Small business owners, are you tired of breaking the bank on POS systems? Learn how Otter, Toast, and others can revolutionize your operations, increase sales, and enhance customer experience – all without breaking the bank. Which system is best for your restaurant? Find out in our latest list of the best 7 budget-friendly POS solutions for 2025.

6 Best affordable POS systems for small businesses in 2025

Are you a small business owner looking to streamline operations and boost efficiency without breaking the bank? Do you need help tracking sales and managing inventory, but don’t have an unlimited budget? You're probably searching for a "cheap POS system", but only want it to be cheap when it comes to the price. We know what you really want is an affordable, well-crafted, modern platform that has all the capabilities you need to enhance your business and workflow. 

Business owners like yourself are sure to benefit from our latest insights on which POS is best for you. We'll help you navigate the complex world of budget-friendly POS solutions, breaking down each of today’s options according to cost, integration capability, POS hardware, and customer support. Which of these many programs has emerged as the most affordable, reliable, and easy-to-use POS? Read on to find out!

If the thought of choosing the perfect budget-friendly POS software sounds more dreadful than cleaning the kitchen after a busy Saturday night rush, don't worry—we've cooked up the perfect guide to guarantee system success without burning through your budget.

After extensive research and detailed comparisons of the most popular POS systems on the market, we’ve identified the key criteria that a small business needs to truly shine. Here’s what we looked for:

Affordability: Competitive pricing, flexible subscription models, and low hardware costs.

Ease of use: Intuitive systems that require minimal training for you and your staff.

Integration: Seamless incorporation with your accounting software and delivery apps. Otter, for example, offers over 100 integrations to power your business.

Scalability: Solutions that grow with your business, whether that means expanding to additional locations or upgrading your current features.

Hardware compatibility: Availability of inexpensive, widely available hardware like tablets and receipt printers.

Customer support: Reliable, responsive support is a must. Round-the-clock service, like Otter’s 24/7 assistance available through its online platform, is a key essential for any businesses and particularly those with limited IT resources.

Special features: Loyalty programs, basic analytics, mobile POS, and offline functionality features—all while staying within a small business budget.

With these criteria in mind, we’ve curated the best POS machines to help you make a smart, budget-friendly choice.

After hours of dedicated research, we’ve compiled the following list of the 6 most affordable POS systems in the industry, specifically selected for their balance of price and performance. 

Top 6 affordable POS systems for small restaurants

Otter POS is a comprehensive cloud-based pos restaurant management system designed to streamline operations and boost revenue for small to medium-sized restaurants. It's particularly well-suited for businesses with a high volume of orders, offering an all-in-one platform that integrates secure payments, online and offline orders, menu management, and restaurant analytics and syncs with kiosks, kitchen display systems, and more.

Otter POS stands out for its user-friendly touchscreen interface and its seamless ability to consolidate multiple ordering channels into a single platform. It’s an essential tool for restaurants aiming to simplify their operations and offer secure payments in today's digital environment.

Built-in integration with 100+ delivery platforms and services

Real-time analytics, mobile alerts, and customer data updates

Centralized operations management, across all your locations

24/7 order reliability with offline functionality

Streamlined menu management & instant item 86ing across platforms

Durable hardware designed for kitchen environments

Ideal for quick-service and fast-casual restaurants 

Platform focuses on digital services, with few tools for physical menus

Starter plan: $19/mo plus processing fees (3.19% +15¢ per transaction (CP) and 3.39% +30¢ per transaction (CNP)

Main plan: $59/mo plus processing fees (2.39% +15¢ per transaction (CP) and 2.99% +30¢ per transaction (CNP)

Customizable solutions and add-on features are available - click here to see full pricing breakdown, including transparent processing fees. Like all competitors, Otter POS plans do not include hardware. Hardware is available for one-time purchase or via lease for a lower monthly fee.

Multi-channel order management that has editing capabilities directly on the POS screen – allowing for consolidated orders from various online and offline sources into a single system

Automated AI marketing tools to run promotions across multiple delivery platforms

QR code ordering options for in-restaurant/store customers

Complete integration with Otter Kiosks and KDS, helping with staff communication and higher sales through upselling

Otter’s customer reviews suggest a high satisfaction rating, with users reporting increases in order volume and gross sales, reductions in cancelled orders, and speedier service.

Otter’s affordable POS is a robust solution for restaurants looking to streamline their operations across multiple ordering channels. Their cloud-based system focuses on integration and real-time analytics, enhancing customer experiences while making work flow for staff easier. It’s particularly valuable for businesses looking to increase volume and sales while decreasing order issues that come with outdated tech.

Square POS is a versatile, user-friendly point-of-sale system designed for small to medium-sized businesses across various industries. It's particularly well-suited for retail stores, restaurants, cafes, and service-based businesses like salons and fitness studios. 

Square POS is a significant player in the POS market due to its accessibility and feature set. It's especially relevant for new and small businesses looking for a cost-effective solution to start accepting payments and managing their operations without a hefty initial investment.

Versatile hardware options for different business needs

Integrated payment processing with upfront pricing

Comprehensive suite of business management tools, including a Square register

Higher transaction fees compared to some competitors

Difficult to contact customer support, especially for free plan users

Square offers the following plans based on your business needs:

Free plan: $0/month with 2.6% + $0.10 per in-person transaction

Restaurants Plus: $60/month per location with 2.6% + $0.10 per in-person transaction

Custom pricing available for businesses processing over $250,000 annually

Hardware costs are additional and vary according to scope.

Integrated ecosystem with additional services like payroll, marketing, employee management, and loyalty programs

Offline mode for continued operation during wifi outages

Real-time inventory sync across online and in-person sales channels

Based on customer reviews and testimonials, Square POS is praised for its ease of use, affordable pricing for smaller businesses, and comprehensive feature set. 

Square POS offers a robust, user-friendly solution that's particularly appealing to small and new businesses due to its integrated ecosystem and regular feature updates. For businesses looking to manage payments, inventory, and analytics, Square POS provides a solid foundation with room to grow. However, hard-to-reach customer support and high transaction fees remain a concern.

Lightspeed is a comprehensive cloud-based point-of-sale (POS) system designed for small to medium-sized businesses, particularly in the retail, restaurant, and hospitality sectors. It's best suited for businesses with complex inventory needs, multiple locations, and those needing e-commerce capabilities.

Lightspeed POS is known for its wide range of advanced features and scalability solutions. It offers powerful inventory management tools, detailed reporting and analytics, and seamless integration with e-commerce platforms, making it a versatile choice for businesses.

Powerful inventory management with preloaded catalogs of product details

User-friendly interface with mobile compatibility

Comprehensive reporting and analytics tools

Omnichannel capabilities (in-store and online)

Higher pricing compared to some competitors

Extensive features may create a time-consuming learning curve 

E-commerce functionality limited in lower-tier plans

Lightspeed offers three main pricing tiers for retail:

Additional costs may apply for hardware and certain features.

Built-in loyalty program and customer relationship management

NuORDER by Lightspeed for direct supplier ordering

Based on customer testimonials and reviews, Lightspeed generally receives positive ratings in regards to its comprehensive feature set, inventory management capabilities, and scalability. However, its higher price point and broader focus may make it less appealing to small restaurant owners who are looking for a more specialized, cost-effective solution.

Like Otter, Toast is a cloud-based point-of-sale (POS) system designed specifically for restaurants, cafes, and food service businesses. It's best suited for small to medium-sized restaurants looking for a solution that combines hardware, software, and payment processing. 

Toast is typically a known player in the restaurant POS market, offering a comprehensive suite of features tailored to the unique needs of food service establishments. 

Purpose-built for restaurants with industry-specific features

User-friendly interface with intuitive design

Integrated online ordering and delivery options

Higher pricing which requires a two-year contract with early termination fees

Limited flexibility in payment processing options

Can be overwhelming for very small operations

Starter Kit: Starting at $0/month (with higher processing fees)

Custom: Pricing varies based on selected features

Additional costs may apply for hardware, installation, and add-on features.

Why choose Otter as your affordable POS solution?

Let’s get back to the reason for this guide: Which of these many programs has emerged as the most affordable, reliable, and easy-to-use POS? For us, it’s pretty clear – Otter POS stands out as the ideal affordable solution for small businesses who want to streamline restaurant operations, improve their bottom line, and foster customer loyalty. Why should Otter be your top choice? Here’s a breakdown:

Transparent pricing and cost efficiency 

Otter’s budget-friendly POS system offers transparent, flexible pricing with no hidden fees and low upfront costs. With a clear pricing model, small businesses can plan their budgets effectively and avoid expensive surprises down the line.

Otter POS is designed to handle all aspects of your business, from dine-in to delivery. Its seamless integration with over 100 delivery apps and services ensures you can manage orders from multiple channels with ease. What’s more, Otter POS tablet can transform into an Otter Kiosk for self-service customer ordering during peak hours, providing a two-in-one system that adapts on the spot.

With its intuitive design, Otter POS minimizes the learning curve for you and your staff. As Karina Carmona, Operations Manager at Taqueria La Estrella in California, noted: "I would describe Otter as 'simplification of technology'. You don't have to worry about multiple tablets. You don't have to worry about accepting orders. You don't have to worry about publishing multiple menus – it changes everything. It's all in one place, and it's super, super simplified."

Robust features for small restaurant businesses

Otter POS offers a comprehensive suite of features tailored for small businesses, including:

Real-time analytics to help managers and owners make quick and informed operations decisions

Multi-location and remote capabilities for centralized management

Streamlined menu management across platforms

We know 24/7 customer support is crucial in the restaurant industry, which is why you can contact us at any time, directly through the platform.

Otter has a track record of helping small businesses thrive through its efficient POS system. Big Daddy Bagels in Boulder, CO, increased its sales by 40% after partnering with Otter. Midnight Cookie Company in Seattle, WA has seen a 44% bump in sales and a 25% drop in order issues. More than numbers, though, our clients love the relationship they build with us.

“The service we’ve received from Otter is something I’ve come back to, just like I hope my own service keeps customers coming back. It’s something I would recommend to my friends. That level of service is paramount to make me feel comfortable.” — Gus Frousakis, Owner of Jim’s Burgers

By choosing Otter POS and it’s suite of solutions, you're not just getting an affordable POS system – you're investing in a comprehensive platform that grows with your business, streamlines operations, and boosts your bottom line. With its transparent pricing, versatile features, and dedicated support, Otter POS is the obvious choice for small businesses looking to maximize efficiency while minimizing expenses.

Whether you’re managing a small restaurant, a bustling café, pizzeria, or a growing bakery, Otter offers the ideal budget-friendly POS solution to help your business thrive.

Can I use my existing services with Otter?

Otter’s open API connects you to the partners you rely on to run your business - like loyalty programs, inventory systems, and trusted payment partners like Stripe. While Otter POS is optimized for use with Otter hardware, you can still use your own printer if it's a supported model.

Otter POS provides a comprehensive range of hardware options, including:

Tablet terminals for operational flexibility 

Card reader that supports various payment methods 

Bluetooth printer for efficient receipt printing

These features are designed to facilitate seamless transactions and enhance the customer experience. Plus, Otter POS integrates flawlessly with their self-serve kiosks and KDS offerings.

Yes, Otter ensures secure payments together with Stripe, our payment facilitator. Stripe utilizes best-in-class security practices and features to guarantee safe card payments. For more details, visit Stripe's website.

Are there hidden fees or long-term contracts involved?

There are no hidden fees with Otter POS. Your Otter representative will clearly outline all subscription and transaction fees included with our 24-month contracts.

Does Otter offer offline functionality or mobile POS capabilities?

Yes, Otter POS features full offline mode support, allowing your business to continue operations even without internet connectivity. Additionally, Otter offers a handheld POS for line-busting and more efficient ordering for both staff and customers.

Can Otter POS handle in-store and online orders simultaneously?

Absolutely. Otter POS is designed to manage both in-store and online orders seamlessly no matter what’s going on. The robust Offline Mode ensures that credit card and cash transactions can be processed without an internet connection that might result from a storm or construction error, with transactions automatically syncing once connectivity is restored.

What kind of support does Otter POS provide?

24/7 customer support via live chat, telephone, SMS/text, and email

Dedicated customer success manager for personalized guidance

Various resources to enhance restaurant operations

Take the next step today—Get started with Otter and experience seamless, cost-effective management.

Book a demo now to learn how Otter POS can enhance your restaurant business. 

Thinking of implementing a Kitchen Display System (KDS) in your restaurant? Explore how a KDS can optimize your restaurant's workflow and profitability. From cloud-based to on-premise solutions, find out which type suits your needs in Otter’s latest guide.

What Is A KDS? A Guide To Kitchen Display System

You’ve surely experienced this situation countless times – it’s peak lunch hour and the kitchen is being inundated with customized orders. You’re trying to organize the endless stream of printed tickets, putting them in some kind of cohesive order. More tickets come in, this time with more customized orders and add-ons. Confusion and miscommunication mounts and the overwhelm sets in. And then you realize how much easier the work flow would be with a state-of-the-art KDS system. 

KDS stands for Kitchen Display System, a crucial technology in today’s fast-paced restaurant industry. This revolutionary solution has transformed the way kitchens operate by replacing the traditional system of paper tickets with a digital screen. The screen displays incoming orders in real-time and acts as a central hub for kitchen operations by integrating seamlessly with your existing point-of-sale (POS) system. The KDS will effectively manage the flow of orders, prioritize tasks, and ensure every dish is prepared correctly. Read on to find out how it works.

A Kitchen Display System (KDS) serves as a direct line of communication between front and back of house staff. Here's how it typically works:

Step #1: The moment a server enters an order into your restaurant’s point of sale (POS) system, it’s instantly transmitted to the KDS in the kitchen. This eliminates the need for paper tickets, reducing the risk of hard-to-read handwriting, misunderstood requests, and lost or misplaced orders.

Step #2: Since the KDS screens are mounted in visible, strategic locations throughout the kitchen, staff can easily see orders as soon as they’re entered on the POS or order platform. Additionally, the KDS automatically routes orders to appropriate preparation stations, meaning grill items are sent to the grill station, while salads are routed to the cold prep area, improving efficiency and reducing confusion.

Step #3: The status of each order is tracked on the KDS for everyone to see - using colors to help organize items visually. Once a plate is ready to be served, the restaurant kitchen can notify the servers digitally. At the same time, if changes to an order are made, they will be reflected immediately on the KDS, ensuring everyone has the most up-to-date information.

How does a kitchen display system adapt to different types of establishments? In fast-casual restaurants, it’s common to use separate screens for in-store and takeout orders. Full-service restaurants utilize multiple screens to manage complex orders, and coffee shops route orders directly to baristas or pickup notifications to customers.

When looking for the right KDS system for your restaurant, it’s important to identify one with the following high-quality features. 

Built for the flow of your kitchen: The KDS system should be customizable to your unique kitchen and the stations that exist. This ensures optimal routing of information, and that information should be arriving in real-time. This minimizes back-of-house confusion and clarifies exactly who should be doing what.

Interface customization: Additionally, you’ll want the ability to customize the KDS interface according to the needs of your restaurant as a whole. This can include adjusting display layouts, color schemes, and information hierarchy that matches your establishment’s workflow.

Flawless order accuracy: It’s more common than ever for diners to personalize dishes according to dietary preferences and health conditions. Your KDS system should collect every detail of each patron’s order, sending updates the moment a change, request, or add-on is made, and therefore ensuring customer loyalty.

Harmony between front and back of house staff: An effective KDS system serves as a direct line of communication between servers, food runners, managers, and the kitchen. The link between staff should be clear and easy to understand.

Intuitive order prioritization: Eliminate the time it takes to decide where multiple orders rank in priority. Using a color-coding process, advanced KDS systems can rank orders automatically according to factors such as preparation time, complexity, and urgency. This helps kitchen staff manage their workload more effectively, especially during peak hours.

Integration with your POS: A high-quality KDS integrates seamlessly with Point of Sale (POS) systems, online ordering platforms, and inventory management systems. This integration ensures a smooth flow of information across all restaurant operations.

Reporting and analytics: Make sure the KDS can provide comprehensive reporting features that track order times, completion rates, and other metrics. This data can help managers identify bottlenecks and optimize kitchen processes.

If you’re a quick-service restaurant, a busy cafe or pizza shop, or any establishment dealing with high order volumes, there are numerous benefits that come with adopting a high-quality KDS system. From a faster-moving kitchen to cost control, the upside to implementing a KDS is undeniable. Here are just a few of the rewards:

Improved kitchen efficiency : Because a KDS streamlines kitchen operations through automated order routing and prioritizing, kitchen staff have the resources they need to manage their workload effectively. No paper tickets results in a reduction of clutter and confusion. Real-time updates on order statuses allows staff to immediately adjust their workflows according to whatever tasks are most urgent.

Fast and accurate order processing: Gone are the days of deciphering each server or cashier’s handwriting. A KDS system can reduce errors and delays through instant order transmission from the point of sale system to the kitchen. Details are displayed on a clear monitor and include any modifications or special requests, ensuring that each dish is prepared exactly as the customer ordered it.

Cost savings and waste reduction: A KDS system allows you to easily track items and stock in real-time, improving inventory management. With customization displayed right on the screen, order errors are less likely to occur which results in time and money saved. Plus, cutting out paper tickets and printing costs further contributes to waste reduction and financial savings. The valuable analytics a KDS provides can help restaurants optimize menus and cut spending where beneficial.

Better staff communication and coordination: Bridge the gap between front-of-house and back-of-house restaurant teams and foster a more cohesive work environment with streamlined communication powered by the KDS system. From two-way messaging to effective alert systems to seamless coordination between kitchen stations, you’re sure to notice improved teamwork. 

Better customer experience and bigger profits: One of the most crucial benefits of a KDS is a boost in customer satisfaction. Accurate order fulfillment reduces complaints and quicker service times encourage customers to return in the future. Fast service also results in higher table turnover, which will increase your overall revenue.

Ready to reduce wait times and food waste while improving your bottom line? Book a demo to find out how Otter’s digital solutions can enhance your restaurant.

Benefits of using a KDS in your restaurant

The various forms of today’s KDS systems enable them to cater to the very different needs and operational requirements of each type of restaurant. Let’s break down the current systems available, and their pros and cons where applicable.

What kind of technology do you want for your restaurant? There are two overarching systems available. 

Cloud-based systems, such as Otter’s comprehensive KDS, allow restaurant managers to access data and make changes from a remote setting. 

Pros: These systems typically require less upfront investment in hardware and offer easier scalability. They provide real-time updates and can integrate more seamlessly with other cloud-based restaurant management tools. Remote accessibility makes cloud-based systems more flexible and accessible to administrative staff and management.

Con: Its dependency on the internet could be a drawback in locations with unstable connections.

On-premise KDS solutions are installed and maintained on local servers within the restaurant. 

Pros: Many believe that on-premise systems give you more control over your data. They are operable even without an internet connection, which can be crucial for restaurants in areas with unreliable internet service. 

Con: May require a larger, up-front investment and ongoing maintenance.

Specialized kitchen display system features 

What kind of features do you need for your restaurant type? Here are the three most common industry frameworks. 

Designed to handle high volume and complex operations, often including features like multi-station routing, advanced reporting, and integration with inventory management systems.

Designed to prioritize speed and efficiency. They often feature simplified interfaces, countdown timers for order preparation, and integration with drive-thru systems.

These systems typically offer more detailed order information, table management features, and the ability to handle complex modifications and special requests.

What do you want your KDS to look like? Most KDS systems come in one of two styles – a transportable tablet or a fixed display. 

This type of KDS uses tablets, such as iPads or Android devices, to display and manage orders in the kitchen.

Pros: Can be passed around the kitchen as needed. Additionally, they’re often more cost-effective. 

Con: Some KDS solutions require you to purchase the tablet separately.

Fixed displays typically have larger display screens mounted in strategic locations throughout the kitchen. 

Pros: Touchscreens range from 22" to 55", offering better visibility for staff members. They’re generally more durable and can better handle busy kitchen environments.

Cons: Not all kitchens have the space requirements necessary.

Would you like the KDS to integrate with your current POS system, or are you open to trying a new one? This could ultimately determine the KDS system you choose.

Some providers, like Otter, offer an open integration system that can receive orders from multiple sources. This includes direct POS integration, API connections, and online ordering platforms. This flexibility allows restaurants to adapt to various ordering channels and technologies.

These systems are designed to work exclusively with a particular POS system. While they may offer seamless integration with that specific POS, they can limit a restaurant's ability to change or upgrade other systems in the future.

When choosing a KDS, restaurants should consider their specific needs, budget, and existing technology infrastructure. Factors such as the volume of orders, kitchen layout, and desired features should all play a role when making your final decision. Modern KDS solutions often offer customizable options, and most systems can be tailored to a restaurant’s unique requirements and preferences.

How to choose the right KDS for your restaurant

Ready to take a step forward and level up your kitchen? When selecting a kitchen display system for your restaurant, several key factors should be considered. Here's a comprehensive guide to help you make an informed decision.

H3: Step 1: Consider your restaurant size and type

The size and type of your restaurant play a crucial role in determining the most suitable KDS. Ask yourself the following:

What does your order volume look like? Consider the number of orders your kitchen handles during peak hours. A high-volume quick-service restaurant will have different needs compared to a fine-dining establishment.

What does your kitchen layout look like? The physical layout of your kitchen should influence your KDS choice. The system needs to be easily integrated into your existing setup without disrupting workflow. 

Step 2: Identify your POS integration options 

Are you looking for a system that will integrate seamlessly with your current POS, or would you like a new one altogether? If you’re happy with your current POS system, choose a KDS that’s compatible. This will allow for automatic transmission of orders and real-time updates, as well as smooth data flow through different departments.

While budget is an important factor, it's equally essential to consider the long-term value of your investment. It’s worth calculating the following:

Initial investment vs. long-term savings: A good KDS may have a higher upfront cost but can lead to significant savings over time. You want something that will last and evolve with your business.

ROI analysis: Consider how the KDS will impact your operations and potentially increase profits through faster service times and customer loyalty.

Like any successful business partnership, a KDS should have the ability to grow with your business. Look for a system that has these elements to ensure it’s a good long term match:

Adaptability: Does the KDS have the bandwidth to adapt to an increasing number of workstations, order volume, and menu items as your restaurant expands?

Customization options: Modern KDS solutions often offer customizable features. Can it be tailored to your restaurant's unique requirements and preferences?

Step 5: Establish the key features your restaurant needs

When evaluating different KDS options, look for essential features like:

A user-friendly interface: The system should be intuitive and easy for kitchen staff to use, minimizing training time and improving operations quickly.

Real-time order updates: Look for features that facilitate instant communication between front and back of house staff. 

Order routing: Advanced systems can automatically direct orders to specific kitchen stations to optimize workflow.

Performance analytics: Choose a KDS that provides valuable insights into kitchen performance, and identifies order trends and peak times.

Step 6: Investigate the durability of the hardware 

The demanding environment of a commercial kitchen requires a high level of hardware durability. Look for things like:

Robust construction: Ensure the hardware is built to withstand heat, humidity, and potential spills.

Screen clarity: Make sure the displays are easy to read in a variety of lighting conditions and from different angles.

Step 7: Confirm ongoing support and maintenance

Choose a KDS provider that offers comprehensive training and ongoing support. You should also receive regular software updates with your KDS package.

By carefully considering these factors and aligning them with your restaurant's specific needs, budget, and existing technology infrastructure, you can select a KDS that not only meets your current requirements but also supports your future growth. Remember, the right KDS should seamlessly integrate into your operations, enhancing efficiency, reducing errors, and ultimately improving the dining experience for your customers.

The cost of a kitchen display system can vary widely depending on the provider and features. It’s important to note that you will be paying for both the hardware and the monthly software payments. Generally speaking:

A monthly KDS system can cost between $20 for the most basic monthly plan and up to $99 for a more comprehensive monthly plan.

The prices for fixed hardware range from around $219 for a tablet to up to $1,200+ for a mounted screen.

Otter’s KDS starts at $15 per month for the software and $1000 or $75 per month for the hardware, whichever payment plan suits your budget best.

Many KDS solutions are designed to integrate with various Point of Sale (POS) systems, but compatibility is not universal. It's crucial to verify integration capabilities before choosing a KDS. 

Does Otter’s KDS integrate with any POS system?

Otters provides its own, top-of-the-line POS system to ensure optimal reliability and synchronization with their KDS system. 

Is training required for staff to use a KDS?

Yes, training is typically required for staff to effectively use a Kitchen Display System (KDS). While modern KDS solutions are designed to be user-friendly, initial training is necessary to ensure proper usage and maximize benefits. Many KDS providers offer resources like manuals, video tutorials, and hands-on practice to facilitate a smoother transition and help staff fully leverage the system's capabilities.

How does a KDS improve kitchen efficiency?

Reducing order errors and improving communication between front-of-house and kitchen staff

Providing real-time updates on order statuses and special requests

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