POS, AV & tech in hospitality: Setup, costs, and buyer tips for Australian venues

Explore this guide to AV, POS and technology systems for Australian hospitality venues. Learn about costs, installation, smart features and financing options to streamline operations and boost guest experience.

Key takeaways

• POS systems start at $1,200 for basic terminals, with full-service, cloud-based setups typically ranging from $3,000–$6,000.
• AV equipment such as screens, projectors, and speakers usually costs between $5,000–$50,000+, depending on venue size and tech requirements.
• Self-order kiosks are gaining traction in quick-service and casual dining, with systems typically priced between $7,000–$12,000.
• Maintenance costs average $500–$1,200 per year, covering software support and minor servicing (not including major hardware upgrades).
• Leasing and finance options are commonly available, with repayments starting from $100/month for smaller hospitality setups.
• Regulatory compliance is essential, AV and POS systems must meet Australian Consumer Law, electrical safety standards, and Privacy Act 1988 requirements for customer data handling.
• Installation planning is critical,  allowing 1–3 days for POS setup and up to a week for AV systems, and budget for potential cabling or power upgrades in older venues.

Introduction

The integration of Point of Sale (POS), Audio Visual (AV), and related digital technologies has transformed the hospitality industry in Australia. Whether you're running a cafe, restaurant, bar, hotel, or food court, choosing the right combination of technology is crucial for operational efficiency, customer engagement, and profitability.

This comprehensive guide outlines the prices, types, operational considerations, and buying decisions specific to hospitality businesses in Australia. It also explores compliance and financing options to help you future-proof your investment.

Types of POS, AV & Technology for Hospitality

Point of Sale (POS) Systems

• Traditional POS terminals: Desktop systems with software and peripherals.
• Mobile POS (mPOS): Tablet or smartphone-based systems.
• Self-order kiosks: Standalone units for customer self-service.
• Integrated systems: Link kitchen display systems (KDS), ordering, payments, loyalty programs, and more.
  
  

Audio Visual (AV) Systems

• Digital signage: Menu boards, promotional screens, LED walls.
• Projectors & display systems: For large venues or event spaces.
• Background music & paging systems: Zoned audio for ambiance or announcements.
• Interactive touchscreens: Table service ordering or event control panels.
  
  

Supporting Technologies

• Kitchen Display Systems (KDS): Replaces paper dockets, integrates with POS.
• Inventory management software: Tracks stock and usage.
• Customer data & loyalty tools: CRM integrations.
• Payment terminals: EFTPOS, QR code readers, contactless payment devices.
  

Pricing Overview in Australia

• Basic POS terminals typically cost between $1,200 and $2,500, while a full-service POS setup can range from $3,000 to $6,000, depending on hardware complexity and software features.
• For venues looking at mobility, tablet-based mPOS systems are more affordable, ranging from $500 to $1,200. If you’re investing in guest convenience, self-order kiosks are a larger outlay, priced between $7,000 and $12,000 per unit.
• Expect POS software subscriptions to cost $90 to $200 per month, depending on the provider, number of terminals, and included features like reporting, integrations, or loyalty programs.
• In terms of AV, digital menu boards start from $1,000 and can go up to $4,000 each, depending on size and resolution. PA and audio systems vary widely based on venue size, generally costing between $5,000 and $15,000.
• A complete projector and screen package for presentations or entertainment typically sits between $4,000 and $10,000, while LED walls or large commercial displays can range from $15,000 to $50,000+, especially for outdoor or high-brightness setups.
• AV and tech installation services are an additional cost, usually falling between $2,000 and $10,000, based on system complexity and venue size.
  
  

Ongoing Maintenance Costs

• Software upgrades and support: $500–$1,200 per year
• AV calibration and upkeep: $300–$800 annually
• Hardware servicing or replacements: Varies depending on usage

Operation & integration

• Ease of use: Staff should be able to learn the system quickly with minimal training. This is especially important in high-turnover hospitality environments where intuitive interfaces reduce downtime and improve service speed.
• Integration: Choose platforms that seamlessly connect with your payment processors (e.g. EFTPOS), accounting software (e.g. Xero, MYOB), booking systems, and inventory management tools. Integration ensures data consistency and saves hours of manual entry.
• Cloud vs. local: Cloud-based systems offer real-time syncing, remote access, and automatic backups, but rely on a stable internet connection. Local systems can offer more control and offline resilience, though updates and backups may require manual oversight.
• Offline capabilities: Critical for hospitality, especially during service hours, ensure your POS can continue to take payments and print receipts even during network outages or internet disruptions.
• Scalability: Select systems that can grow with your business. Look for the ability to add more terminals, mobile ordering devices, loyalty programs, or third-party integrations without needing a complete overhaul.

Maintenance and support

• Service contracts are often bundled with your monthly POS software subscription and typically include bug fixes, cloud backups, and customer support access. These reduce the burden on your internal IT resources.
• Hardware warranties usually last between 1–3 years depending on the manufacturer and can often be extended at the time of purchase or through add-on care packages. This can be essential for high-use items like kiosks or tablets.
• Local tech support should be available in major metro areas like Sydney, Melbourne, and Brisbane. Ensure your supplier has a responsive support team or service network for on-site troubleshooting when needed.
  

Parts and upgrades

• Peripheral replacements such as receipt printers, barcode scanners, and cash drawers typically cost between $200 and $600 each. Keep spares on hand for fast swaps if downtime isn't an option.
• Display upgrades ,  including touchscreens and customer-facing displays ,  range from $800 to $2,000 depending on resolution, size, and features like anti-glare or waterproofing.
• Battery replacements are required for mobile or handheld POS units every 1 to 2 years, especially in busy or hot environments where battery degradation is faster.
• Software upgrades are usually included with your subscription, but ensure your hardware remains compatible with new versions to avoid surprise replacement costs.

Financing and leasing options

• Lease-to-own arrangements are common, allowing you to own the equipment outright after 24 to 60 months of payments. Ideal for businesses with long-term plans.
• Short-term rental is perfect for pop-ups, events, or seasonal venues, no long-term commitment, and maintenance is usually included.
• Third-party financing through lenders or brokers is widely available, with rates starting at 5.9% p.a. or from $100/month for basic POS and AV packages. Some options may include deferred payments or balloon structures.
• Leasing arrangements can be fully tax-deductible under Australian small business concessions, check with your accountant for the latest ATO guidance.
  

Warranties and service agreements

• Hardware warranties typically range from 12 to 36 months, depending on the brand, with premium suppliers often offering on-site support or rapid swap-out services.
• Software support is usually included in your monthly plan and should cover things like real-time updates, bug fixes, security patches, and access to training resources.
• Extended care packages are available from most vendors and may cover accidental drops, spills, or priority shipping for replacements, particularly useful in high-traffic venues.
• Always review the Service Level Agreements (SLAs) carefully to understand expected repair turnaround times, coverage limits, and whether on-site servicing is included.

Compliance and certification in Australia

• POS and AV equipment must comply with Australian Consumer Law, meaning warranties, returns, and repair conditions must be clear and fair.
• Imported or powered AV hardware must meet the Electrical Equipment Safety Scheme (EESS) requirements to ensure safe operation.
• If handling credit or debit transactions, your system must be PCI DSS compliant, protecting customer data and reducing liability in case of a breach.
• Systems collecting customer data (e.g. loyalty programs, CCTV with facial recognition) must comply with the Privacy Act 1988, ensuring secure data handling and access protocols.
• If using POS systems to track employee hours, ensure Fair Work compliance with accurate, auditable logging of breaks and shift times.
• Imported systems or components must carry the RCM (Regulatory Compliance Mark) or legacy C-tick to be legally sold or used in Australia.

Installation & setup considerations

Why this matters: Many hospitality businesses underestimate the complexity and cost of properly installing POS and AV systems. Without careful planning, you risk system outages, frustrated staff, and customer dissatisfaction. A streamlined install reduces disruptions and gets your team operating confidently from day one.

What to include:

• Site assessments: Reputable suppliers often provide free on-site visits to map out optimal placement of terminals, digital menus, speakers, or kiosks based on venue layout and customer flow.
• Cabling and power upgrades: Venues in heritage buildings or shopping centres may need additional data points, upgraded cabling, or powerboards to support modern AV and POS equipment.
• Setup timeframes: Most POS installations take 1–3 business days depending on the size of the venue and level of integration. AV systems—especially those involving ceiling-mounted speakers, projector screens or video walls—may require up to 5–7 days, including testing.
• Staff training: A proper handover is critical. Look for providers who offer on-site or remote training tailored to your team’s shift patterns, plus access to online how-to resources post-install.
• Pre-launch testing: Run a full simulation or soft launch 1–2 days prior to go-live to test transaction flows, printers, integrations, and AV cues in real-time.
  

Common Questions About POS, AV & Tech for Hospitality

Q1: Should I choose cloud-based or locally installed POS?

• Cloud-based offers remote access, real-time reporting and easier updates.
• Local installs can be more secure but require manual updates and hardware backups.
  
  

Q2: Can I use consumer-grade tablets for POS?

• Some businesses start this way, but consumer devices aren’t built for long shifts, spills, or heat. Purpose-built devices last longer and integrate better.
  
  

Q3: Is a digital menu board worth the cost?

• For fast casual or QSR venues, yes. They allow dynamic pricing, promote upsells, and reduce printing costs.
  
  

Q4: How long does a self-order kiosk last?

• 4–7 years on average, depending on foot traffic and usage. Touchscreen calibration and housing should be checked annually.
  
  

Q5: Can I claim POS equipment on tax?

• Yes. Under the Instant Asset Write-Off scheme (check ATO for limits), and as deductible depreciation.
  
  

Q6: How often should AV systems be serviced?

• Audio systems should be checked annually. Display screens may need pixel or brightness calibration every 2–3 years.
  

Conclusion: Smart investment leads to lasting advantage

Choosing the right POS, AV, and technology systems isn’t just about features or price, it’s about ensuring seamless service, reducing downtime, and enhancing customer experience. Before committing, test drive shortlisted systems to see how they perform in real hospitality settings. Opt for industry-specific software that can handle everyday tasks like split bills, table tracking, and kitchen communication with ease. Always get multiple quotes, particularly for AV and installation, where pricing can differ significantly. And above all, prioritise vendors with strong, responsive support, especially during service hours. With the right tech setup, your hospitality venue can run smarter, serve faster, and stay competitive well into the future.