6 Best Vape Shop POS Systems in 2023
Meaghan has provided content and guidance for indie retailers as the editor for a number of retail publications and a speaker at trade shows. She is Fit Small Business’s authority on retail and ecommerce.
Brigitte is a retail specialist and staff writer with brick and mortar management experience. She is versed in retail sales analysis, merchandising, and buying with an emphasis in retail sales and marketing across platforms. She has a BA in writing from Washington University, St. Louis.
This article is part of a larger series on POS Systems.
In addition to covering the basics, like handling sales, inventory, and customer relationships from a single platform, vape shop POS systems need to support high-risk payment processors, offer tools to manage age-restricted products and allow for sale restrictions.
Based on our evaluation, the best vape POS systems are:
- Best overall: KORONA POS
- Best for growing businesses with large inventory: Lightspeed for Retail
- Best for connecting an existing merchant account: Clover
- Best for online sales: Shopify POS
- Best free: Square for Retail
- Best for perishable goods tracking: POS Nation
Are you looking for something different? Check out our list of best retail POS systems for more options.
Best Vape Shop POS Systems Compared
Monthly Fee | In-person Transaction Fee | Online Transaction Fee | Offline Mode | Age Verification Tools | |
|---|---|---|---|---|---|
 | $59–$89 | Integrated third-party processor | Integrated third-party processor | Limited | Built-in (in person and online) |
 | $89–$269 | 2.6% + 10 cents | 2.6% + 30 cents | Limited | Add on (in person and online) |
 | $0–$44.95 | 2.3% to 2.6% + 10 cents (Fiserv) | 3.5% + 10 cents (Fiserv) | ✓ | Built in (in person only) |
 | $39 to $399 | 2.9% to 4.7% (with Shopify fee for third-party processor) | 2.9% to 4.9% + 30 cents (with Shopify fee for third-party processor) | Limited | Add on (online only) |
 | $0 to $60 | 3.5% + 10 cents | 3.8% + 30 cents | ✓ | Reminder pop-ups only |
 | From $99 | Integrated third-party processor | Integrated third-party processor | ✓ | Built in (in person and online) |
On June 23, 2022, the US Food and Drug Administration (FDA) issued a marketing denial order to JUUL Labs Inc, effectively banning the commercial distribution, importation, and retail sales of its ENDS products (vapes, e-cigarettes, e-liquids, and e-juice). On July 5, 2022, the FDA suspended the implementation of the ENDS ban citing “scientific issues unique to the Juul application that warrant additional review.” This is also after the US Court of Appeals received a petition from JUUL for an emergency motion to stay the FDA’s order, giving the court time to review the case. For now, JUUL products still remain for sale—retail and wholesale.
In the news: FDA Issues Ban on ENDS Products
KORONA POS: Best Overall Vape Shop POS System
Overall Score:
4.46 / 5
Pros
- Built-in ecommerce integration
- Complete CRM with direct loyalty integration with bLoyal
- Automated ordering and vendor management
- Good value for price point
- Built-in age verification tool
Cons
- Gated, limited integrations
- Lacks inventory management in base plan
- No offline credit card processing
- No staff management in base plan
- Not RACS-compliant
What we like:
Leading our list of best vape shop POS systems is KORONA POS. This cloud-based software offers competitive subscription pricing, works with high-risk payment processors, offers age verification, and is the only other POS on our list that offers complete multilocation management features and ecommerce tools for vape shops—for only $89/month.
Pricing
Monthly POS plans |
|
Hardware |
|
Contract Length | Month-to-month |
Payment processors | TSYS, First Data, Heartland, Cayan, Clearant, Elavon, Evo Merchant Services |
Since our last update: KORONA has raised its price, increasing each plan by $10.
Features
KORONA provides vape shop owners with flexible solutions that can grow along with their businesses. While most of these capabilities can also be found in other POS providers, there are several functions where it excels, including:
- Integrated payment options: KORONA POS does not have its own payment processing system. Instead, it partners with popular merchant service providers, which allows users with high-risk businesses to get the best transaction rates.
- Age verification function: KORONA offers a built-in age and ID verification functionality for both in-store and online checkout. The system prompts the user to enter the customer’s birth date or provide a valid ID. Otherwise, the age-restricted products will be removed from the receipt.
- Complete CRM and built-in point-based loyalty program: KORONA allows you to engage your customers through short message service (SMS), email, and branded applications. It also comes with a point-based loyalty program and lets you build your customer database to help you track customers and process their special orders.
- Flexible multistore management: At $89 a month, KORONA POS provides you with multistore management tools to consolidate data and reports in real time. You can manage inventory, conduct inventory counts, award loyalty points, track sales, and monitor employee performance for all locations from a single platform.
- Retail loss prevention: Set customizable security features to minimize retail loss and permissions to limit access to back office tools where prices can be altered. Add authorization tools to prevent impromptu discounts, price changes, and no-sales tenders.
- Inventory management: KORONA POS includes a mobile inventory app that allows you to manage inventory on the go. It also supports adding inventory using a barcode scanner and lets you track inventory movement with automated counting that generates a daily count list on demand. You can also set automatic reordering, track shipment, and manage your vendor list.
Lightspeed: Best for Growing Businesses With Large Inventory
Overall Score:
4.38 / 5
Pros
- Extensive inventory management tools
- Age and quantity restriction regulations
- Rich reporting features
- RACS-compliant
Cons
- Relatively high price point
- Unavailable on Android
- Lacks offline card payment processing
- Extra monthly fee if you use a third-party payment processor
What we like:
Lightspeed Retail is our recommended vape shop POS system for growing businesses that handle large volumes of inventory. This cloud-based POS software is known for its robust inventory management features and reporting capabilities. Lightspeed Retail also includes an ecommerce integration with built-in age verification solutions, payment processing, and a wide variety of add-ons, making it an excellent choice for sellers looking for ways to sell in-store and online seamlessly.
Pricing
Monthly POS plans |
|
Hardware |
|
Contract Length | Month-to-month or annual |
Payment processors | Lightspeed Payments (default), Vantiv, Cayan, Element Express, and Mercury Payments Services |
Age verification tools | $14.25/month |
*If you use a third-party processor, your monthly POS rates increase by $50/month
Features
Lightspeed Retail, which has built-in Retail Access Control Standards (RACS) compliance, is equipped with a wide variety of tools to manage vape shops across multiple platforms smoothly. This includes the ability to take special orders, create in-depth customer profiles, and define rules to regulate sales. Lightspeed registers can also be programmed with age and quantity sale restrictions.
Take a look at some of Lightspeed Retail’s most notable features:
- Customized selling restrictions: Lightspeed Retail is currently beta-testing register rules features that enforce limitations in the sale of high-risk products. It allows users to prevent bulk purchases by setting quantity limits and performing age verification using ID scanning technology during transactions.
- Wide selection of integrations and add-ons: Lightspeed Retail offers significant integration tools that vape shop owners will find useful. Its long list includes high-risk-business-friendly payment processors and age verification solutions for its ecommerce platform. These, in turn, allow vape shop owners to sell online confidently while staying compliant with legislation requirements.
- Inventory management features: Vape shop owners will appreciate Lightspeed Retail’s ability to create custom matrix sets and build as many variants as they need for their products. It also allows users to easily manage products that are acquired in bulk and then sold individually. The same platform can also be used to track sales orders, submit purchase orders (POs), and manage vendor information.
Clover: Best for Vape Shops With Existing Merchant Accounts
Overall Score:
4.17 / 5
Pros
- Highly customizable configurations
- Can be programmed for third-party payment processor
- Built-in RACS-compliant age verification feature on POS
Cons
- Inconsistent pricing and contract terms dependent on reseller
- Advanced inventory management, staff controls, and reporting tools not available in base plans (must buy Clover mini for $799)
- Age verification tools only for in-person sales; not ecommerce
- Cannot reprogram payment processor after initial set-up
What we like:
Clover POS is a cloud-based, all-in-one POS provider that allows users to keep their existing merchant account. While Fiserv is Clover’s default payment processor, third-party resellers can reprogram the system upon sign-up to work with your preferred payment processing solution. Clover comes with all the tools you need, which can be added from a list of apps as you grow, making it one of the most scalable POS solutions available.
Clover POS maintained its third-place position in this evaluation for its wide range of easy-to-use tools, high marks for ease of use, and general features. Unpredictable pricing, the inability to sell vape products online, and limited features for less expensive plans prevented Clover from climbing further in our list.
Pricing
Clover’s pricing is a little different than the other options on our list, as the plan you sign up for not only determines your features but also determines the hardware and software you will have access to. See below for a breakdown of each plan and what it includes:
Starter Plan | Standard Plan | Advanced Plan | |
|---|---|---|---|
Monthly Fee* | $0 | $14.95 | $44.95 |
Software Plan | Payments | Essential | Register |
Card-present | 2.6% + 10 cents | 2.6% + 10 cents | 2.3% + 10 cents |
Card-not-present | 3.5% + 10 cents | 3.5% + 10 cents | 3.5% + 10 cents |
Available Hardware |
|
|
|
*additional $9.95 per month, per additional location/register
Hardware** |
|
Contract Length | Month to month |
Integrated payment processors | Fiserv; programmable to any payment processor by third-party resellers |
Setup | DIY (free) Professional installation (fee) |
**Financing options available
Features
As one of the most popular alternatives to Square, Clover provides sales, inventory, and business management features known to be both affordable and user-friendly. But it is in flexibility and customizability that Clover stands out from Square.
- Clover register: The Clover register is customizable and easy to use, with search functions and weighing scale integrations to process sales faster. It allows you to accept swipe, dip, or tap payments as well as contactless payments like Apple Pay, Google Pay, PayPal, and Venmo.
- Customer management: Allows you to set up customer profiles automatically from the point of sale, including adding the customer’s photo, so your sales staff can identify them easily. It also lets you create and search transaction history records for each customer.
- Loyalty programs: Every Clover account comes with Clover’s point-based program, where you can assign points to different products and actions to reward your customers for shopping. You can also advertise promos on social media or via email or text messaging using Clover Promos.
- Third-party apps: Clover has a large collection of third-party apps, including order management, advanced inventory management, and back-office tools.
- Free customer-facing loyalty app: Clover also has a customer-facing loyalty app where you can add your business and its loyalty program. Then, customers can download the Clover app and manage their points.
Shopify: Best for Online Vape Shops With Storefronts
Overall Score:
4.00 / 5
Pros
- Best-in-class omnichannel features
- Free POS software with ecommerce subscription
- Hundreds of additional POS/ecommerce features and integrations (Shopify App Store)
- Best ecommerce platform
- Competitive starting price ($39/month)
Cons
- Limited features in Basic plan and prices scale quickly
- Lacks offline payment processing
- Age verification tools only available for online sales for add-on fee; not RACS-compliant
- Must sign up for ecommerce account to access POS software
- Can only track and manage 1,000 pieces of inventory per location
What we like:
Shopify is a household name for ecommerce merchants and has recently removed vape shop products from its list of restricted products. As long as selling vape shop products is legal in your location, Shopify will let you sell on the platform. Adding online age verification tools, however, will cost between $3 to $6 per month.
Every Shopify account comes with free POS software with expanded fulfillment methods, such as buy online, pick-up in-store (BOPIS) and delivery, making it ideal for online vape shops with storefronts for distributing and accepting returned products.
Shopify earned an overall score of 4 out of 5 in our evaluation of vape shop POS systems. It offers some of the most affordable hardware and software setup. However, offline functionality for Shopify is limited, and the per-transaction fee for using a third-party payment processor can be expensive and contribute significantly to its low scores.
Pricing
Since our last update: Shopify raised its prices, with plans now ranging from $39–$399/month as opposed to $29–$299. It also introduced the Shopify Starter plan and mobile hardware called Shopify Go.
Monthly ecommerce plans* |
|
Hardware |
|
Contract length | Month-to-month or annual |
Integrated payment processors | Shopify (default), Stripe, PayPal, WorldPay, and Authorize.Net |
Age verification tools | Third-party add-on (online sales only): $3–$6/month |
*All Shopify ecommerce plans come with Shopify’s POS system. You can upgrade POS features on any plan for $89/month with Shopify POS Pro.
Features
Shopify’s range of omnichannel and fulfillment method features is a welcome addition to our vape shop POS roundup. As not all ecommerce merchants are the same, Shopify gives vape shop owners more options with affordable price points that would better match their unique business model.
- Website builder: Shopify comes with stylish, free, and paid mobile-ready themes. It includes a content management system (CMS) and blogging platform to help maximize your marketing and sales efforts. Both website builder and content editor are user-friendly and users need little to no coding skill to start building their online store.
- Checkout and register: Customize your online store’s checkout process with Shopify’s range of payment and fulfillment options. The POS software allows you to conduct global search, issue refunds and discounts, process exchanges, and send customized digital as well as printed receipts.
- Omnichannel selling: Shopify allows you to receive orders online and accept payments, returns, or exchanges in-store. It also lets you send customer carts via email where they can remotely complete their purchase or add shipping details for purchases that were made in-store. Regardless of the method used, all these transactions will be organized and available on your Shopify POS system.
- Smart inventory management: Shopify’s smart inventory management tool provides you with an inventory library where you can curate products and set different variants. It also provides automated real-time product tracking and allows you to set low-stock notifications. Shopify Pro users get access to the Stocky app, which provides additional features, such as inventory analysis, demand forecasting, and sale item suggestion tools.
- Customer management: Create profiles automatically for customers who order online and purchase in-store with Shopify’s CRM features. You can add tags, view order histories and notes, and save contact details for marketing purposes. Shopify also offers a free loyalty app that allows you to set up branded loyalty programs.
Square for Retail: Best Free POS for Small Vape Shops
Overall Score:
3.98 / 5
Pros
- Free POS system and ecommerce site for any single location
- Affordable hardware options with financing options
- Scale integrations for selling by weight
- Great POS mobile app and offline mode
Cons
- Does not support payment integrations
- Higher transaction fees for stores that sell CBD products, including vapes
- No legally compliant age verification tools for online sales
- Limited support hours
What we like:
Square for Retail is easily the most affordable of all the industry-leading POS software we have for this evaluation. Starting with a free plan, it offers a suite of sales and inventory management tools that can handle variants and sales by weight easily, along with the ability to manage an unlimited number of products and transactions, and an included online shop.
Vape shop owners, however, will have to register their accounts under the Square CBD Program, which carries higher transaction fees. There is no age verification for online sales, and it isn’t RACS-compliant.
Pricing
Monthly Retail POS plans |
|
Hardware |
|
Add-on tools |
|
Contract length | Month-to-month |
Integrated payment processors | Square payments |
CBD sale processing rates |
|
*Financing options available
Features
Since our last update: Square now allows the sale of e-cigarettes through its POS and ecommerce platforms, as long as they are legal in your area.
Square POS is free, and its intuitive system offers the best value for small businesses and startups. It is also easy to use and installs automatically, so vape shop owners who purchase this software can start selling immediately.
Here are some of Square’s standout features to help vape shop owners build a successful store:
- Square dashboard: Managing a vape shop is easier if it can be done from a single platform. The dashboard is Square’s headquarters, which efficiently provides business information at a glance, so owners can see key data and make timely decisions quickly. It also allows users to send out invoices, engage with customers, and manage employees and inventory.
- CRM: Square’s CRM uses a tool called Customer Directory where business owners can view customer data, such as their contact details and how they transact with the business normally. Customers are also able to provide feedback through their digital receipts and start a private conversation with your business.
- Cash tracking: Square can be used to accept and track cash and payments, such as checks and gift cards from any Square device like a tablet, smartphone, or terminal. It’s also possible to split tender, so customers have the option to use different payment types for a single transaction.
While it did not rank best in this guide, Square tops our lists for the best retail POS systems, best overall POS systems, and best POS apps for small businesses.
POS Nation: Best for Perishable Goods Tracking
Overall Score:
3.88 / 5
Pros
- Software/hardware plans without a long-term contract
- Scale integration
- Includes ID scanner software
- Perishables management
- Built-in age verification tool
Cons
- Pricey subscription plans
- Gated customer support based on subscription plans
- Low monthly plan locks users into Worldpay
- Cloud backup and ecommerce are purchased as an add-on
- Not RACS-compliant
What we like:
POS Nation is primarily a POS system for convenience and liquor stores. However, because of its built-in age verification tools and perishable tracking feature, it is also a viable solution for vape shops. The system is unique from other providers in our list because it is locally installed with a cloud backup that makes for a great offline solution and bundles hardware into its subscription plan
Pricing
Monthly POS plans |
|
Add-on tools |
|
Hardware | Included in POS subscription fees |
Contract length | Month-to-month |
Integrated payment processors | First American, Worldpay, Heartland, Priority I.S., North American Brand, and EVO |
*includes software and hardware
Features
POS Nation is a popular choice for liquor stores and convenience stores, making it suitable for vape shops. It includes an ID scanner, scale integration, mobile checkout features, and integrated payment options with a number of providers:
- Custom-build plan: POS Nation offers a custom-build plan that allows you to choose your own payment processor and preferred features without a long-term contract.
- Specialized inventory management tools: It supports perishable inventory tracking, case-break inventory, mix-and-match bottle pricing, and kit building for vape shops. You can also integrate scales to allow for selling by weight options.
- Age validation: The tool includes ID scanner software and hardware to scan driver’s licenses or IDs. You can also set the age validation requirements per product from the back end using POS Nation’s advanced item configuration tools.
- Customer data management: The software records contact and billing information for each transaction. It also records purchase history with a lookup function to search for previously bought items of frequent buyers quickly.
How We Evaluated Vape Shop POS Systems
We compared more than a dozen POS systems based on price, general POS tools, vape-specific POS features, such as age and quantity sales restrictions, and RACS compliance. We also asked our retail experts to weigh in with their personal knowledge of each software.
Based on our evaluation criteria, KORONA is the best vape shop POS. The software received the highest overall score in our grading system for vape shop software (4.46 out of 5). Our vape shop POS evaluation resulted in rankings that are also in line with what we would recommend personally based on our experience testing different software and working with small businesses that use POS systems every day.
Click through the tabs below for a more detailed breakdown of our evaluation criteria:
20%
Pricing & Payment Processing
20%
General Features
30%
Vape Shop Features
20%
Ease of Use
10%
Expert Score
20% of Overall Score
We first looked at each software’s pricing plans for options under $75 monthly and affordable hardware plans because small vape shops usually operate on a budget. Then, we checked if those plans include unlimited transaction processing and whether they offer volume discounts.
20% of Overall Score
Retail shops require an efficient method for managing sales and inventory. We looked at POS systems that not only allow users to accept different modes of payment but also manage employees, loyalty programs, and inventory. This includes barcode scanning, bulk updating, and variant tracking of inventory as well as custom permission and logins for employees.
30% of Overall Score
Vape shops require functions that help manage sales and comply with FDA regulations for selling vape products. We gave premium points for RACS-compliant systems and providers with built-in ID verification functions. We also evaluated each software’s product variants and modifiers’ capabilities for tracking things like different flavors or strengths of the same product. Finally, we awarded high marks for systems that offer vape shop-friendly integrated payment processing options.
20% of Overall Score
Retail businesses like vape shops that sell both in-store and online require round-the-clock support and a user-friendly interface. We gave premium points for cloud-based solutions and those offering 24/7 customer support. We also gave additional points for systems that can work offline and are compatible with both iOS and Android devices as these features ensure efficient and seamless operation for busy vape shops.
10% of Overall Score
Finally, we considered any standout features of each individual system and whether the software and hardware options offer a good overall value for their price. We also judged each system’s popularity to help ensure safety and security. We also awarded points based on my personal experience interacting with the software and the company’s customer support.
*Percentages of overall score
Vape Shop POS Frequently Asked Questions (FAQ)
Click through the questions below to get answers to some of your most frequently asked vape shop POS system questions.
What are ENDS?
Electronic nicotine delivery systems (ENDS) products are also known as vapes, e-cigarettes, e-liquids, and e-juice
Do you need FDA authorization to sell vape products?
What happens if the FDA upholds its order to revoke the approval to sell ENDS?
Businesses are required to refrain from selling and distributing ENDS, and those currently available in the market must be removed. These include the JUUL device and four types of JUULpods:
- Virginia tobacco-flavored pods at nicotine concentrations of 5.0% and 3.0%
- Menthol-flavored pods at nicotine concentrations of 5.0% and 3.0%
What is RACS compliance?
Retail Access Control Standards (RACS) are a set of guidelines created by JUUL Labs to enforce age restrictions for JUUL products at the point of sale. A RACS-certified POS system:
- Requires the scanning of a valid government ID for age verification
- Limits the number of products per transaction to one device and four JUULpod packs
- Integrates sales transactions to prevent manual override by sales staff
Lightspeed and Clover are the RACS-compliant providers on our list.
Can you sell vape products without RACS compliance?
Not all POS systems are RACS-compliant, but this does not technically prevent a merchant from opening a vape shop business. However, having a RACS-compliant POS helps vape shop owners to obtain the proper licenses to operate legally much easier. This will no longer be a factor if the FDA imposes the marketing denial order for ENDS products.
Bottom Line
While we had other top contenders that showed potential in terms of vape shop-specific features, we wanted to ensure that our top vape shop POS systems offer the best value for features every retailer needs. Square for Retail is the best choice for vape shop sellers working on a limited budget. If you process large inventory, Lightspeed is the most efficient solution, while Shopify is the best match for online sellers.
However, we find KORONA the best overall vape shop POS system. It received the highest score across our grading system for pricing, general POS and vape shop-specific features, ease of use, and our own expert review. On top of being one of the most affordable systems, KORONA puts together the best tools to offer vape shop owners in one neat package.
