You might be thinking of turning to epos to utilise their digital tools to manage sales, stock, and customer data, so choosing the right EPOS system is critical. But it’s not just about features – pricing models matter too, and one of the most common questions small business owners ask is:
Should I subscribe to an EPOS system monthly, or pay upfront for one outright?
Join us as we break down the pros and cons of each model, help you identify the best fit for your business, and compare some of the UK’s leading EPOS providers offering both options.
💡 What Is an EPOS Subscription Model?
A subscription-based EPOS model typically involves paying a monthly or annual fee. This fee often includes software updates, cloud storage, customer support, and access to new features.
In contrast, a one-off purchase model allows businesses to buy the EPOS software and/or hardware outright with a single upfront payment. Ongoing costs may be lower, but updates and support can be limited or chargeable.
📊 EPOS Subscription vs One-Off Cost: At a Glance
Feature/Factor | Pay Monthly Subscription | One-Off Purchase |
Initial Cost | Low to moderate | High upfront cost |
Ongoing Costs | Monthly/annual fees | Minimal (occasional support or updates) |
Support & Maintenance | Included | Often extra |
Flexibility | High – cancel/change plans | Low – locked into purchase |
Updates & Features | Regular, automatic | Manual (may cost extra) |
Best For | Startups, small businesses | Established businesses with capital |
Examples (UK) | Zettle, Square, Lightspeed | EPOS Now (hybrid), Loyverse (free option) |
🔍 Pay Monthly EPOS Systems – Pros & Cons
✅ Pros
- Lower upfront costs – ideal for startups or businesses managing cash flow.
- Regular updates & new features – stay current without extra effort.
- Ongoing support included – most providers offer 24/7 help.
- Scalable – change plans as your business grows.
❌ Cons
- Cost adds up over time – you may end up paying more long-term.
- Dependent on provider – if they change pricing or shut down, you’re affected.
- Subscription lock-ins – some may have minimum terms or cancellation fees.
🏷️ One-Off EPOS System Purchase – Pros & Cons
✅ Pros
- Long-term savings – ideal for businesses planning to stick with one system.
- Full ownership – no reliance on monthly payments or subscription terms.
- Data control – in some models, data is stored locally, not in the cloud.
❌ Cons
- High upfront cost – may not be viable for startups.
- Limited support & updates – could incur extra charges.
- Harder to scale – upgrading might mean repurchasing a new licence or system.
🏆 Top UK EPOS Providers by Payment Model
Provider | Subscription Model | One-Off Purchase | Notes |
Zettle | ✅ Yes | ❌ No | Great for mobile businesses and pop-ups |
Square | ✅ Yes | ❌ No | Ideal for small retailers and cafes |
EPOS Now | ✅ Yes | ✅ Yes | Offers both models – flexible for growth |
Lightspeed | ✅ Yes | ❌ No | Premium features for hospitality/retail |
Loyverse | ✅ Free/low-cost | ✅ (some features) | Ideal for microbusinesses, free core features |
✅ Yes | ❌ No | Simple interface, great for salons and service |
💬 Which Model is Right for Your Business?
When deciding between EPOS subscription vs one-off cost, we think you should consider:
- Cash flow – if your budget is tight, a subscription model is easier to manage.
- Growth plans – if you expect to scale quickly, subscription models offer more flexibility.
- Support needs – subscription plans usually include tech support and updates.
- Ownership preference – do you want complete control of your system with fewer ongoing costs?
🔐 Don’t Forget the Hidden Costs
No matter the model, watch for hidden fees such as:
- Card processing fees
- Hardware rentals (for printers, tills, etc.)
- Software add-ons or integrations
- Training or installation charges
🧠Our Final Thoughts
We think that both EPOS subscription models and one-off purchase systems can offer value and it all depends on your business size, sector, and goals. Startups and small retailers often prefer pay monthly EPOS systems due to their flexibility and low startup cost. In contrast, we think that more established businesses may lean towards buying outright to reduce long-term costs.
The good news? Many UK EPOS providers now offer hybrid options – giving you the freedom to scale or switch as your needs evolve.
Read more about EPOS Systems here: