free credit card swipe reader which can be used for most cards, even your customers have a security chip. For other hardware, such as a POS swivel stand, cash-box, receipt printer, and insert chip reader, all require small additional fees. 


How Much Does Square POS Cost?

Square POS Fees The fees broken down very simply with Square:

  • You pay 2.75% per swipe, dip, or tap.
  • If you key in your order, you will pay a slightly higher rate of 3.5% + .15 cents per order.
  • As Square likes you to describe the fee schedule, for every $100 you process, you keep $97.25. This is fair deal, in our opinion.
  • There are no monthly fee or hidden fees. The straight forward pricing schedule makes Square very appealing if you simply want to get up and running fast.

Learn more about Square’s Fees here.


We believe that you shouldn't just make your decision solely based on your POS fee schedule (though Square is among the most competitive). Robust features and reliability is just as important to your coffee business.



The Square App – The free Square App, which you can download here, is actually very robust. That is, you can do quite a bit with it.

For example, you can take payments, send invoices, create custom menus, send receipts, take care of your payroll, and even manage you inventory.

The Square App is compatible with Apple or Android devices.

Learn more about what the Square App can do here.

It is our observation that, for a free App, it is incredibly muscular, with pretty much all of the features you will need for a coffee business or a bakery business.

In fact, of the coffee shop owners that we have spoken to, many of them do not actually use all of the futures the Square App offers, but they are happy to know that they are there if they need any of them.

For example, many coffee shop owners don’t offer coupons or use a loyalty program using Square. Additionally, some choose not to take advantage of the payroll feature Square makes available, while others don’t us the online e-commerce feature.


Here are a brief list of features:

Payment Processing – Square’s POS system securely and easily processes payments for retailers of all sizes.  Square can process most major credit cards either by swiping, inserting, or tapping your credit card, phone, or device.

Taking Orders – Taking orders is pretty straight forward and pretty easy to do. In fact, you can keep a variety of tabs open so that your customers can pay at a time when they are ready. Additionally, you can split the tab or bills, as well as take payments.

At times, you will need to give refunds to customers. With Square, you will be easily be able to do just that too.

Receipts – Your customers have the option to get a text receipt. Additionally, you can send your customer an emailed receipt or you can always print out a receipt as well, though you will need a buy a receipt printer.

Inventory Management – Square allows you effectively manage your inventory, which not only prevents you from running out of things, but helps you come tax time.

E-commerce – If you want to sell online (wholesale coffee beans, merchandise, etc.) you can do this Square’s e-commerce platform. All of your transactions would sync with your Square platform with regards to your inventory. This is always a great feature in my opinion. Whether you use it or not, it’s a good feature.

Learn more about Square’s Features.


Other Square POS Features 


Square Review

Advanced Reporting Features

  • You can send invoices
  • get private customer feedback
  • You can do email marketing
  • Create customer profiles
  • Real-time analytics
  • Downloadable spreadsheets


Employee Management and Payroll Feature

If you want, Square makes it possible and easy to keep your payroll up-to-date by giving you the option to have your employees sign-in for their work shift.

As you already know, keeping track of employee hours can be a headache.

Knowing exactly when they signed in can be a big help to you when you need to calculate payroll, but can also be an incentive to your employees to get to work on time.

Additionally, the ability to keep track of all your employee labor hours can be very convenient as you calculate your payroll, which can also be done through Square.

Learn more about payroll with Square here.


Chargeback Protection

coffee shop startups pos, pos squareChargebacks are an unfortunate part of being a retailer. But it can cost coffee shops quite a bit every year.

If you have retailing experience, you know that random chargebacks are a frustrating, costly, and an unavoidable cost of doing business.

I like what Square does here for coffee shop and bakery owns. Square offers you $250 in chargeback protection every month. This means, that you don’t have to worry about getting dinged every month for those irritating chargebacks.

To be honest, I don’t see this offered by many other POS providers and can hope that Square’s example would motivate them to provide such a benefit  to their customers. This is a BIG plus for Square users.

Learn More About Square's Chargeback Protection


Gift Cards and Loyalty Rewards

With Square’s POS system, you can generate gift cards and create coupons that you can send directly to your customers.

This is a great feature for most coffee shops, as Square allows you to receive direct feedback from your customers and allows you to respond. For example, you can address an unhappy customers complaint and send them a savings coupon for their next visit or order.

Additionally, you can also create loyalty points as well, which motivates customers to come back.  When it comes to generating repeat business, anything that automates your interaction with your customers is a positive thing in our book!


Instant Deposits

Money processed today, will be deposited into your account within 1 business day (usually).

However, there might be times where you need money deposited instantly. Square POS makes this possible, with an additional 1% transaction fee.

While the additional fee may be very modest, it’s still good to know that you can your money instantly.


Square POS review



Square is not perfect. It does get complaints from users. But all POS companies do.

In fact, I would expect that with over 2 million users, many of them who use Square daily for multiple transactions per day, Square will generate a significant amount of complaints on just about any of its services or offerings. It's just part of the business.

Complaints can be a good thing to a company that is interested in success and gaining market share. Complaints can make a company better, by “keeping the honest” and striving to address concerns that customers have.

And yet, some of the complaints can be legitimate. One of the biggest complaints many users have is poor customer support.

To summarize the crux of the complaints: It’s hard to reach someone – or anyone – at their support center to get a response in a timely manner. 

This shouldn’t be taken lightly. Customer support is the backbone of this kind of POS service. After all, we are talking about your money here.

We get it… and it should be a priority to Square and other POS system providers to offer the best costumer service as possible.

To be fair, we have read some updates that Square is trying to get better. It's clear that they do understand better customer service is a problem that needs to be addressed. And it seems the Square is listening. They’ve added live customer support to their service.

However, because we feel that this issue is so important, we believe that it should be a consideration to those looking a POS system for the coffee shop business. That’s why we do recommend Square, but not with our perfect score.


Coffee Shop POS, Square POS



Positive Reviews

Square POS for Coffee Shops also has a majority of good-to-great reviews.  Again, they have so many users that the popularity alone can speak for itself. But, we know the choosing the right POS system for your coffee business should come down to more than popularity or branding efforts.

Still, Square is only growing and getting bigger and better, and their service and features are bound to grow.

Square gets high reviewer and user ratings for its affordability, its ease-of-use, its robust features, and its ability to work on or offline. This is especially important for vendors who might have their internet go down or they might be at farmer’s markets where no Internet access is available.

The good news is that you can make transactions offline but you will have to go online within three days to get make those successful transactions.

In addition, Square has shown itself over the last eight years to be an extremely stable POS system provider and company that seems to be growing and investing in itself continuously. In other words, you can be sure that it’s not going to get up and leave town.

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Our Verdict: 

Square Register for POSWe recommend Square POS for your coffee shop.

Here's why: We've interviewed dozens of current and former coffee shop owners who have used Square POS to process their transactions.

This is what we found: Square is an extremely sensible, affordable and very good option for your POS system needs at your coffee shop or bakery.

Their value, ease-of-use, options and features make them appealing to any coffee shop business owner.  Therefore, while they are continuing to address their customer support shortfalls, they still provide a good option.

We know that choosing the wrong POS system can cause you money, so we understand how important this decision is. The value and features they provide contrasted against their very reasonable and straight-forward pricing, makes them very appealing to many new and veteran coffee shop owners.

Therefore, we highly recommend Square POS for your coffee business.  


To check Square out yourself, learn more about them here.


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Square POS for Coffee Shop Highlighted Features

  • Among the most affordable POS system for independent coffee shops and bakeries
  • No hidden fees
  • No Contracts
  • Easily take payments with or without an Internet connection
  • Print, text, email receipts
  • Customize tips and discounts
  • Most credit cards accepted
  • Payments deposited within 1-2 days
  • Easily create or modify orders
  • Real-time analytics


Download The Free Square POS App (Their Website Page)

Square Up

A Point-of-Sale (POS) System for Coffee Shop, Bakeries, & Retailers.

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