Choosing a Thrift Store POS System: 7 Things To Consider

You’ve seen it happen — the line builds, the register freezes, and a volunteer stares helplessly at the screen. The wrong point of sale (POS) system can leave your staff and customers frustrated. 

In thrift stores, you’re managing donations, pricing one-of-a-kind items, and keeping everything organized with the help of rotating volunteers. A system built for traditional retail won’t always fit that mix.

In this blog, we’ll share seven things you should consider to help you choose the right thrift store POS system. 

Let’s dive in.

7 Key Factors To Consider When Choosing a Thrift Store POS System

Before you commit to a POS system, make sure you’re focusing on the factors that actually matter to your thrift store.

1. Don’t Just Look at the Price Tag

The monthly price you see advertised is just the beginning. A POS system that looks affordable at $79 per month can quickly become costly once you factor in everything your store needs.

Hardware costs vary depending on whether you’re starting fresh or using existing equipment. A typical setup for one register usually includes:

• Touchscreen or tablet: $300–$1,200
• Cash drawer: $100–$300
• Receipt printer: $150–$400
• Barcode scanner: $50–$300
• Card reader: $50–$300

Altogether, a single register can cost $650–$2,500. Some providers offer hardware bundles that reduce costs, but watch out — “free” hardware often comes with long contracts or higher fees down the line.

Software costs can be just as tricky. Basic plans usually run $50–$100 per month, but full-featured plans can jump to $200–$400 per month. Some companies charge per register, while others charge per location. Always calculate the cost with all the features your store needs.

Transaction fees are another place where costs can add up. Some systems charge a percentage of each sale (usually around 2.6% + 10 cents per transaction), while others charge a flat monthly fee with no per-transaction costs.

For example, if your store makes $50,000 in sales per month:

• Percentage fees can cost around $1,300.
• A flat monthly fee might only be $100–$300.

Do the math based on your sales to see what makes sense. And don’t forget hidden costs that catches many thrift stores off guard, such as:

• Extra fees for each employee account
• Charges for advanced reports
• Fees to connect with accounting software
• Additional phone support charges

2. Make Sure Your Thrift Store POS System Is Easy To Set Up & Train Staff On

In reality, even the best system is useless if you can’t figure out how to use it. Thrift stores face unique challenges — limited staff, volunteers who need simple instructions, and a large volume of items to move into a new system.

When evaluating a POS system, ask the provider these questions about setup and training:

• How long does setup usually take?
• Will someone come to the store, or is it all online?
• Will you have a real person to help, or only videos?
• Can you help move our old inventory into the new system?

Volunteers and part-time workers might not be tech-savvy, so the system should be easy to learn. Also, think about daily tasks. The system should make it easy to:

• Create donation receipts.
• Run daily reports.
• Fix inventory mistakes.
• Process returns.

If these tasks are too difficult, they might not get done — which can lead to mistakes and stress for your team.

Related Read: How To Open a Thrift Store in 2025: The Ultimate Guide

3. Test Customer Support Before You Commit

When your POS system crashes on a busy Saturday, good support is the most important feature. But it can be hard to know how good it really is before you buy.

Some cheaper systems only offer email help or phone assistance during regular weekday hours. That won’t help if your store is open nights or weekends, so make sure the system provides support when your store needs it.

Response time matters too. “24/7 support” sounds nice, but what if it takes four hours to get a reply? Ask about guaranteed response times and whether emergencies get faster help.

Try out their customer service during your trial period. Reach out in different ways — by phone, email, and chat. See how quickly they reply and whether they understand thrift store needs, like donation tracking.

4. Read Real Customer Reviews

Don’t just look at star ratings and call it a day. Here’s how you can dig deeper to find the information you need:

• Focus on reviews from stores like yours: Look for feedback from other thrift stores, consignment shops, and resale stores. A coffee shop’s five-star review won’t tell you much about handling donations or tricky inventory. Try searching for terms like “thrift store,” “donations,” and “consignment” in reviews to find relevant experiences.
• Look for patterns instead of one-off complaints: Every system has some bad reviews. But if a bunch of thrift stores mention the same problem — like donation tracking or inventory issues — that’s a red flag.
• See how companies handle complaints: Do they respond to negative reviews? Do they try to fix problems? A company that helps frustrated customers is usually more reliable than one with perfect ratings that ignores issues.
• Go beyond the usual sites: Facebook groups for thrift store owners and nonprofit retail forums usually have honest discussions. These places can give you real-world insight that official review sites might miss.
• Check how recent the reviews are: A great review from three years ago doesn’t help if recent reviews are bad. Look for complaints about removed features or worsening support — they can show where the company is heading.

5. Look for POS Features Built for Thrift Stores

Regular POS systems can miss features that thrift stores use every day. Here’s what to check for.

Donation Tracking & Tax Receipts

This should be at the top of your list. Can the system create tax receipts for donors? Does it keep track of donor information for year-end summaries? This feature alone can save hours each week and help build better relationships with your donors.

Flexible Pricing

Thrift stores rarely stick to fixed prices, so you need a system that can handle:

• Color-tag discounts (for example, “50% off green tags today”)
• Daily or weekly specials
• Different prices for different categories
• Quick price changes on the spot

Simple Inventory Management

You can’t scan every donated item individually — that would take forever. Look for a system that lets you add items by category (like “women’s shirts”) and process similar items in batches. It should be quick and easy to use.

Consignment Tracking

If you work with consignors, your POS should track which items belong to whom, calculate payouts automatically, and generate consignor statements. This helps prevent mistakes and saves time.

Support for Multiple Store Locations

Even if you have just one store now, think ahead. The right system can move inventory between stores, provide combined reports for all locations, and add a new location without excessive costs.

Other important features include:

• Volunteer management to track volunteer hours
• Nonprofit features like donor management integration and grant reports (if you’re a 501(c)(3))
• Returns and exchanges that enforce your specific policies automatically (for example, store credit only)

Related Read: Thrift Store Inventory Management: 7 Tips and Tricks

6. Test It Out in Real Situations

A system might look great on paper, but it’s important to see how it works in real life. Before you buy, try these tests:

• Simulate a busy time at your register. Process multiple customers quickly, including one buying 15 items with different tag colors, one making a return, and one requesting a donation receipt. 
• Go through accepting donations, adding items to inventory, pricing them, and creating donor receipts. Notice how many steps it takes, if anything is confusing, and where your staff might get stuck.
• Check whether you can easily view total sales, sales by category, how discounts affected sales, and total donation values. Make sure reports can be exported for your accountant without trouble.
• Cancel a transaction, search for an item, change a price, and process a return without a receipt. This shows how the system handles everyday unusual situations.
• Ask someone who has never used the system to check out a customer with only basic instructions. This helps you see how easy it is for new users to learn in real life.

7. Choose a Thrift Store POS System That Can Grow With You

Your POS system shouldn’t work in isolation. It needs to connect easily with the tools you already use, as well as any you might add as your thrift store grows. 

A comprehensive POS platform can:

• Connect with your accounting software: Linking your POS to your accounting system can save hours of manual work. Make sure it integrates with programs like QuickBooks or lets you export sales data easily. 
• Sync with your online store: Your thrift store POS system should track both in-store and online inventory in one place. When an item sells online, it should automatically update your in-store stock.
• Build stronger customer relationships: A good POS system helps you stay connected with shoppers and donors. Check whether it saves customer details and works with email marketing tools. 
• Plan for future growth: Your system should grow with your store. Ask about the cost to add more registers, locations, and users. Can it handle higher sales volume without slowing down? Switching POS systems later can be time-consuming and stressful, so it’s better to pick one that supports your future plans from the start.

POS Systems Worth Exploring

Once you’ve considered all the main features and needs for your store, you’re ready to compare POS systems. 

Here are three options to explore — each with its own strengths depending on your size, goals, and budget:

• Square for Retail: If you want something simple and affordable, Square is a great place to start. It’s known for being easy to use, with clear pricing and no long-term contracts. It works well for smaller thrift stores and new shops. While it doesn’t have many thrift-specific features, you can customize it by adding apps.
• Lightspeed Retail: Lightspeed is a good option for larger thrift stores that need detailed reports and advanced inventory tools. It’s more expensive than basic systems, but it handles multiple locations and has great data insights.
• ThriftCart: ThriftCart is made specifically for thrift stores. It’s designed around donation-based inventory, flexible pricing, and the unique needs of nonprofit retailers. If you want something built for your world, this one’s worth a close look.

Why ThriftCart Is a Top Choice for Thrift Stores

Of all the POS systems available, ThriftCart stands apart as the one designed specifically for the realities of running a thrift store — managing donations, supporting volunteers, and keeping community at the center. 

Here are some of the features it includes:

• Donation management: Schedule pickups, optimize routes, and let donors book dropoffs right from the POS system.
• Thrift-first pricing: Run color-tag sales and quick custom discounts that make checkout simple.
• Fast inventory: Add unique items, print barcodes, and track stock without slowing down staff.
• Volunteer-friendly: Learn checkout in minutes with easy screens and workflows.
• Built-in growth tools: Keep your community engaged with marketing, loyalty, and e-commerce features.

Want to find the perfect plan for your thrift store? Use our Build and Price tool today.