A Brief Guide to Writing a POS System Proposal

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Point of sales systems, more commonly referred to as ‘POS’, has changed the way that the hospitality industry does business with their customers. In addition to providing customers with a better, more streamlined payment experience, you can also maximize your sales by adding diversity to your accepted payment methods, promote efficient operations, and eliminate costly mistakes.

However, no matter what kind of business, you’re in, a POS system is a significant investment; and the decision-maker may need some convincing. If you’re in a position where you need to write a POS system proposal, here’s how to do it effectively.

Highlight the Current Issues

The first step you need to take is identifying the problems that your business already has. There are two main reasons why you’d want to invest in a POS system; record-keeping abilities and operational efficiency for your restaurant, and the customers’ dining and checkout experience.

Write about how the overall customer experience can be exponentially improved with a proper system, and how the back-end of your business can be streamlined by using professional technology.

Explain the Problems

While noting the problems will grab the decision-makers’ attention, you will need to go into detail when explaining them. Make sure that you include relevant facts and statistics in your proposal. For example, you might have lost a lot of receipts due to a lack of a proper book-keeping avenue, which is going to harm your accounts and records.

Moreover, if you only accept one type of payment system, find out how many times a day you’re asked to pay with an unsupported format. You can use this data to calculate the number of sales you missed out on, and calculate the value amount lost. You can add this reference information into your proposal using free online tools like Cite It In.

Offer Solutions

Next, you’ll want to think about what kind of system you want the company to invest in. There are many different systems available in many different prices ranges, so it can be a good idea to do your research and find a selection from each bracket.

You’ll then need to list the advantages and disadvantages of both, so it makes it easy for your decision-maker to decide. Try to find a system with benefits that match the needs of your business. Your POS needs will change depending on whether you are a table or quick service restaurant, a multi-location chain, or whether you operate a bar or hotel. The ideal POS system provider will be able to configure a solution that is perfectly suited to your specific requirements.

Outline the Benefits

Within your proposal, you don’t just want to talk about all the problems that you’ll be addressing; you’ll also want to mention the benefits that a POS system will provide. Some of these benefits will include faster checkout times and increased turnover, providing a greater experience for your customer, and larger profits for you (download the Maitre’D ROI whitepaper).

The fact that you can create physical and digital copies of your receipts and connect your system to online banking or accounting software will also save a lot of time when it comes to finances. While writing, just remembers to keep your proposal short and sweet, so it doesn’t bore the reader. You can track your word count using tools like Easy Word Count.

Write Accurately

No matter who is going to be reading your POS proposal, you need to make sure that you’ve checked your content to ensure that it’s of the highest quality. This means no spelling mistakes, no typos, no misplaced punctuation, or bad grammar.

If your proposal does contain any of these things, you’ll find that your credibility is damaged, and the chances of receiving your POS system are reduced. To make this easy, you can use proofreading tools like Paperpellows or Grammarix. A professional letter will get a professional response.

Consider the Extras

In addition to some of the benefits we’ve listed above, there are also several other features you’ll want to think about that a POS system could provide. For example, along with payment solutions and complete back-office and reporting, you may consider a POS provider that also offers a fully integrated kitchen video display.

You might even want to start a loyalty program for your repeat customers and manage the tax that your customers pay. Whatever benefits or innovations you think your business could benefit from, make sure you include them in your proposal. When you’re thinking about formatting your proposal after you’ve written it, you can look for leading tips and advice using tools like Academized.

You could also connect your POS system to an inventory management system, meaning it’s even easier to track your inventory levels to see how much of a certain product you’ve got left. This makes reordering far more effective since you’ll have an accurate account of your entire business’ inventory.


As you can see, writing a POS system proposal letter or email doesn’t have to be a tedious and challenging task. By making sure you cover all the relevant points, you can be sure that system request will be accepted, and your business can move forward into the 21st Century and new levels of success.


Author Biography:
Gloria Kopp is a communication manager at Ukwritings. She is a regular writer at Huffingtonpost and Essayroo blog, and is a senior editor at Studydemic blog.