Shopify POS launch checklist
This checklist offers guidance and resources for important milestones when launching on Shopify POS. Each topic includes additional context and resource links. You might find it helpful to print this checklist or to download it as a PDF so that you can refer to it throughout the setup process.
Before launching on Shopify POS, you need to migrate or add your data, organize your products, and set up your Shopify POS.
On this page
Getting started
Before you can launch on Shopify POS, you need to login to your Shopify admin, the administrative section of your account. From your Shopify admin, you can handle your payment and subscription settings, bulk edit data, such as customers and products, and configure your omnichannel settings, such as shipping options.
If you're also opening an online store, then refer to the General checklist for starting a new Shopify store.
Migrating data
Migrating your data or adding products to your Shopify admin is the first and most important step to start selling on Shopify. If you're migrating from another platform, then you can import your orders, products, and customers. Before you migrate your data, review the data migration documentation.
If you're migrating from Quickbooks, then refer to the overview of Quickbooks Desktop POS migration guide.
You can use the following options to migrate or add your data:
| Migration option | Description |
|---|---|
| Add individually | Add products and customers manually one by one. This option works best if you're creating data for the first time. |
| CSV import | Import products and customers using a CSV file directly from your Shopify admin. |
| Third-party migration apps | Use a third-party data migration app to migrate your data to eliminate the manual work of field mapping with CSV imports. |
The order in which you migrate your product, customer, and historical order data is important. To ensure that you have access to your customers' complete transaction history in Shopify, you need to follow the migration order outlined on this page:
If you want help migrating your store's data, then you might look into hiring a Shopify Partner. Partners are trusted, third-party agencies and freelancers who offer services for Shopify merchants and people just starting out with Shopify.
1. Migrating products
Migrating your product data populates all of your product listings, product variants, and product collections into Shopify. Before you migrate your products, consider planning your collections for your Shopify store, so that you can assign your products to the right collection during migration.
After you add a product in Shopify, you must also make it available to the POS sales channel, so that you can find it in Shopify POS. You can include and exclude products from your sales channels manually or in bulk using a CSV file.
2. Migrating customers
After you migrate your customer data, all of your customer records are available in your Shopify admin. This includes information, such as the customer's contact details, addresses, and marketing preferences.
3. Migrating historical orders
Migrating order data ensures that information about product sales and customer purchase history are transferred to your Shopify store. Consider migrating all historical orders that are within your business's return policy window, so that customers can have access to their order history for any orders that are still open for return or exchange. However, it's best practice to import orders from the past 2-5 years.
You receive new order notifications for every new order placed on your store. New order notifications are also triggered for every imported order.
If you're importing a large amount of historical orders to your store and want to avoid receiving notifications for each imported order, then you can deactivate new order notifications from your Shopify admin in Settings > Notifications. If you're using a third-party app to import your orders, then contact the app developer for instructions.
4. Migrating gift cards
If you're migrating gift cards that can be used in your previous store, then you need to migrate your gift card data to Shopify right before launching your Shopify store. You can't edit or delete gift cards in Shopify, so if a gift card is used by a customer in your previous store after you import your gift card data, then you can't update that gift card in Shopify.
Before you migrate your gift cards, review the following considerations:
- Gift card numbers are encrypted. After you create a gift card, only the last 4 digits display in your Shopify admin. If you need to keep a record of gift card numbers, then you need to maintain an external database.
- Gift cards can only be deactivated, and can't be deleted. The same gift card number can't be used again in the future, even if the original gift card with that number has been deactivated.
You can also use a third-party gift card migration app to migrate any existing gift cards into Shopify.
Organizing your products
You can group your products into automated collections and manual collections in your Shopify admin to make it easier to find them by category.
Collections
You can group your products into automated collections and manual collections to make it easier to find them by category. You need to set up collections in the Shopify admin.
You can use the bulk editor tool to make changes to multiple products and product variants at the same time.
Barcodes
You can set up both barcodes and SKUs (stock keeping unit). Barcodes are used by your barcode scanner to help pull up a product in Shopify POS. SKUs are used internally for product reference.
You can buy barcode labels from the Shopify hardware store for supported regions or from a third party vendor. Make sure you purchase a label size that is supported by your software and by your printer.
To print barcode labels for your Shopify products, you need to use a supported printer and associated software.
Inventory management
Locations in Shopify represent apps or physical places where you sell products, ship or fulfill orders, and stock inventory. You can use the locations feature and an inventory management app to manage your inventory.
With multiple locations, you have better visibility into your inventory across your whole business. As your inventory changes, inventory tracking helps you keep everything organized and up-to-date.
The number of locations you can set up depends on your Shopify plan.
You can use the bulk editor tool to make changes to the inventory of multiple products and variants at the same time.
Setting up Shopify POS
After you familiarize yourself with your Shopify admin and add data to your store, you can setup your Shopify POS.
Getting started with Shopify POS
Make sure your device is up to date and install the Shopify POS app.
Manage your POS app subscription
The POS app subscription you choose depends on the needs of your business and the needs of each of your retail locations. To select a POS app subscription, login to your Shopify admin and navigate to Point of Sale in Sales channels.
Add staff to your POS
Open the POS app and sign in. If you have multiple locations, then you're prompted to choose your location. You can add staff that have both POS app access and Shopify admin access. If you're on the Shopify Pro Plan, then you can also add staff who only have POS access.
Install apps
You can find and install apps from the Shopify App Store. Consider testing apps before you launch on Shopify POS. To find apps compatible with Shopify POS, select Refine and check Works with Shopify POS filters.
Make sure to review the app functionalities carefully before installing them. Some apps might have trial periods. Make sure to uninstall the apps before the end of their trial period to avoid unnecessary charges.
Processing orders on Shopify POS
Set up payment methods, taxes, gift cards, and shipping and delivery on Shopify POS.
Payment methods
You can process credit card payments using Shopify Payments or a third-party payment gateway. Shopify Payments can be set up by the store owner within the Shopify admin. To process payments using a third-party payment processor, you need to utilize the manual credit card entry option on Shopify POS and set up any related third-party apps offered by your payment processor that track card payments.
Cash payments are activated automatically. If you no longer want to accept cash, then you can deactivate cash payments in the payment settings of the POS app.
Taxes
Most common sales tax calculations can be set up using default sales tax rates. If you plan to use the default rates, then make sure you confirm they're current and correct for your particular circumstance.
Gift cards
You can sell and redeem digital and physical gift cards on Shopify POS. Digital gift cards are emailed to your customer when purchased. You can order branded physical gift cards that can be scanned with your device camera or barcode scanner.
Only physical gift cards purchased from the Shopify Hardware Store can be scanned using your barcode scanner (2D) or the device camera. These gift cards have a QR code that can read the card's unique ID.
If you plan on using third-party physical gift cards, then you need to manually enter the card's unique ID each time. There are no scanning capabilities for third-party gift cards. The unique ID must also be between 8-20 characters long for it to register.
Shipping and delivery
Set up shipping, pickup in-store, and local delivery methods for customers to receive their products. You can use Shopify Shipping to buy and print USPS shipping labels from your Shopify admin. Shipping orders directly from Shopify POS is available only on the POS Pro plan.
If you have complex shipping requirements, then you can use third-party shipping apps from the Shopify App Store.
Setting up your POS hardware
The POS hardware you set up depends on the needs of your business. Consider needs such as whether you will scan barcodes, print receipts, and sell in cash to determine which hardware will be most useful.
Each piece of hardware has its own set of instructions in the Shopify POS app itself. The hardware overview outlines the supported hardware.
POS hardware
Compare the different options for each hardware type, so you can select the most suitable choice for your business.
Customizing your Shopify POS
Configure the POS app settings and layout to suit the needs of your business.
Set up your Shopify POS settings
Set up your POS in dark or light mode, and decide whether you want auto-lock settings activated on your device.
If you want to change the default language for Shopify POS, then you need to change the default language on your iOS or Android device. Shopify POS supports over 20 different languages.
Customize your smart grid
You can customize the POS app's smart grid. You can save features that you often use, such as custom fees, as a smart grid tile, and then access these features quickly from your smart grid.
Customize receipts
You can add a header, footer, and a logo to your receipts. You can also customize the default number of receipts that print following each transaction.
You can also send email or SMS receipts to your customers. You can customize digital receipts from your Shopify admin.
Preparing to launch on Shopify POS
After you've customized your Shopify POS, prepare for launch by setting up discounts, processing a test transaction, and training your staff.
Discounts
On the POS app, you can apply discounts to an entire order, to individual products, or to the shipping cost. You can also set sale prices for individual products without using discount codes. You need to create discounts in your Shopify admin.
Automatic discounts and discount combinations are available only for POS locations on the POS Pro Plan.
Process a test transaction
Before you launch on Shopify POS, process a test transaction to make sure your payments are set up correctly. To process a test transaction, perform a custom sale for $1.00. Make sure the custom sale value is low as you'll be charged appropriate processing fees that won't be refunded.
After you complete the sale, confirm your bank deposit within the next 3 business days to make sure it went to your business bank account.
When you’ve confirmed that your payments are set up correctly, perform a refund on the $1.00 USD custom sale you tested.
Train your staff to use your Shopify POS
Staff roles and permissions determine what your staff need training on.
After launching on Shopify POS
After you launch on Shopify POS, make sure you understand order management and how to analyze your store's performance with reports.
Manage your orders
When you process an order on the POS app, the order displays in the Orders page of your Shopify admin.
Analyze data with reports
After you launch your store, analytics and reports help you understand your store’s performance and provide insights into your customers and transactions. The Point of Sale overview in the admin displays a high-level view of how your retail business is performing. You can view more detailed analytics within the POS app itself and from within the admin Reports section.