What is a POS report?

Have you ever felt like your business is doing okay… but you’re not really sure?

Like you’re running it day by day, but you don’t have the full picture?

You’re not alone. A lot of business owners feel that way, especially now. Things move fast. You’ve got in-store sales, online orders, food delivery apps, staff rosters, stock levels… it all adds up. If you can’t see it all clearly, things slip. You could be losing money or underperforming, and never catch it.

So how do you keep track of everything? How do you make smart decisions based on what’s actually happening?

The answer is simple. POS reporting.

Today, we’re going to show you what POS reporting is, and why it can change the way you run your business.

What are point of sale reports? What do they do?

In simple terms, a POS report is a business report created by your point of sale (POS) system. That’s the same system you use to take payments, track stock, and process orders.

Every time a customer buys something, the POS system records that data. It stores all those little interactions. Then, it turns all that information into clear, easy-to-read reports.

Most of the time, business owners just use the basics - like checking how much they sold that day or what’s low in stock. But these systems can do so much more. With POS system capabilities, there’s a lot of valuable insight sitting right there in your POS software, and most people aren’t using it to its full potential.

That’s a missed opportunity because when you do start using cloud-based POS reporting, you’re able to gain insights that can really benefit your business.

Benefits of POS reports

Running a business without POS reports is like driving blindfolded. Sure, you might make it, but you're probably gonna hit a few bumps along the way. Here’s why you need them:

• See what’s actually going on: With POS system reports, you get a clear view of your sales data, inventory, and even employee performance, all in one place. No more guessing or hoping that your store operations are running smoothly.
• Boost your bottom line: By tracking things like sales trends, net sales, and inventory management, you can make smarter business decisions that help you increase profits.

• Spot issues before they become problems: Whether it’s an employee slacking off or a product not selling, POS reporting helps you spot issues early. Proactive decisions are far better than reactive ones. And keeping an eye on product and staff performance helps ensure every corner of your business performs well.

• Make payroll simple: All that employee data and clock-in times are automatically logged, so you don’t have to manually tally hours for payroll. Just export the data to your accounting software and boom, you’re done.

Key components of a POS report

A POS report might sound like a bunch of boring numbers, but it's packed with all the essential info you need to keep things running smoothly. Here’s what you’ll find in the mix:

• Sales data via POS analytics or sales reporting software
• Inventory levels and inventory performance
• Employee data analytics
• Payment methods
• Sales trends
• Refunds and chargebacks

All these components work together to give you a 360-degree view of your business. Our next section will give you a little more insight into each component.

Types of reports you can generate

You're now able to answer "what is a POS report?" and you know why they're so brilliant for business. Next, let's look at some of the most common reports you should be able to export with a modern POS system.

Sales

For most businesses, it’s all about the bottom line. Getting a daily sales summary and real-time sales updates from a point of sale report can show you inefficiencies and ways to grow. If you are not generating enough revenue, you cannot stay afloat for long.

In fact, SCORE found that 82% of businesses fail due to cash flow problems. A big chunk of that comes from not keeping a close eye on sales performance. POS sales reports can help you dig into your numbers and figure out what’s working (and what’s not). Here are a few sales-related POS reports you can create:

• Total sales volume: A sales analytics report can let you track how many items were sold within a day, week, or set period.
• Gross profits: See how much your business brings in after accounting for supply and production costs with a sales report.
• Best/worst selling days: By analyzing sales data you can find out which days are most profitable so you can improve staffing and marketing.
• Best/worst-selling products: See which items are most in-demand and bringing in the most sales so you can cater to consumer trends.
• Sales trends: When you generate sales reports, you can analyze long-term patterns to predict future sales performance, prepare for seasonal demand, and align your strategies with customer behaviors.

Payment

Do you pay too much in credit card processing fees? Are you on multiple food delivery apps but don’t know which actually increase your bottom line?

A modern POS system tracks all transaction data, including payment processing methods, you can see how customers like to pay. With this POS data, you can make smart business decisions to ensure you cater to demand without bringing on extra costs. 

Some common POS reports for payment include:

• Card payments: See how many customers use debit and credit cards, and identify which merchants are most popular. Did you know that increased credit and debit card use resulted in more than 60% of payments per month being made with credit (32%) and debit cards (30%)? It’s worth knowing how much of your revenue depends on card payments.

• Cash payments: Track cash transaction details to see how many coins and bills to keep on hand. 

• Online payments: If you have an online store or ordering system, integrate all transactions with your integrated POS software. You can then analyze and track performance in one place.

• Third-party applications: If you sell via platforms like Epos Now Delivery, you can track total payment volume to see if these services are worth the price.

• Refunds: Analyze refund volume to find ways to reduce return costs.

• Chargebacks: Track all chargebacks to identify possible fraud or issues of poor performance.

Staffing

How do you manage your work schedule? Do you ever overstaff on slow days? POS reports can transform how you manage your team and streamline business operations. 

With a modern POS system, every staff member logs into the terminal to begin their shift, meaning all their activity and work hours are automatically tracked and stored. These employee reports provide valuable POS insights that can help you make smarter business decisions.

Here are some ways you can use staff reports for your hospitality or retail business:

• Scheduling: Monitor work hours to ensure they are distributed fairly across employees. Using this data, you can analyze employee performance and reduce costs during slow periods.
• Attendance: Track what times employees clock in and out to spot tardiness and other issues.
• Payroll: Since all hours are logged through the POS system, you can export timesheets directly to your accounting software for faster payroll.

Employee performance

Do you offer commission or other incentives? Do you reward employees with “Employee of the Month” or recognize your top-selling associate? A modern POS system can help you track performance effortlessly. With an in-depth employee report, you can monitor each worker’s contributions and use this data to motivate your team and improve overall business performance.

These valuable insights allow you to pinpoint strengths and areas needing attention, helping you make data-driven decisions to foster growth and productivity.

Here are some common issues you can address with employee reports generated through POS systems:

• Employee sales performance: Identify your top sellers and see which employees generate the most sales (even if they work across multiple locations). Use this actionable insight to create incentives or focus coaching efforts on team members who may need extra support.
• Average tip amount: Review employee tips as an indicator of customer satisfaction. This raw data helps you gauge how customers perceive individual employees and ensure that compensation aligns with their efforts.
• Upselling: Track which employees excel at promoting high-margin products or loyalty programs.

Inventory management

Do you have an accurate count of what’s on shelves and what’s in your storeroom? Do you know how many pours are left in your kegs and bottles?

Whether you operate a retail or hospitality business, your POS software helps you keep an accurate count of what products you have with inventory reports. All transactions automatically count against your last stock take, so you know exactly how much remains. That's inventory tracking in action.

Many retailers use POS reports to help manage inventory issues like:

• Expected stock vs. actual stock: See your expected stock levels to quickly identify theft or shrinkage issues during stock takes.
• Deadstock: Identify non-selling items to prevent over-ordering and determine what needs to be liquidated.
• Out of stock: Identify popular items and set recurring orders to ensure customers get what they need without delay.  

Customer

Your business is nothing without its customers. Failing to satisfy their expectations can lead to lower profits and poor reviews. Since repeat customers spend more than first-time shoppers (67% more to be exact), you can use store reports to meet their demands and encourage repeat business.

Here’s how your POS software can improve customer service and keep us with sales and revenue trends:

• Identify repeat buyers: Capture customer data and enroll them in your loyalty program to see how often they visit. This will help you better understand customer behavior in hospitality or retail management.
• Track shopping habits: Use customer reports to see what returning customers buy to create targeted marketing offers.
• Follow up on lost sales: Capture online shopper data before they finalize their purchase. Send abandoned cart emails to boost conversions.

Location

Does your store have multiple locations? Maybe you oversee restaurant franchises? Or perhaps you're managing a chain of retail stores? Managing multiple locations can be a challenge, but with the right POS system, it doesn’t have to be a headache.

Tracking performance across locations can be difficult. From simple reporting gaps to employees skewing data, it is hard to get an accurate picture from a distance.

With a cloud POS, all devices are connected and data is sent to a central location. Owners and management can get real-time insight into any location from any device. Leaders can see every report mentioned, and you can set permissions to prevent one location from seeing another location's reports.

Basic vs Advanced POS Reporting Features

Let’s spell it out. What’s the difference between the basic reports most people use and the powerful insights hiding in your POS?

If you’re only using the basics, you’re missing out on key ways to save money, manage your team better, and scale up.

Common mistakes to avoid in POS reporting

We’ve all been there—rushing to get things done and accidentally skipping over the important stuff. But when it comes to POS reporting, a small mistake can lead to big issues. Here are some things to watch out for:

1. Ignoring the details: It’s easy to glance over inventory reports or employee performance, but missing key data can throw off your entire operation.
2. Not updating regularly: Make sure you’re pulling sales data and inventory reports frequently to keep your info fresh and relevant.
3. Overcomplicating reports: POS systems are supposed to make things easier, not more confusing. Don’t drown yourself in unnecessary data. Focus on the key components.

Why Burns Barbers considers Epos Now a cut above the rest 

To really show you how powerful POS reporting can be, let’s look at our customer, Burns Barbers. It’s a friendly barbershop that started in Leagrave, Luton in 2020. Since then, it’s expanded to Cambridge and Leicester, with more on the way.

Wayne Daws, the manager, told us just how much of a difference his POS system has made. He said:

“We’ve grown massively in the last four years, and we’ve got two other branches in Cambridge and Leicester, both with Epos Now of course. We’re more male grooming than actual barbers now, and have a full technical side where you can have your hair cut, blow-dried, permed, get highlights, treatments, and hair replacement. There’s nothing we don’t offer now!”

Running three sites is no small task but with clear reporting and easy tools, Wayne’s been able to stay on top of everything. At the end of each week, Epos Now reports show each user’s output for the week, making the payroll process a quick and easy job.

“I like that you can segregate and colour-coordinate on the till. For instance, we have a colouring section that has nigh-on 10 different options, plus perming and product sections. Megan, our in-house hairdresser, has at least 20 services there. And we can monitor it all, from full head, half head, to highlights. Epos Now reports break it down and show you where your money’s going so we know what’s performing well!”

Simple. Clear. Done.

Even daily operations have improved. He shared that:

“It really is all-in-one. It’s just plain and simple. It’s that easy any idiot could understand this till system. And by having a till system as easy as this, it’s saving me five minutes for every client. If I do twenty clients and it saves me five minutes every client, I can eat, and I get some time to myself. It’s just come, tap, print, bang! In the till!”

That’s what it’s all about. Not just data, but time, clarity, breathing room.

Get powerful POS reports with Epos Now

Epos Now point of sale systems empower business owners with a range of reporting tools and decision-making tools. While our devices can generate detailed insights, they also integrate with a range of platforms to increase overall efficiency. 

With our POS systems, you can:

• Synchronize your e-commerce site: Manage your online store directly from your Epos Now terminal and see all data in one place.
• Export reports to accounting software: Generate reports via your POS software and send them directly to QuickBooks, Xero, and other programs.
• Create a customer loyalty program: Enroll shoppers in a unique program and offer rewards/incentives to encourage continued business.
• Store all data securely on the cloud: With online storage, you get 24/7 remote access to your system and add a layer of protection.