On the software and processing charges alone, a no-monthly-fee POS costs more when its extra processing charges exceed the subscription plan’s additional fixed charges. Compare any other required costs separately. The answer depends on both your card sales and the number of card transactions—not sales alone.
Start with two written quotes and run them against a slow, typical and busy month. In the hypothetical example below, the subscription becomes cheaper just above $9,411.76 in monthly card sales, assuming every card transaction averages $20 and the quoted rates stay the same. Your break-even point will be different.
Collect two comparable quotes
Ask each provider for a written quote for the setup you would actually use. A plan that looks cheaper for one terminal may not be the cheaper choice if your restaurant needs several ordering stations or additional software.
Record these details for each option:
- Fixed charges: Monthly software fees, terminal or location fees, and charges for required add-ons.
- Payment rates: The percentage of each card sale and any fixed fee per transaction. Ask whether rates differ by payment type or ordering channel.
- Equipment: Purchase or rental costs, installation charges and whether existing equipment can be used.
- Eligibility: Requirements for the quoted rates, including expected volume or an existing customer relationship.
- Other charges: Setup, support, integrations and any other fees that appear in the quote.
- Contract terms: The length of the commitment, how rates can change, cancellation charges and whether you must use a particular processor.
Check that both quotes cover the same operational needs. For example, if one includes online ordering and the other prices it separately, add the required charge before comparing totals. Ask each vendor to identify optional items as well as fees you must pay to run your intended setup.
Hardware can change the decision even when monthly processing favors one plan. Review the cost of restaurant POS hardware separately, including any equipment you need to replace. Do not assume that a terminal you already own will work with a new provider; ask for a compatibility confirmation for your exact model.
For Fleksa, check the current plans and request a quote for your requirements. The plans page was checked in November 2026. The rates used in the calculator below are invented for illustration, not Fleksa prices or quotes from another provider.
Calculate processing at three volumes
For each plan, multiply monthly card sales by the percentage rate. Then multiply the number of card transactions by the per-transaction fee. Add those amounts to the fixed monthly software fee:
Monthly comparison cost = fixed monthly fee + (card sales × percentage rate) + (card transactions × fee per transaction).
Use card sales, not total restaurant sales, unless every sale in your records was paid by card. Cash sales do not belong in this calculation. Also use the number of card transactions, not the number of guests or checks, if those counts differ.
Here is one hypothetical comparison. Plan A has no monthly software fee and charges 3% plus $0.15 per card transaction. Plan B charges $80 per month and 2.4% plus $0.10 per card transaction. All three volumes assume an average card transaction of $20.
| Monthly card volume | Plan A: no monthly fee | Plan B: $80 monthly fee | Lower cost |
|---|---|---|---|
| $4,000; 200 transactions | $120 + $30 = $150 | $80 + $96 + $20 = $196 | Plan A by $46 |
| $8,000; 400 transactions | $240 + $60 = $300 | $80 + $192 + $40 = $312 | Plan A by $12 |
| $12,000; 600 transactions | $360 + $90 = $450 | $80 + $288 + $60 = $398 | Plan B by $52 |
The table shows the monthly software fee and the two processing components in each total. At $8,000 in card sales, Plan A’s processing is $240 in percentage charges plus $60 in transaction charges. Plan B costs $80 in software, $192 in percentage charges and $40 in transaction charges. Plan A is still $12 cheaper at that volume.
These totals exclude hardware, installation, optional services and any other charges. They compare costs, not sales, deposits or profit. The $8,000 in card sales is the amount used to calculate percentage fees; it is not a fee or a statement of what reaches your bank account.
Find your break-even point
When the subscription plan has the lower processing rates, compare its extra fixed fee with the processing premium on the no-monthly-fee plan. Using the hypothetical rates:
- Plan B’s extra fixed fee is $80 per month.
- Plan A’s percentage rate is 0.6 percentage points higher: 3% minus 2.4%.
- Plan A’s transaction fee is $0.05 higher: $0.15 minus $0.10.
Plan A’s extra processing cost is therefore 0.006 × card sales + $0.05 × card transactions. The break-even point is where that amount equals $80. Below it, Plan A costs less on the included charges. Above it, Plan B costs less.
To turn that into a single sales figure, you need an assumption about transaction size. At a $20 average, there is one transaction for every $20 of card sales. Substitute that relationship into the equation:
$80 = (0.006 × card sales) + ($0.05 × card sales ÷ $20).
That gives approximately $9,411.76 in monthly card sales. At exactly that mathematical point, the included costs are equal. With whole $20 transactions, 470 transactions remain just below break-even; at 471 transactions, or $9,420 in card sales, Plan B is slightly cheaper.
Average transaction size matters. A coffee shop with many small card transactions can incur more per-transaction charges than a restaurant with the same card sales spread across larger checks. If your average changes by season or service period, recalculate rather than treating one sales threshold as permanent.
If the no-monthly-fee option also has lower processing rates, there may be no positive-volume break-even point on these charges alone. If the subscription plan has higher rates as well as a higher fixed fee, it will cost more on the included charges at every positive volume. Other costs and operational needs can still affect the choice.
Test the result against your restaurant
Pull card sales and transaction counts from a slow month, a typical month and a busy month. Use actual counts for each month rather than assuming the same average check every time. If your business is seasonal, include months that reflect that pattern.
Then run each month through both quotes. A subscription that wins in a busy month may still cost more over a year if most months fall below break-even. Add the monthly comparison totals across the period you expect to operate, using the best records available. Keep the monthly results visible so you can see where the advantage changes.
Next, account for costs excluded from the basic calculator. If one quote requires a one-time setup or hardware purchase, add it to that plan’s total for the period you are comparing. For example, a $300 setup charge adds $300 to the first year’s comparison total; it is not a $300 monthly fee. If equipment has an ongoing rental charge, include that charge in each applicable month instead.
Ask vendors how different payment channels are priced. If in-person, online or other card transactions have different rates, calculate each group separately and add the results. A single blended rate can hide a costly change in your ordering mix. Also ask what happens if volume changes enough to affect a quoted rate.
Cost is only useful if the setup supports service. Compare the restaurant POS requirements you cannot do without, such as the number of stations and the workflow for taking and sending orders. For a broader quote review, use the related buying guide.
Before deciding, check menu setup with a restaurant-approved reference menu. Ask how categories, modifiers, quantities, availability and totals will be verified. For practice, use a simulated order that cannot create a real card payment, guest message or courier dispatch. If you later run a live service pilot, agree separately on its scope and safeguards with the provider.
Finally, ask for a written explanation of any rate-change, renewal or cancellation terms that could alter the comparison. A qualified adviser can help with contract or tax questions. Choose the option that meets your operating needs at an acceptable total cost, rather than relying on the monthly fee alone.
Next step: Request a demo of Fleksa’s restaurant POS and bring your two quotes, three months of card-volume figures, equipment requirements and simulated test cases. Ask for a written price for the setup you need before completing the comparison.
Frequently asked questions
Does no monthly fee mean a POS is free?
No. Payment processing, equipment and other charges can still apply. Compare the full written quote with the costs of a subscription plan at your actual card volumes.
Can I calculate break-even using sales alone?
Only if you also make an assumption about transaction count or average card transaction size. A per-transaction fee changes the result when the number of payments changes.
Should I choose the plan with the lowest break-even threshold?
Not automatically. Compare total costs over the months you expect to operate, then check equipment, required features and contract terms before making a decision.
