Vape shop POS system | Onlinefact

A till for your vape shop that keeps every flavour, strength and coil apart

With the Onlinefact POS system you manage hundreds of e-liquids as variants by flavour and strength, see which device brands sell best and let regulars collect points on their loyalty card.

The challenge in a vape shop is not big amounts but the sheer number of small differences: the same e-liquid in several flavours and nicotine strengths, pods that only fit one device, and coils that cross the counter by the box or one at a time. Onlinefact keeps all of that apart. The till runs on a Windows touchscreen or computer, and you manage your range, stock and figures in the browser. Try it free for 30 days.

More about the Onlinefact POS system

Try it

Try Onlinefact free for 30 days, with no obligation, in your vape shop. Want to see first how variants, the loyalty card and Bancontact Pay work together? One call to 078 70 02 02 gets you a demo.

Yes please!

Setting up a vape shop range in Onlinefact

Each kind of product gets the structure that suits it, so stock is right down to the last bottle.

On your shelves	In Onlinefact
One e-liquid in several flavours and strengths	One product with variants, each with its own barcode and stock
Coils by the box and by the piece	Several barcodes per product, with a multipack barcode for the box
A device in different colours	A variant per colour, so you can see which one has sold out
Your own bundle of device and e-liquid	Composite product that takes each item out of stock
Batteries and chargers	Product with a minimum stock and the To order report

Hundreds of flavours without losing track

A regular asks for his usual flavour in a lower strength. You type part of the name into the till’s search box and immediately see every variant, with a green or red dot for what is in the shop. Each variant has its own barcode, so at the till you simply scan the bottle. With a minimum stock per variant, you know which flavour must not be left off the next order.

A variant per flavour and strength
Search on part of the name
Minimum stock per bottle

More about stock management

Three reasons why vape shops choose Onlinefact

Every variant counted separately

Flavour, strength and colour with their own barcode and stock.
Regulars keep coming back

Points or a discount on the next purchase through the loyalty card.
Brands that pay off

Sell-through per brand and margin per product in your reports.

Devices and pods from different brands

New devices come and go quickly, and not every brand sells equally well. In the back office you give each device a brand, and the sell-through per brand report shows which ones really empty your shelves. Pods and parts that belong to a particular device go in the same category, so you find them fast at the till. Supplier orders are placed directly in Onlinefact.

A brand per device in the back office
Pods in the same category as their device
Supplier orders placed from Onlinefact

More about stock management

“A regular comes in for his flavour, and it simply has to be there.”

That is why Onlinefact tracks stock per variant and the To order report warns you about your last bottles, not only once the shelf is empty.

Regulars you know by name

A vape shop runs on customers who come back every week or two. Give them a loyalty card with a barcode: you scan it at the till and decide whether they collect points or get a discount on their next purchase. The balance is printed on the receipt. In the notes of their customer record you jot down the flavour they usually take, and anyone buying several bottles at once automatically gets a quantity discount.

More about the Onlinefact POS system

Payments, exchanges and taking back a faulty device

The total goes to the linked payment terminal without retyping, and with Bancontact Pay your customer scans a QR code that already holds the amount. If someone brings a device back, you find the original receipt via its barcode and return the line. Instead of a refund, you can hand over a credit voucher to be used on a later purchase.

Receipt found again via its barcode
Credit voucher instead of a refund
Bancontact Pay or payment terminal

See the payment terminals

Moving your vape shop over to Onlinefact

Follow these steps and your range is in the till quickly and correctly.

✓ Bring in your wholesaler’s product list with an Excel import
✓ Group flavours and strengths as variants under one product
✓ Add a multipack barcode for boxes of coils and pods
✓ Create loyalty cards for your regulars
✓ Link your payment terminal and Bancontact Pay
✓ Set a minimum stock for your most popular flavours

Questions from vape shops

Can I print labels for my shelves?

Yes. With a Brother or Bixolon label printer you print labels with barcode and price for your products, or for a whole selection at once from the back office.

I have two shops. Can I manage the range centrally?

Yes. With a master-slave setup you define products and prices in your main account and they reach your other shop almost in real time. Gift vouchers are valid in both.

Can I see what I earn on a product?

Yes. Onlinefact shows your sales by product, by customer and by period, with the margin per product. That way you know whether a popular device actually makes money.

Can a customer pay partly with a gift voucher and the rest by card?

Yes. You redeem the gift voucher first and settle the remainder by terminal, Bancontact Pay or cash. If there is money left on the voucher, the customer keeps that balance for next time.

Ready to run your vape shop with a clearer overview?

Try Onlinefact free for 30 days, with no obligation, in your vape shop. Want to see first how variants, the loyalty card and Bancontact Pay work together? One call to 078 70 02 02 gets you a demo.

POS system for vape shops