Custom framing relies on creativity and precision, but managing the business behind it can be a full-time job. Estimates, vendor data, materials tracking, production timelines, and constant client communication can consume a significant portion of your day.
Point of sale (POS) software can automate much of this work. Instead of updating spreadsheets by hand, your system instantly calculates component pricing, syncs live vendor catalog updates, and tracks materials as jobs move through production — reducing manual entry and keeping your team focused on clients
But adopting a new system only works smoothly when you know where to start.
Here are four steps for setting up your point of sale system and how specialty frame shop tools make it easier to improve every part of your workflow.
1. Plan Ahead To Avoid Common POS Implementation Mistakes
A successful rollout depends on planning ahead. Without it, framers often hit avoidable setbacks, especially when the transition from older systems proves far more complex than expected.
To keep your setup on track:
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Plan realistic data migration timelines: Set aside a week to format SKUs, match moulding codes to vendor catalogs, and flag incomplete items so your import pulls in clean data.
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Verify integrations before going live: Run a simple test order and send it through each integration to confirm that prices, descriptions, and totals are transferred correctly.
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Provide phase-based staff training: Train employees a few weeks before launch with mock tickets — creating work orders and checking out sample jobs — so they have experience before handling real clients.
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Select software that scales: Confirm the system allows you to add users, additional workstations, and new service types without costly upgrades as you scale.
When you plan ahead, your POS implementation feels smoother, and your team feels less stressed.
2. Configure Frame-Shop-Specific Setup Requirements
Framing workflows aren’t like standard retail — your POS must reflect the way art moves through your shop, from consultation to pickup. Choosing a system that understands these nuanced steps saves time and prevents costly mistakes.
When setting up your point of sale system, verify that it lets you:
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Store customer artwork photos: Upload images at intake to document the condition, record design choices, and provide staff with a quick visual reference during production.
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Build customized work order templates: Create templates that capture mounting methods, mat sizes, glazing options, and any special handling requirements.
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Integrate vendor catalog data: Sync moulding, matboard, and hardware catalogs to ensure pricing, availability, and discontinued items remain accurate.
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Set up detailed pricing structures: Configure design fees, chop and stop costs, labor rates, upgrades, and rush charges to keep quotes consistent across staff.
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Establish staff permission levels: Assign role-based access that restricts price edits, safeguards financial data, and reduces accidental changes during busy periods.
A properly configured POS reduces waste from miscuts and pricing inconsistencies — two of the most expensive issues in custom framing.
3. Strengthen Your Launch With Careful Timing and Preparation
Even the best POS tools can stumble if the launch is rushed or squeezed into an already stressful season. Allowing yourself enough time for testing and staff readiness establishes a stronger foundation for long-term success.
To minimize disruptions:
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Schedule your rollout outside peak seasons: Avoid rolling out new software during graduation or wedding framing rushes. Choose a slower period to test features and fine-tune workflows without added pressure.
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Prioritize training over short-term savings: Make time for hands-on training. It helps your team learn the system properly and feel confident when working with clients.
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Test backup and recovery procedures: Confirm that your data saves correctly, restores cleanly, and syncs in real time across all devices to protect against unexpected loss.
For example, launch in January after the holidays, pay staff for a focused 30-minute training, and run a quick backup-and-restore test. These steps help set up a reliable point of sale system that remains dependable as business picks up.
4. Select Custom Frame-Focused Software
A specialized POS for framers eliminates much of the trial and error that comes with adapting generic retail software. These systems already match the way frame shops manage inventory, design, scheduling, and production, so setup is faster and far more intuitive.
A purpose-built solution allows your team to:
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Benefit from dedicated setup support: Work with onboarding teams who understand framing workflows and can help you set up your point of sale system correctly from the start.
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Enable dropdown templates: Use pre-configured framing workflows that simplify quoting, digital previews, and project tracking, so you don’t have to build templates from scratch.
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Activate vendor integrations automatically: Turn on vendor integrations already mapped to moulding and glazing suppliers to eliminate manual entry and pricing errors.
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Rely on cloud-based functionality: Access your system from any device and reduce costs by eliminating the need for on-site servers and maintenance.
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Migrate data with expert assistance: Bring over clients, vendors, pricing, and historical orders with guided support rather than rebuilding everything manually.
Generic retail systems force framers to bend their workflows to fit the software. Frame-focused POS tools are designed to align with the natural cadence of design, quoting, and production.
Successfully Set Up Your Point of Sale System With LifeSaver
Setting up a point of sale system doesn’t have to feel overwhelming or technical. When your software is built for the framing industry, the process becomes intuitive from the very first step.
LifeSaver provides a guided onboarding process with tools that support quoting, project building, and tracking. Pre-loaded vendor catalogs, customizable pricing, and ready-to-use production workflows shorten setup and help your shop stay organized from intake to pickup.
Its cloud-based platform, role-based permissions, automated backups, and included training help keep daily operations running smoothly and enable your team to get up to speed quickly.
Claim your 14-day free trial to see how easily LifeSaver helps you set up, manage, and grow your frame shop.
