Believe it or not, some head shops and vape stores have yet to fully realize the benefits of technology. Many brick-and-mortar establishments still follow the “if it ain’t broke, don’t fix it” mentality, and they want to keep it that way.
However, while their traditional, manual business processes might not be broken per se, they’re just not sufficient enough to meet the demands of today’s consumers. In order to stay competitive, businesses of all kinds are starting to implement retail tech in various ways.
Integrating PoS Devices & Systems
Some brick-and-mortar shops are already using next-gen technology without even realizing it. Modern point-of-sale (PoS) devices, in-store kiosks, barcode scanners, receipt printers, and countertop terminals are amongst the most common PoS devices seen in retail stores today. Even if you don’t have one in your establishment, there’s a good chance you’ve had one of your own purchases processed with PoS technology at another store.
Mobile PoS devices exist, too. These include tablets and even smartphone apps, which are great for those who regularly sell their wares at flea markets, trade shows, concerts, and festivals. With the help of modern software, nearly anyone can turn their smartphone into a mobile PoS device with just a few taps of the screen.
In order to achieve their plans of expansion, the popular vape store based in Toronto, Canada, 180° Smoke, needed a PoS system that could integrate multiple retail outlets and warehouses with their online storefront. After implementing the new technology, they grew from their original brick-and-mortar establishment to a total of 10 locations within a span of two years. They also created a strong base of online customers that brought in even more sales.
Since they’re based in Canada, 180° Smoke had the unique challenge of offering tax-exempt sales to First Nations members. Thankfully, they were able to find a customizable solution that met their specific needs.
Finding the Right CRMs for Your Needs
Many head shops and vape stores are starting to implement customer relationship management (CRM) software, too. These are versatile platforms that often provide numerous key functions within a single application. Some of the most common features of CRM software include:
Customer/contact management and recordkeeping
Lead management
Data analytics and reporting
Productivity and collaboration tools
Sales pipeline management
Regulatory compliance
Additionally, most CRM platforms can be expanded even further with the use of third-party integrations. These apps let you add functionality, accounting, marketing, workflow automation, inventory management, PoS support, and more.
Making the Most of Inventory Management Software
Never underestimate the importance of inventory management software. Whether you’re running a small, medium, or large business, these platforms can benefit your retail store in many different ways.
AB Works Vape Shop in The Philippines had been using a physical logbook to manually track and monitor inventory up until a few years ago. Even though electronic inventory management systems are commonly used in nearly every developed nation, AB Works stuck with their traditional processes for as long as possible.
Unsurprisingly, human error was the source of many of the store’s inventory problems. Some records would be updated incorrectly, reports were often delayed, and a lack of digital recordkeeping meant that paperwork was easily lost or misplaced.
As part of their capstone project with ACLC College of Marbel, a team of IT students recently banded together to transition AB Works’ manual inventory management processes into a full-scale digital system. Following the overhaul, AB Works now enjoys accurate recordkeeping, timely reports, and quicker customer checkout speeds.
While their traditional, manual business processes might not be broken per se, they’re just not sufficient enough to meet the demands of today’s consumers. In order to stay competitive, businesses of all kinds are starting to implement retail tech in various ways.
Using Accounting Software
Accounting software can be daunting, especially if you don’t have a dedicated accountant on hand. Even if you’re already good with numbers, accounting software can make quick work of day-to-day transactions, invoices, refunds, and more.
But accounting software doesn’t have to cost you an arm and a leg. In fact, there are plenty of free options available on the market today. While some of the paid options do provide additional features and functionality, you might find that the free options already fulfill your needs.
You might even be able to find a third-party accounting app that integrates with your preferred PoS, CRM, or inventory management software. These solutions are usually limited when compared to standalone platforms, but they might suit your needs nonetheless.
Verifying IDs and Maintaining Compliance
Businesses selling vapes and smoking accessories need to verify the age of their customers—there’s just no way around it. It doesn’t matter if you’re doing business online or in person; failing to do so could mean the end of your business. Thankfully, there are a plethora of age verification tools and software options to consider, including ID.me, CLEAR, Onfido, Veratad, and others.
Abiding by age restrictions is only one part of the legal battle facing modern head shops and vape stores. Like other businesses, you’re also subject to legal regulations surrounding the usage and storage of customer data.
In the European Union (EU), for example, the General Data Protection Regulation (GDPR) establishes strict rules for the storage and usage of the personal data of your customers.
Another act, the California Consumer Privacy Act (CCPA), provides similar guidelines regarding the personal info of Californians. If you find that the laws, rules, and regulations in your area are too complicated to follow, then you’d stand to benefit from installing compliance software.
Element Vape, based out of California, did exactly that. Not only are they bound by the CCPA, but, since they do ship products to the EU, they need to follow the guidelines of the GDPR, too. Finally, they needed a payment gateway that could support age verification both domestically and abroad.
The vape store soon saw twice as many sales as before. Moreover, they were fully equipped to handle seasonal shopping surges, like Black Friday and Cyber Monday.
Working With Modern Software (Instead of Against It)
From automated systems that track customer purchases to platforms that are capable of verifying a customer’s age within seconds, modern software solutions can benefit your business in a variety of ways. The trick comes in finding the right software for your needs, learning how to use it to its fullest extent, and making sure it stays updated as regulations continue to evolve.
CRM in Action: What It Can Do for Your Shop
Implementing a CRM system isn’t just about keeping track of customers—it’s about making smarter decisions, automating repetitive tasks, and building a more engaged, loyal customer base. Here’s how head shops can take full advantage:
Keep Your Customers Close
CRMs help you track customer purchases, preferences, and behaviors. Use this info to send personalized promotions—like a discount on their favorite gummies—or reminders when they’re due for a restock.
Turn Data Into Insight
Modern CRMs offer built-in analytics tools that show you what’s selling, who’s buying, and when. You can spot patterns like peak sales days or which products drive repeat visits—and adjust inventory and staffing accordingly.
Automate Outreach
Plug in your favorite email or SMS marketing tool (like Mailchimp or Klaviyo) to automate abandoned cart messages, new product drops, or VIP birthday deals. All while staying compliant with marketing regulations.
Sync With Your Point-of-Sale
Many CRMs integrate with PoS systems, so customer info and purchase history flow directly into one profile—no duplicate data entry, no missed opportunities.
Streamline Your Workflow
Integrate tools like Trello, Slack, or QuickBooks to centralize tasks, internal communication, and finances. That means less time chasing down to-dos and more time focused on your customers.
Stay Compliant
Need to keep age verification records or manage sales compliance by region? CRMs can help automate these tasks and keep your records in check.
Looking for accounting tools that can sync with your point-of-sale system? Here are some popular options to consider:
QuickBooks Online
Widely supported by most major PoS platforms, QuickBooks Online offers robust features suitable for small to midsize businesses.
Cost: Plans start at $35/month for the Simple Start plan; higher tiers with additional features are available. NerdWallet: Finance smarter
Xero
A cloud-based, user-friendly platform that integrates seamlessly with retail PoS systems like Square and Vend.
Cost: The Early plan starts at $20/month, Growing at $47/month, and Established at $80/month. Connecteam+4Tech.co+4business.com+4
Zoho Books
An affordable, feature-rich solution, especially when used within the Zoho ecosystem.
Cost: Free for businesses with annual revenue under $50K; paid plans start at $20/month. Zoho+3Zoho+3Capterra+3business.com
Wave
A solid free option for basic accounting needs, suitable for smaller retailers.
Cost: Core accounting features are free; the Pro plan is available at $16/month, offering additional functionalities. Tech.co
FreshBooks
Known for its intuitive interface, FreshBooks works well with PoS systems like Square and Shopify.
Cost: Plans begin at $21/month for the Lite plan; higher tiers offer more features and client capacity. NerdWallet: Finance smarter
Sage Business Cloud Accounting
Ideal for retailers seeking scalability, with direct integrations to various PoS and inventory platforms.
Cost: The Accounting Start plan is priced at $20/month; more advanced plans are available at higher rates. Software Advice
Please note that subscription costs and features are subject to change. It’s advisable to consult the respective software providers’ official websites for the most current information.
Find the first installment of our Digital Takeover series HERE.
