Essential retail store equipment for a smooth opening and beyond

Opening a retail store is an exciting journey, but ensuring it runs smoothly requires more than a good location and great products. Every detail of your store can influence its perception so you’ll want to spend some time thinking about the ways to create a remarkable shopping experience for your customers and, operationally, how to arm your staff with the tools they need to deliver on this experience.

To set up your store for success, you’ll need essential equipment that supports daily operations and facilitates cash flow. In this guide, you will find the must-have equipment for your retail store to ensure a successful opening and smooth operations beyond day one.

Retail POS system

A retail POS system is a combination of POS software and hardware that helps your retail store process payments, manage sales, track inventory, and keep things running smoothly.

The POS system is not only about processing payments. Imagine running a store without knowing which products are selling well or unexpectedly running out of stock. A POS system will of course accept payments, but it also ensures you have a clear picture of what's selling in your store, helping you make better decisions and keep customers happy.

There are two main types of retail POS setup that you can consider: cloud-based POS and traditional POS.

1. Traditional POS system

If you use traditional POS systems, you need to install it on a local computer, buy your own server to store data, and maintain data security by yourself. This POS setup might be better for stores that want a more customized system without relying on the internet. However, it lacks the flexibility of a cloud-based system and may require manual updates and maintenance.

Traditional POS systems are the classic, hardware-heavy setups commonly seen in supermarkets or fast food chains like McDonald's.

2. Cloud-based POS system

Cloud-based POS systems operate on the Internet, allowing you to access sales and inventory data from any device, anywhere. Unlike traditional POS, a cloud-based system stores all your sales and transaction data on the provider’s online servers so you don’t have to rent or buy one for your store. This also removes the need to invest in local servers and security management. Also, updating a cloud-based POS system is straightforward—just download and install the latest update.

3. Computer POS system

A Computer POS system is a type of cloud-based POS system that operates on desktops or laptops. With a Computer POS, you get the benefits of a cloud-based system, without needing specialized hardware. This type of system is perfect for retailers who want the functionality of a traditional desktop interface while still enjoying the mobility and convenience of cloud technology.

Getting a POS system for your retail store is the first step for a successful opening day. It gives you everything you need to handle sales, track inventory, and keep things running from day one.

Credit card terminal

A credit card terminal is a device that allows retail stores to accept credit card payments, as well as debit and contactless options.

Credit cards accounted for 32.6% of consumer’s monthly payments, making it the most popular payment method.

Having a credit card terminal in your store not only meets this demand but also creates a faster checkout experience, reducing wait times and boosting customer satisfaction. When choosing a credit card terminal, it’s important to consider the type that best suits your store’s needs. Here are the main options:

1. Countertop credit card terminal

These are stationary devices typically used at the checkout counter. They connect to your store’s network, either through a phone line, Ethernet, or Wi-Fi. Countertop terminals are great for stores with a fixed checkout area where all transactions happen.

2. Smart credit card terminal

Smart credit card terminals are advanced devices with touchscreen displays and POS apps that can help you process transactions, manage inventory, view reports, and print receipts all from one device. They’re a great choice for retailers who want an all-in-one solution that goes beyond simple payment processing.

What’s more, smart credit card terminals are portable, allowing you to accept payments anywhere with an internet connection. This makes them ideal for setting up pop-up shops, attending events, or taking payments on the go.

3. Mobile credit card terminal

Thanks to advancements in technology, merchants can now process contactless payments directly through their iPhone with Tap to Pay on iPhone. This solution allows you to accept all types of in-person, contactless payments right on your iPhone—no extra hardware needed. With Tap to Pay, you can reach more customers, take payments on the go, and create flexible setups.

However, one limitation of mobile credit card terminals is that they don’t support swipe or chip-insert card transactions.

Inventory management system

An inventory management system helps you monitor, organize, and control your stock levels, ensuring you always know what’s available, what’s running low, and what needs to be reordered. As a result, you can minimize stockouts, avoid overstocking, and maintain the right balance of products, which is key to running a profitable retail store.

There are several types of inventory management systems available:

• POS-integrated inventory system: Many POS systems come with built-in inventory management features, allowing retailers to manage products and track stock levels seamlessly. These systems provide essential tools like low-stock alerts, making them a budget-friendly, efficient option for smaller stores that need straightforward inventory tracking.
• Standalone inventory software: Standalone inventory software offers more advanced features than basic POS integration. These systems are ideal for stores with complex inventory needs, managing multiple locations/platforms or large product catalogs. Standalone systems often include features like connecting directly to the suppliers and automated reordering, giving you greater control over your stock.

Barcode scanner

A barcode scanner helps your retail store retrieve item details like price, stock levels, and product descriptions, making transactions faster and more accurate. At checkout, the barcode scanner sends the product information to the POS system, which then displays the details for the cashier and prepares the transaction. This speeds up the checkout process and reduces manual entry errors.

There are several types of barcode scanners, each designed to fit different retail needs:

• Handheld barcode scanner is ideal for scanning items at checkout, in the stockroom, or even on the sales floor. Handheld scanners can connect to your POS system through USB, Bluetooth, or Wi-Fi.
• The presentation scanner is stationary and often placed at the checkout counter, allowing cashiers to simply pass items in front of it. Presentation scanners are great for high-volume stores as they allow for fast, hands-free scanning during checkout.
• Mobile scanners integrated with a tablet or smartphone, mobile scanners are ideal for stores that prioritize mobility, such as pop-up shops or outdoor markets. They allow you to scan items and process transactions from anywhere, making them perfect for flexible store setups.
• A 2D barcode scanner can read both 1D (linear) and 2D (QR code-style) barcodes. This type is useful for stores that may deal with a variety of barcode formats, such as for loyalty programs or promotions.

Receipt printer

While modern POS systems allow retailers to send receipts via email, 42% of customers still prefer a paper receipt over a digital one.

A receipt printer gives customers a printed record of their purchase, which is important for returns, exchanges, and personal records. If you’re using a smart credit card terminal like the Helcim Smart Terminal, the receipt printer is already built-in, saving you the cost of additional equipment. However, if you prefer a separate printer, a thermal receipt printer is an ideal choice.

The thermal receipt printers use heat to print on special paper, producing fast receipts without ink. They are quiet, low-maintenance, and ideal for high-volume environments like retail stores and restaurants.

Cash drawer

While card payments are widely popular, 79% of consumers still carry cash at least once a week, and cash accounts for 15% of their monthly purchases. Besides, even customers who prefer using cards still rely on cash for up to 20% of their purchases.

A cash drawer provides a secure place to store bills and coins, ensuring you’re prepared for every transaction type. When choosing a cash drawer, it’s helpful to consider your store’s volume of cash transactions and the space available at your checkout. Here are the main types:

• Manual cash drawer: These are basic cash drawers that open with a key. They are affordable but require manual control.
• Electronic cash drawer: By integrating with your POS system, these drawers open automatically when a cash transaction is processed. This setup is convenient and provides another layer of security. Electronic drawers are ideal for busy retail stores with frequent cash payments.
• Flip-top cash drawer: Flip-top cash drawers open from the top and are typically smaller, making them a great choice for stores with limited counter space.

Security system

Retail environments are often targets for shoplifting and other security risks. In fact, retail stores lost $121.6 billion to retail theft in 2023, and estimates suggest shoplifting costs could exceed $150 billion by 2026, an increase of nearly 25%.

That’s why you need a security system to provide peace of mind for store owners, staff, and shoppers. Here are the key security components that every retail store should have:

1. Security cameras

You should place cameras to monitor store entrances, exits, aisles, and the checkout area. Video surveillance helps deter theft, captures evidence when incidents occur, and can be accessed remotely, allowing you to monitor your store even when you’re off-site. It can cost $50 - $500 per camera.

2. Alarm system

An alarm system secures your store after hours by sounding an alert when it detects unauthorized entry. Many systems can also notify store owners or security services in real time, providing an additional layer of protection.

3. Security tags and detectors

Security tags attach to high-value or easily stolen items, like clothing or electronics, to help prevent shoplifting. These tags are paired with detectors at store exits and will trigger an alarm if an item hasn’t been deactivated at checkout. Basic tag and detector systems start around $1,000, depending on the number of tags and detector sensitivity needed.

4. Access control system

An access control system limits entry to certain areas of your store, like stockrooms or offices, ensuring only your employees have access. For example, a keypad lock system allows entry through a code, while more advanced systems use key cards to grant access. Basic keypad systems start around $500, while biometric systems can cost up to $2,000.

5. Panic buttons

Panic buttons allow you and your staff to discreetly call for help in emergencies. For example, if you see a suspicious individual or attempted robbery, you can press a hidden panic button under the counter to alert the police. Basic panic buttons start around $100, while wireless or monitored options can cost up to $300.

Retail back-office equipment

Back-office retail equipment includes the essential tools and technology needed to handle inventory, manage finances, and support administrative tasks. Here’s a list of essential back-office equipment that every retail store should consider:

1. Printer and scanner

A multifunction printer and scanner helps with invoicing, inventory reports, and scanning documents. Basic models start around $100, while more advanced machines with faster speeds and wireless connectivity cost up to $500.

2. Filing cabinets

Filing cabinets keep important documents organized and secure, such as invoices, employee records, and permits. A basic two-drawer filing cabinet costs around $100, while larger or locking units can be up to $1,000.

3. Label printer

A label printer is useful for printing barcode labels, price tags, and inventory labels. Basic label printers start around $100, with more durable and high-speed models costing closer to $300.

4. Office supplies

Basic supplies like pens, paper, staplers, binders, and sticky notes may seem minor, but they’re essential for keeping your back office organized and functional. Budgeting a small monthly allowance for office supplies can help ensure you’re always stocked.

5. Safe

A secure safe protects cash, documents, and valuable items. Prices range based on size and security features, from $100 to up to $1,000.

Other essential retail store equipment

Beyond the main equipment, there are a few more essential items that every retail store needs.

1. Cleaning supplies and maintenance kit: 92% of Americans consider the cleanliness of a business an important factor when deciding whether to become repeat customers. Therefore, keeping your store clean is crucial for creating a positive impression. Stock up on cleaning supplies like disinfectant wipes, glass cleaner, brooms, and a maintenance kit with basic tools.

2. Shopping baskets or carts: Providing shopping baskets or carts allows customers to carry multiple items comfortably. Basic wire or plastic baskets start at around $50, while more durable or branded carts can cost closer to $300 each.

3. Signage and price tags: Clear signage for aisles, sections, and prices improves the shopping experience by helping customers find what they need quickly. Price tags, shelf labels, and other display signs are relatively inexpensive but make a big impact on the store’s overall organization.

4. Customer service counter or kiosk: A dedicated space for customer service inquiries, returns, or pickup orders can enhance customer experience.

5. Shelving: Shelving allows you to customize layouts to fit different types of products, making it easier to create appealing displays and maximize floor space. Shelving units vary widely in price, starting around $100 for basic units and going up for larger, custom or branded options.

Should you buy new or used retail store equipment?

When setting up a retail store, deciding between new and used equipment is key. Each option has its pros and cons, and the best choice often depends on your budget, store needs, and the type of equipment required.

New Equipment

Pros:

• Comes with the latest features and technology
• Includes warranties and customer support for peace of mind
• Lower maintenance and repair costs in the initial years

Cons:

• Higher upfront cost
• May not always be necessary for basic fixtures like shelving or furniture

Used Equipment

Pros:

• Used equipment can cost 50-80% less than new equipment
• High-quality used items (e.g., shelving, display racks) can still be effective
• Ideal for non-essential fixtures where new features aren’t critical

Cons:

• May require more frequent maintenance and repairs
• Limited or no warranty
• Quality and condition can vary, so it’s essential to thoroughly inspect used items to ensure they’re still in good shape

FAQs

What is a retail store?

A retail store is a business that sells products directly to consumers. Retail stores can sell various goods, from clothing and electronics to groceries.

What are the 3 most important pieces of equipment?

The three most important aspects of retailing are having a reliable POS system, effective inventory management, and a strong security system. A POS system speeds up transactions and provides essential sales insights, inventory management helps maintain the right stock levels to meet customer demand, and a strong security system protects your store from theft, ensuring a safe and professional environment.

How much does it cost to open a retail store?

The cost to open a retail store varies widely based on factors like location, size, and type of store, but typically ranges from $50,000 to $100,000. Expenses include rent, inventory, equipment, staffing, and marketing.

How to manage inventory in retail stores?

You can use an inventory management system—either integrated with your POS system or as standalone software—to track products and monitor stock levels in real time across different sales channels. Many inventory systems let you set alerts to notify you when stock drops below a certain level, helping you prevent both stock shortages and overstocking.