F&BosTo switch restaurant POS safely: export everything first (menu, customers, sales and GST invoices), set up and test the new system, train staff by role, run both systems in parallel for a few quiet shifts, then go live on a quiet day at the start of a month with a new invoice series. Keep your old records for 72 months, as GST law requires.
Most POS switches go wrong for one of three reasons: data wasn't exported before the old contract ended, staff weren't trained, or the go-live landed on a Saturday night. This plan avoids all three. For choosing the new system, see our restaurant POS comparison; for the basics, our restaurant POS system guide.
Signs it's time to switch
- Billing slows the queue at peak hours.
- GST reports need manual fixing every month.
- You can't see food cost, stock or dish margins.
- Billing stops when the internet drops.
- Support is slow, or prices keep rising at renewal.
- You're opening a second outlet and can't see both in one place.
What to export from your old POS
| Data | Why it matters | Tip |
|---|---|---|
| Menu, prices, categories and taxes | Rebuilding the menu is the biggest setup job | Export to a spreadsheet; check modifiers and combos |
| Recipes and ingredients | Needed for stock deduction and food cost | Export if available; re-check quantities and yields |
| Customers and loyalty balances | Regulars, their preferences and points | Export with consent records; honour points in the new system |
| Sales history and reports | GST filing, trends and comparisons | Export daily and monthly sales, taxes and item reports |
| GST invoices | Legal records you must keep | Export or download all invoices for every financial year |
| Suppliers and purchase prices | Ordering and price history | Export the supplier list and recent purchase prices |
| Open items | Advances, gift cards, credit customers, open tables | Settle or list them so nothing is lost |
| Users and permissions | Who can void, discount and see reports | List staff and their roles |
Export before you give notice. Some vendors limit access once a contract ends. Save every export in two places, such as a laptop and cloud storage.
The two-week switching timeline
| When | What to do |
|---|---|
| 2 weeks before | Choose the new POS and go-live date. Check your notice period with the old vendor. Export menu, customers and recent sales. |
| 10 days before | Set up the menu, taxes, printers and stations in the new POS. Add recipes for your top dishes. |
| 1 week before | Create staff logins and permissions. Train each role in a short session. Print test bills and KOTs. |
| 3–4 days before | Run the new POS in parallel during quiet shifts. Compare totals with the old system. |
| Day before | Export final data from the old POS. Count high-value stock for opening balances. |
| Go-live day | Start on a quiet day at the beginning of a month if possible. Keep the old system available read-only. |
| First week | Check day-end reports daily. Fix menu, tax or printer issues fast. Collect staff feedback. |
GST, invoice numbers and old records
- Invoice numbering: numbers must be unique and consecutive within a financial year. Start a new series with a different prefix in the new POS rather than reusing numbers.
- Switch at the start of a month where possible, so each month's sales and GST sit in one system.
- Keep old records: under Section 36 of the CGST Act, accounts and records must be kept for 72 months from the due date of that year's annual return, longer if a case is pending. Electronic records are fine if they're readable.
- Check the new bill against our GST restaurant bill format before go-live.
Confirm the details with your accountant, especially if you switch mid-month.
Running both systems in parallel
For a few quiet shifts before go-live, bill every order in the new POS as well as the old one, or re-enter the day's bills after service. Compare totals, taxes and payment methods. Differences reveal menu, price or tax mistakes before guests see them. Don't run in parallel for weeks; two or three shifts is enough and avoids double work.
Go-live day and the first week
- Pick a quiet weekday, not a weekend, festival or event day.
- Have a manager on the floor who knows the new system well.
- Check the first bills for GST, printing and payment methods.
- Run day end and compare cash, UPI and card with the drawer and bank.
- Review voids, discounts and stock on key items every day for the first week.
For printers, network and power, follow our POS hardware setup checklist; for an internet backup plan, our guide to cloud vs offline POS.
Closing the old system
- Check the notice period and renewal date in your contract.
- Confirm you've downloaded all data before access ends.
- Return or buy out any rented hardware, and end card machine rentals you no longer need.
- Update any integrations, such as accounting or delivery platforms, to the new POS.
Printable switching checklist
Prints as a clean document, without the site menu.
| # | Task | ✓ |
|---|---|---|
| Before go-live | ||
| 1 | All data exported and saved in two places | ☐ |
| 2 | Menu, prices, taxes and modifiers checked in the new POS | ☐ |
| 3 | New invoice series set: unique for the financial year | ☐ |
| 4 | Bill shows GSTIN, tax split, SAC code and FSSAI number | ☐ |
| 5 | Printers, cash drawer and kitchen stations tested | ☐ |
| 6 | Staff logins and permissions created | ☐ |
| 7 | Staff trained by role | ☐ |
| 8 | Parallel run totals match the old system | ☐ |
| 9 | Opening stock counted | ☐ |
| Go-live day | ||
| 10 | Old POS switched to read-only or stopped | ☐ |
| 11 | First bills checked for GST and printing | ☐ |
| 12 | Payments recorded correctly by method | ☐ |
| 13 | Day-end report matches cash, UPI and card | ☐ |
| First week | ||
| 14 | Day-end checked every night | ☐ |
| 15 | Voids and discounts reviewed | ☐ |
| 16 | Stock variance checked on key items | ☐ |
| 17 | Old vendor contract and hardware rentals closed | ☐ |
Common switching mistakes
- Cancelling the old POS before exporting data.
- Going live on a Friday or Saturday night.
- Skipping training because "it's easy"; use our POS training guide and daily SOP checklist.
- Reusing old invoice numbers.
- Forgetting open advances, gift cards and loyalty points.
- Not counting opening stock, so inventory is wrong from day one.
Frequently asked questions
How long does it take to switch restaurant POS?
Plan about two weeks: a few days to export data and set up the new system, a few days of training and a short parallel run. The actual switch can happen in a single day; billing setup on a cloud POS often takes just a few hours.
Will I lose my sales history when I change POS?
Not if you export it first. Download your sales reports, GST invoices and customer list before you cancel the old system. Your old vendor may not keep your data after the contract ends.
How long do I need to keep my old POS records?
Under Section 36 of the CGST Act, registered businesses must keep accounts and records for 72 months from the due date of the annual return for that year, and longer if a case or appeal is pending. Electronic records are accepted if they're readable.
Can I continue my invoice numbers in the new POS?
Invoice numbers must be unique and consecutive within a financial year. The simplest approach is to start a new series with a different prefix in the new POS, ideally from the first day of a month, and keep the old series' records. Check with your accountant.
When is the best time to switch POS?
On a quiet weekday at the start of a month, away from festivals and weekends. Starting at the beginning of a month keeps GST reporting clean, with each month's sales in one system.
Related POS guides
Restaurant POS comparison India
Petpooja, Restroworks, Vyapar, eZee and F&Bos head to head.
Read the guide → SETUPRestaurant POS hardware setup checklist
Printers, network, power and go-live checks.
Read the guide → PLATFORMSCloud vs offline restaurant POS
What works with Indian internet.
Read the guide →