How to Switch EPOS Providers Without Disrupting Your Business

Switching EPOS providers can feel like a daunting task for any UK business. Maybe you’re unhappy with rising fees, limited features, or poor customer support? And don’t forget – upgrading your system is crucial for long-term efficiency.

The good news? Migrating to a new EPOS system doesn’t have to mean downtime or chaos. Your business can transition smoothly and improve operations with a strategic approach and the proper support.

Why Businesses Switch EPOS Providers

• Hidden fees or rising monthly costs
• Limited or outdated features
• Lack of integration with modern payment systems
• Poor customer service or support
• Scalability limitations
• Incompatibility with new business needs (e.g. delivery, mobile ordering, loyalty programmes)

Whatever your reason, a system switch is your chance to upgrade to more brilliant, faster, and flexible technology.

Step-by-Step: How to Switch EPOS Providers

Step 1: Evaluate Your Current EPOS Limitations

List the specific problems you’re facing with your current provider. Consider functionality gaps, service frustrations, and integration issues. This will help guide your new requirements.

Step 2: Define Your New EPOS Requirements

Outline must-have features such as:

• Integrated card payments
• Cloud-based access
• Loyalty programme tools
• Kitchen printing (for hospitality)
• CRM integration
• Real-time reporting

Step 3: Compare New EPOS Providers

Shortlist providers that meet your criteria. Check user reviews, customer support hours, contract terms, and UK-based features.

Step 4: Request Demos and Ask the Right Questions

Arrange live demos and ask:

• How long does the setup take?
• Can you import historical sales and customer data?
• Is the hardware compatible, or will a new kit be needed?
• What training is included?
• Are there penalties for cancelling your current provider early?

Step 5: Plan Your Migration Timeline

Avoid peak periods for your business. Most providers can help schedule the transition during quiet hours or overnight. Make sure to:

• Backup your current data
• Confirm all user logins and permissions
• Schedule on-site setup if needed

Step 6: Train Your Staff in Advance

Training is critical for a smooth switchover. Many providers offer online modules, video tutorials, or in-person support. Ensure:

• Your team knows how to use key features
• Supervisors are trained to troubleshoot
• Everyone understands the new payment workflow

Step 7: Test Before You Go Live

Conduct a test run during a quiet period. Run real transactions, print receipts, test card machines, and ensure orders print to the kitchen or are logged correctly.

Step 8: Go Live and Monitor Closely

Make the complete switch once you’re confident the system is working correctly. Monitor the system during the first few days and keep support contacts handy.

Challenges When Changing EPOS Providers

• Data migration complications: Choose a provider that supports importing historical data.
• Staff resistance to change: Offer early training and highlight the benefits of new features
• Hardware incompatibility: Ask about hardware buy-back or rental options
• Payment provider lock-in: Ensure your new EPOS supports open integration options
• Unexpected downtime: Plan your go-live during off-peak hours

Best EPOS Providers in the UK for Easy Migration (2025)

Our Final Tips for a Smooth EPOS Switch

• Don’t rush the process—plan at least 2 weeks ahead
• Choose a provider that offers hands-on UK-based support
• Make sure your payment processing (e.g. Dojo, SumUp, Zettle) integrates smoothly
• Look for flexibility: no lengthy contracts, free trials, or scalable plans

we think that switching EPOS providers doesn’t have to cause disruption. In fact, with a well-managed transition, you can unlock better service, faster transactions, and more useful business insights!

If you take the time to properly plan, choose the right provider, and training your team, your business can upgrade its tech with minimal fuss. Use the opportunity to futureproof your operations and deliver a better customer experience.

Need Help Comparing EPOS Providers? Use our free comparison tool to find the best UK EPOS system for your business in 2025. Sort by price, features, integrations and more.

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