Point-of-Sale System Vendor Evaluation Form

Finding the right point-of-sale (POS) system is critical for retail success. Your POS is the backbone of daily operations—from processing transactions and managing inventory to generating insights that drive business decisions. But not all POS vendors are created equal. System downtime, slow payment processing, limited reporting, or poor technical support can cost you sales, frustrate customers, and drain your team's time.

This Point-of-Sale System Vendor Evaluation Form helps retailers systematically assess and compare POS vendors across the metrics that matter most: system uptime and reliability, payment processing speed, reporting and analytics capabilities, technical support quality, ease of use, and overall value. Whether you're implementing your first POS system, switching vendors, or managing multiple locations, this template ensures you gather consistent, objective feedback to make confident procurement decisions.

Who is this form for?

This evaluation form is designed for retail store owners, operations managers, IT managers, procurement teams, and franchise managers who need to assess current or prospective POS system vendors. It's equally valuable for businesses running a single location or multi-store operations looking to standardize their vendor evaluation process.

Key evaluation areas included:

• System uptime and reliability: Track downtime incidents, system stability, and how outages impact your operations
• Payment processing speed: Evaluate transaction completion time, checkout efficiency, and customer wait times
• Reporting and analytics: Assess the quality, customization, and accessibility of sales reports, inventory insights, and business intelligence features
• Technical support quality: Measure response times, issue resolution effectiveness, support availability, and overall helpfulness
• Integration capabilities: Review how well the POS connects with your existing e-commerce, accounting, inventory, and marketing tools
• Hardware and software reliability: Rate the durability of hardware components and software bug frequency
• Training and onboarding: Evaluate vendor-provided training resources and ease of staff onboarding
• Value for money: Consider pricing structure, hidden fees, and ROI

How Paperform makes vendor evaluation effortless

Built for growing retail businesses, this form uses conditional logic to adapt questions based on your evaluation context—whether you're assessing a vendor mid-contract or conducting pre-purchase due diligence. Add rating scales and matrices to quickly score vendors across multiple dimensions, and use file upload fields to attach performance reports, SLA documentation, or incident logs.

Once submitted, you can automate what happens next with Stepper (stepper.io), Paperform's AI-native workflow builder. Route completed evaluations to procurement teams for review, trigger vendor performance alerts when scores fall below thresholds, update your CRM or project management tool with evaluation results, and automatically compile comparison reports across multiple vendors—all without writing code.

Because vendor evaluation often involves multiple stakeholders, Paperform's clean, professional design ensures everyone from store managers to finance teams can complete assessments quickly, whether on desktop or mobile. All responses sync to your connected tools in real time, giving you a single source of truth for vendor performance data.

Whether you're managing annual vendor reviews, troubleshooting performance issues, or shortlisting new POS providers, this template helps you make data-driven decisions that protect your bottom line and improve the retail experience for both your team and your customers.