Switching guide
How to Switch POS Systems Without Losing a Day of Sales
Switching to Square or Clover is mostly a planning job. Done in the right order, your customers never notice and your staff are comfortable on day one.
Here’s the two- to three-week plan we use with Phoenix and Tucson businesses, what moves over and what doesn’t, and the contract traps to check before you cancel anything.
Quick answer
The short version
Give yourself two to three weeks. Check your old contract first, export your items and customers, build and test the new system while the old one is still running, train staff, then switch on your slowest day. Keep your old processing account open for about 90 days so refunds and chargebacks on old sales still work.
Step 1
Check these before you cancel anything
- Early termination fee. Many merchant agreements charge one if you leave before the term ends, sometimes several hundred dollars or more. Find the term and the fee in your contract.
- Equipment leases. A leased terminal usually keeps billing even after you stop using it. Leases are often separate contracts with their own end date.
- Auto-renewal. Some agreements renew automatically unless you give written notice within a window.
- Statement fees. Look for PCI, annual or account closure fees that can show up after you leave.
- Who owns the hardware. If it’s yours, find out if it works with another processor. If it’s leased or provided free, find out how to return it.
Don’t cancel until the new system is live and tested. Cancelling first is how businesses end up cash-only for a weekend.
Step 2
What moves over, and what doesn’t
| Data | Can it move? | How |
|---|---|---|
| Items, prices, categories | Yes | Export a spreadsheet from your old POS and import it. Modifiers usually need rebuilding. |
| Customer list | Yes, usually | Export names, emails and phones and import them. Check your marketing permissions first. |
| Saved cards on file | Rarely | Card data can only move processor-to-processor under strict security rules. Plan to collect new cards. |
| Gift card balances | No | Honor old cards for a set period, or issue new ones for the remaining balance. |
| Loyalty points | Sometimes | Export balances and re-load them, or start a new program with a welcome bonus. |
| Sales history | Export only | Download your reports and keep them. Historical sales won’t show in the new system. |
| Employees & permissions | Rebuild | Set up staff, roles, PINs and tip settings fresh. |
The two that catch people out are gift cards and saved cards. Decide your plan for both before switch day and tell your staff what to say when a regular asks.
Step 3
A two- to three-week switching timeline
Week 1: plan and order
- Pick the system and plan. Read what Square costs and Clover pricing explained.
- Order hardware. Allow time for shipping and for new merchant account approval.
- Export items, customers and reports from the old system.
Week 2: build and test
- Import items, then build modifiers, taxes, discounts, tip options and receipt settings.
- Set up printers, kitchen tickets and the cash drawer. Run test transactions, including refunds.
- Confirm your city’s sales tax rate is set correctly. Arizona rates differ by city.
Week 3: train and switch
- Train every staff member on real orders: splits, voids, refunds, tips and closing out.
- Run a practice shift with the new system in training mode.
- Pick switch day.
Step 4
Switch day
- Pick your slowest day, usually a Monday or Tuesday morning. Never a Friday night or a big event weekend.
- Keep the old system plugged in as a backup for the first day.
- Have someone on site who knows the new system. This is what our on-site install is for.
- Check the first batch settles to your bank account the next business day.
Step 5
The first 90 days after switching
- Keep the old merchant account open about 90 days so you can refund old sales and answer chargebacks.
- Send written cancellation for the old processor and any lease, and keep the confirmation.
- Watch your first two statements on the new system and compare the effective rate to what you were quoted.
- Fix the small stuff: buttons in the wrong place, missing modifiers, receipt wording. Small tweaks in the first month make a big difference.
Thinking about switching? Book a free consultation. We’ll review your current contract and statement, then handle the setup, on-site install and training for Square or Clover.
FAQ
Switching POS questions
How long does it take to switch POS systems?
Most small businesses can switch in two to three weeks: one week to plan and order hardware, one to build and test the new system, and one to train staff and go live. Simple setups can move faster.
Can I move my menu or inventory to Square or Clover?
Usually, yes. Most POS systems let you export items and prices to a spreadsheet that can be imported into Square or Clover. Modifiers, combos and tax settings often need to be rebuilt by hand.
Do gift cards transfer to a new POS?
No. Gift card balances live in your old provider’s system. Most businesses keep honoring old cards for a set period or swap them for new gift cards with the same balance.
Will I have to pay a fee to leave my current processor?
Possibly. Many merchant agreements include an early termination fee, and leased equipment often keeps billing until the lease ends. Check your contract for the term, the fee and any auto-renewal before you cancel.
Should I close my old merchant account right away?
No. Keep it open for about 90 days after switching so you can still process refunds and respond to chargebacks on sales made with the old system.
Sources: Square: export card on file to third-party processors
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