POS Billing Software · Guide
POS Software Cost in Nepal: What Drives the Price
Shop owners often ask for the price of POS software before they have said how many counters they have or whether they need stock control. That is like asking the price of a vehicle without saying if it is a scooter or a truck. We do not publish figures because they would mislead. This guide explains what drives the cost, how to compare quotes and how to judge whether the system pays for itself in your shop.
The software side
Several things change the size of the job:
- Number of counters. One counter is simple. Several counters billing at once need coordination and separate series.
- Branches. Multiple outlets need central reports, stock transfers and user control.
- Stock depth. Billing only, or full stock with purchases, adjustments, batches and reorder alerts.
- Accounting link. Sales posting to ledgers and VAT books adds scope.
- Customisation. Special receipts, offers, loyalty or local workflows.
- Deployment. Local installation, online, or both.
The hardware side
Software does not run alone. Plan for these items, and ask each vendor whether they are in the quote:
| Item | Note |
|---|---|
| Computer or all-in-one terminal | Reuse an existing one if it is reliable |
| Barcode scanner | Choose one that reads your worst labels |
| Thermal receipt printer | Match speed and paper width to volume |
| Cash drawer | Optional, connected through the printer |
| UPS or inverter | Protects against power cuts mid-bill |
| Label printer | Useful for items without barcodes |
| Backup drive or cloud storage | Essential, not optional |
One-time and recurring costs
Ask every vendor to separate the two. One-time costs usually include set-up, item import, hardware configuration and training. Recurring costs may include support, updates, hosting for an online version, additional users or additional branches. A low upfront price with high recurring charges can cost more over three years than a higher price that includes support. Request a written quote that lists each item.
How to compare quotes fairly
Send each vendor the same brief: counters, branches, item count, hardware you own, need for stock and accounts, power and internet situation. Then compare line by line. If one quote omits training or hardware set-up, ask for the price, don't assume it is free. Beware of quotes that look cheap because they assume you will do the item import yourself. For a thousand items that is days of work for your staff.
Where POS pays for itself
Do not count on one dramatic saving. A POS system usually pays back through several modest gains:
- Faster billing in busy hours, so fewer customers walk away from a queue.
- Less leakage because voids, discounts and price changes are logged.
- Better stock decisions because you see fast sellers and dead stock.
- Fewer stock-outs of items customers buy every week.
- Less staff time on closing, VAT summaries and credit statements.
- Better credit control because dues are visible and chased.
Pick the two that matter most for your shop and measure them for a month before and a quarter after.
A worked way to estimate, with example numbers only
Imagine a shop that serves a queue in the evening where, on a typical day, a few customers leave without buying because the wait is long. Imagine also that each week a couple of fast-selling items run out for two days. Estimate the sales lost for each, using your own average basket and margin, and add them up over a year. Compare with the quote for software, hardware and support over the same period. The figures here are examples; your own numbers will give a better answer, and in some shops the answer will be that the gain is modest, which is a legitimate conclusion.
Hidden costs to ask about
A few items regularly surprise first-time buyers. Extra users or counters may be priced separately. Updates after a rule change may not be included. Moving the system to a new computer might be charged. Data export may require a fee. Training for a new cashier after the first month may not be covered. None of these is unreasonable, but each should be known at the start. Put the questions in writing and keep the answers with your quote, so that you can compare real total cost over three years instead of the first invoice alone.
Risks of choosing only on price
The cheapest option sometimes lacks backups, audit logs or support. A single data loss or unexplained shortage can erase the savings. At the same time, the most expensive option may include features you will never use. Match the system to your shop today, with room to add modules as you grow.
Next step
Write your brief and send it to us and to one other vendor. Read about the scope on the POS billing software page, and if you also want stock control see inventory management software. Message +977 9846280400 on WhatsApp for a demo and an itemised written quote.
Get a demo and quote for POS Billing Software
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