Cloud vs. local? Tablet vs. terminal? A guide to choosing a POS system for small and medium hospitality businesses.
Cloud vs. local systems
Cloud systems store data on the provider's servers. Advantage: access from anywhere, automatic backups, no server maintenance. Disadvantage: internet dependency — when it goes down, your register stops working. Local systems run on your device. Advantage: they always work. Disadvantage: data lives in one place only, no synchronization. The ideal solution? Offline-first architecture that combines both. Data lives locally (always works) but syncs to the cloud when internet is available.
Tablet vs. dedicated terminal
Dedicated POS terminals cost 600–1,600 EUR and are tied to a specific vendor. When they break, you wait for service. A tablet (iPad, Android) at 200–400 EUR does the same job, is portable and easily replaceable. Plus, a waiter can take it to the table for mobile ordering. For most businesses, a tablet is the better choice — cheaper, more flexible, and modern POS apps are optimized for it.
Questions to ask your vendor
Before choosing a POS system, ask these questions: • Does it work offline? Truly offline, or just a limited "offline mode"? • What are the real monthly costs? Factor in licenses, modules, support and hardware. • What devices does it run on? Are you locked into one hardware vendor? • How fast does data sync between devices? • Can you export your data at any time? • What happens when you want to leave — is your data portable?
Summary: what to look for in 2026
A modern POS system in 2026 should be offline-first, multi-platform, with instant sync and fair pricing. It should run on devices you already own and not force you to buy specialized hardware. Most importantly — it should save you time, not consume it. If you spend more time fighting the system than serving guests, it's time for a change.