EPOS Systems for UK Businesses: The Future of Smart Transactions
If you work in an industry such as hospitality or retail, you will likely be experienced with using an EPOS system, and regardless of whether you run a small independent shop, a bustling restaurant, or a multi-location enterprise, having the right EPOS system can streamline transactions, track inventory, and improve overall efficiency.
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Why Upgrade to an EPOS System?
EPOS systems do more than just process sales – if you have the right one, it can provide your business with valuable data insights, automate tasks, and improve your customers overall experience.
Here’s why thousands of UK businesses are switching to EPOS:
- Faster transactions – Reduce checkout times and serve more customers.
- Inventory management – Track stock levels in real-time and automate restocking.
- Integrated payments – Accept card, contactless, and mobile payments effortlessly.
- Sales reporting & analytics – Gain valuable insights into sales trends and customer preferences.
- Multi-location management – Sync data across all business locations.
- Loyalty & promotions – Easily run customer reward schemes and targeted promotions.
- Cloud-based access – Manage your business from anywhere, on any device.
Best EPOS Features for UK Businesses
Choosing the right EPOS system means finding one with the right features to support your business and here is what you should look for:
- Customisable interface – User-friendly touchscreen systems for quick transactions.
- Barcode scanning & label printing – Speed up sales and track inventory effortlessly.
- Staff management tools – Monitor employee performance and manage shifts.
- Omnichannel integration – Sync online and in-store sales for seamless operations.
- CRM & customer data – Collect and analyse customer purchasing habits.
- Secure cloud storage – Keep all data backed up and easily accessible.
- Robust security – Protect your transactions with PCI-compliant security measures.
Comparing the Top EPOS Providers in the UK
With so many EPOS solutions available, it’s important to compare features, pricing, and support, so let’s go through some of the best providers in the UK:
| Provider | Best For | Starting Price | Key Features |
|---|---|---|---|
|
Small businesses | Free plan available | Mobile POS, inventory tracking, analytics |
|
Retail & hospitality | From £39/month | Cloud-based, multi-location support, advanced reporting |
|
Versatile solutions | From £25/month | Hardware + software bundles, integrations with payment providers |
|
Budget-friendly | From £29 one-time | Simple setup, payment integration, tablet-based system |
|
Growing businesses | From £18/month | Advanced analytics, staff & customer management |
|
Restaurants | From £69/month | Table management, menu customisation, integrated payments |
How to Choose the Right EPOS System for Your Business
Selecting the best EPOS provider depends on your business needs, so before making your final decision (a big commitment)! Ask yourself the following questions:
- What type of business do you have?
- Do you need a system tailored for retail, hospitality, or service-based businesses?
- What hardware and software would you prefer, and what is compatible with your existing systems?
- Is the system scalable?
- How easy is the system to use and train your staff on?
- Does the system connect with your accounting software, CRM, or online store?
- What is their customer support like? 24/7 assistance is crucial for troubleshooting issues.
Future Trends in EPOS Technology
EPOS technology so you must stay ahead of the curve gain a competitive edge, and we think some upcoming trends include:
- AI-driven analytics – Predictive sales forecasting and personalised customer recommendations.
- Self-service kiosks – Enhancing efficiency and customer experience.
- Biometric payments – Fingerprint and facial recognition payment options.
- Cloud-based & mobile EPOS – Access sales and inventory from anywhere.
- Sustainability features – Digital receipts and eco-friendly inventory tracking.
Get Started with the Right EPOS System
We think that upgrading to an EPOS system can really improve how your business operates, giving you better efficiency, increasing your sales, and enhancing your customer experience.
If you’re ready to modernise your payment processing and streamline your operations, explore our in-depth provider comparisons or contact us for personalised advice!
A Complete Guide to EPOS Software for UK Businesses in 2025
EPOS software is an essential tool for retailers, hospitality businesses, and service providers. They are no longer just about processing payments, and modern EPOS software integrates with inventory management, customer relationship management (CRM), reporting, and even online sales!
Features of EPOS Software
When selecting EPOS software, businesses should consider the following features to ensure it meets their needs:
1. Cloud-based EPOS software
Cloud-based solutions offer remote access, automatic updates, and data security, making them ideal for businesses with multiple locations or remote management needs.
Benefits:
- Access sales data from any device, anywhere.
- Automatic software updates without downtime.
- Secure storage with real-time backups.
Ideal for: Growing businesses, franchises, and remote management.
2. Inventory/stock management
An efficient EPOS system should track stock levels, automate reordering, and provide real-time stock insights.
Features to look for:
- Low-stock alerts and automated reordering.
- Multi-location inventory tracking.
- Integration with eCommerce platforms for unified stock control.
Ideal for: Retail stores, supermarkets, and restaurants managing perishable goods.
3. Integrated payment processing
Modern EPOS software integrates with various payment providers, enabling your business to accept:
Payment methods supported:
- Contactless card payments (Visa, Mastercard, Amex, etc.).
- Mobile wallets (Apple Pay, Google Pay, Samsung Pay).
- Online payments and invoicing options.
Ideal for: Businesses needing fast, secure, and flexible payment solutions.
4. Customer Relationship Management (CRM) tools
A built-in CRM system within your EPOS software can help your business store customer details, track buying habits, and offer personalised promotions.
Benefits:
- Customer loyalty programme integration.
- Email marketing tools for customer retention.
- Detailed purchase history for personalised recommendations.
Ideal for: Restaurants, retail stores, salons, and gyms looking to enhance customer experience.
5. Reporting & analytics
Data-driven decision-making is essential for growth. Advanced reporting features help businesses track sales trends, identify top-selling products, and improve performance
Essential features:
- Customisable sales reports.
- Staff performance tracking.
- Profit margin analysis and forecasting tools.
Ideal for : Businesses that want real-time insights to improve efficiency and revenue.
6. Multi-channel & eCommerce integration
EPOS software should seamlessly integrate with online stores, marketplaces, and third-party platforms.
Benefits:
- Shopify, WooCommerce, Magento, and other eCommerce platforms.
- Social media sales channels like Facebook & Instagram.
- Marketplace integrations (Amazon, eBay).
Ideal for : Businesses with both physical and online sales.
7. Employee management & scheduling
Managing staff can be challenging, but EPOS software with built-in workforce management tools simplifies the process.
Features:
- Employee clock-in/out tracking.
- Sales performance monitoring.
- Role-based access permissions.
Ideal for : Businesses with large teams or multiple locations.
8. Scalability & customisation
A good EPOS system should grow with your business, offering flexible pricing plans and the ability to add features as needed.
Considerations:
- Can the software support multiple store locations?
- Is it customisable to meet unique business needs?
- Does it support third-party app integrations?
Ideal for : Small businesses planning for long-term growth.
How to Choose the Right EPOS Software
- Consider your industries needs – Retail, hospitality, or service-based businesses have different requirements.
- Check integration compatibilities – Ensure it works with your payment providers, accounting software, and eCommerce platforms.
- Look for scalable options – Choose software that can grow with your business.
- Test their usability – A user-friendly interface reduces staff training time.
- Compare costs– Ensure you get value for money.
Our Final Thoughts: Investing in the Best EPOS Software
We think that the right EPOS software can transform your business operations, increase efficiency, and enhance customer satisfaction and that choosing the right EPOS software in 2025 can help you stay ahead of the competition.
💡 Need help finding the perfect EPOS software for your business? Contact us today for expert recommendations and exclusive deals!
Essential EPOS Hardware Features for UK Businesses in 2025
In 2025 EPOS systems are more advanced than ever, helping UK businesses streamline operations, enhance customer service, and boost efficiency, and having the right EPOS hardware features can make a significant difference in things like your transaction speed, data security, and overall business performance.
Must-Have EPOS Hardware Features
1. Touchscreen terminal
A fast and responsive touchscreen is at the heart of every modern EPOS system.
Benefits:
- User-friendly interface for quick transactions.
- Customisable buttons and layouts to match your business needs.
Multi-touch capability for faster interactions. - Durable and spill-resistant designs for hospitality and retail environments.
Ideal for: Retail shops, hospitality, pop-up stores, and service-based businesses.
2. Contactless & mobile payment support
As the UK moves towards a cashless society, contactless and mobile payment support is essential.
Payment methods supported:
- Contactless debit & credit cards (Visa, Mastercard, Amex, etc.).
- Mobile wallets (Apple Pay, Google Pay, Samsung Pay).
- QR Code payments for fast and secure transactions.
- Buy Now, Pay Later (BNPL) integrations.
Ideal for: Businesses wanting to offer fast, secure, and flexible payment options.
3. Barcode scanner
Barcode scanners improve transaction speed and inventory management, reducing manual input errors.
Types of barcode scanners:
- Handheld scanners – Perfect for checkout counters.
- Wireless Bluetooth scanners – Ideal for warehouses and retail stores.
- 2D/QR code scanners – Supports digital coupons and loyalty programmes.
Ideal for: Supermarkets, retail shops, warehouses, and inventory-heavy businesses.
4. Receipt printer
Even in a digital world, we think that receipt printers remain a must-have feature for businesses that provide physical receipts.
Types of receipt printers:
- Thermal printers – Fast, ink-free printing.
- Bluetooth/wireless printers – Great for mobile businesses.
- Eco-friendly printers – Reduce paper waste with digital receipt options.
Ideal for: Retail, hospitality, and businesses with high transaction volumes.
5. Cash drawer
While digital payments dominate, many businesses still accept cash transactions.
Features:
- Secure locking mechanism to prevent theft.
- Auto-open functionality for seamless transactions.
- Multiple compartments for coins and notes.
Ideal for : Businesses that still accept cash alongside card payments.
6. Customer display screen
Enhance transparency and customer engagement with a customer-facing display.
Why are they important?
- Shows itemised billing and pricing.
- Reduces checkout errors.
- Supports digital signage for promotions and upselling.
Ideal for : Supermarkets, hospitality, and retail stores.
7. Integrated scale (For retail/hospitality)
For businesses that sell food by weight or manage inventory with precise measurements, an integrated weighing scale is a game-changer.
Features:
- Ensures accurate pricing based on weight.
- Reduces manual input errors.
- Fully integrates with your EPOS system.
Ideal for : Butchers, grocery stores, delis, and bakeries.
8. Kitchen display system (For restaurants & cafés)
A Kitchen Display System (KDS) replaces paper tickets, improving your order accuracy and kitchen efficiency.
Why do you need one?
- Digital order tracking for chefs and staff.
- Reduces kitchen errors and speeds up service.
- Works seamlessly with mobile ordering and delivery apps.
Ideal for : Restaurants, cafés, takeaways, and fast-food chains.
9.Cloud connectivity & remote access
Modern EPOS systems are cloud-based, allowing business owners to monitor performance from anywhere.
Benefits:
- Access sales data in real-time from any device.
- Automatic updates and backups for security.
- Multi-location support to manage multiple branches.
Best for: Growing businesses with multiple locations.
10. Robust security & compliance features
EPOS systems handle sensitive customer data, making security features essential.
Security features:
- PCI-DSS compliance for safe card transactions.
- End-to-end encryption for secure data transmission.
- User access controls to prevent unauthorised access.
Ideal for : Any business handling customer payments and personal data.
How to Choose the Best EPOS Hardware for Your Business
When selecting EPOS hardware, consider the following factors:
- Business type – Retail, hospitality, or service-based?
- Scalability – Can the system grow with your business?
- Integration – Does it work with existing software and payment systems?
- Ease of use – Is the interface user-friendly for staff?
- Cost – Consider the total cost, including setup, maintenance, and transaction fees.
Our final thoughts: Invest in the Right EPOS Hardware!
The right EPOS hardware features can improve transaction speed, enhance security, and optimise business performance and if you invest in cutting-edge EPOS solutions, you can future-proof your operations and stay ahead of competitors.
Looking for the best EPOS hardware for your business? Contact us today for expert recommendations and exclusive deals!
EPOS Pricing in 2025: How Much Should UK Businesses Expect to Pay?
Choosing the right Electronic Point of Sale (EPOS) system is a critical decision for UK businesses, and EPOS pricing varies depending on features, hardware, and provider packages.
Let’s break down some of the big questions when it comes EPOS pricing in 2025 to help you make an informed decision.
How Much Does an EPOS System Cost in 2025?
1. EPOS software costs
EPOS software is the core of your system, allowing you to process payments, manage stock, and generate reports. In 2025, businesses can expect the following pricing:
| EPOS Software Provider | Monthly Cost (per user/location) | Features |
|---|---|---|
| Square | Free (basic) / £49+ for advanced | Cloud-based, POS & payment integration |
| Lightspeed | £39 – £79 | Multi-location support, CRM integration |
| Epos Now | £25 – £69 | Real-time reporting, inventory tracking |
| Zettle by PayPal | Free (basic) / £29+ | Tablet-based, mobile-friendly |
| Talech | £49 – £89 | Advanced analytics, custom reporting |
| TouchBistro | £69 – £99 | Hospitality-focused, menu & table management |
2. EPOS hardware costs
Most EPOS systems require hardware such as tills, card readers, barcode scanners, and receipt printers. Some providers offer hardware bundles, while others charge separately for individual devices – so you’ll have to check when choosing your provider.
| EPOS Hardware | Estimated price in 2025 |
|---|---|
| Touchscreen EPOS Terminal | £300 – £1,500 |
| Card Reader | £19 – £200 |
| Barcode Scanner | £50 – £250 |
| Receipt Printer | £70 – £300 |
| Cash Drawer | £50 – £150 |
3. Transaction fees for EPOS payments
When using an EPOS system with integrated payments, transaction fees apply per sale – remember that fees vary based on the provider, payment type, and contract terms.
| Payment Provider | Transaction Fees (UK Cards) | Transaction Fees (International Cards) |
|---|---|---|
| Square | 1.75% | 2.5% |
| Zettle by PayPal | 1.75% | 2.5% |
| SumUp | 1.69% | 2.9% + 25p |
| Worldpay | From 1.5% | 2.75%+ |
| Stripe | 1.5% + 10p | 2.9% + 20p |
How Much Does an EPOS System Cost in 2025?
Businesses can choose from different pricing models when investing in an EPOS system, so let’s compare the two…
1. Purchase
- Pay a one-time upfront cost for the hardware and software.
- Lower long-term costs but requires a larger initial investment.
- Suitable for established businesses with stable operations.
📌 Example cost: Full EPOS system from £800 to £2,500+
2. Rental (usually a monthly payment)
- Pay a monthly fee for both software and hardware.
- Lower initial investment but may cost more in the long run.
- Ideal for seasonal businesses or startups.
📌 Example cost: Rental packages from £50 - £200 per month
3. Subscription (SaaS Model)
- Subscription-based cloud EPOS solutions with lower upfront costs.
- Flexible and scalable, allowing businesses to upgrade easily.
- Best for businesses that want easy setup and remote access.
📌 Example cost: From £25 - £100 per month
Hidden Costs to Watch Out For
When budgeting for an EPOS system, make sure you consider the following additional costs to avoid any nasty surprises:
- Setup/installation fees – Some providers charge an extra fee for onsite installation (£100 – £500).
- Training costs – Staff training sessions may cost £50 – £200 per session.
- Software add-ons – Advanced features like loyalty programmes and CRM tools can increase costs by £10 – £50 per month.
- Support & maintenance – Some providers charge for premium support or maintenance (£10 – £30 per month).
Future EPOS Pricing Trends in 2025
- AI-powered EPOS – Advanced machine learning features may become a premium add-on.
- Blockchain payments – Cryptocurrency transactions could impact payment processing fees.
- More subscription-based models – The SaaS model is expected to dominate EPOS pricing.
- Biometric transactions – Fingerprint and facial recognition payments could introduce new compliance costs.
Our final thoughts
How to Choose the Best EPOS System for Your Budget
Before investing in an EPOS system, you should:
- Compare providers – Look at software fees, hardware costs, and transaction rates.
- Assess your needs – Choose features that match your business model (e.g. retail, hospitality, mobile sales).
- Consider scalability – Ensure the system can grow as your business expands.
- Check for hidden costs – Factor in setup, support, and future upgrade costs.
Read more about EPOS costs here.
💡 Looking for the best EPOS deal in 2025? Contact us for expert advice and exclusive discounts on leading EPOS providers!
What is an EPOS System and Why Does Your Business Need One?
Unlike traditional till systems, EPOS systems can effortlessly integrate real-time reporting, cloud-based management, and multi-channel sales tracking, making them essential for modern UK businesses. So, if you run a retail shop, a restaurant, or an online business, an EPOS system can simplify your life exponentially by streamlining your sales, tracking your inventory, and improving your customer service.
Benefits of Using an EPOS System
We believe that investing in an EPOS system can bring multiple benefits to your business, including:
1. Faster (and more efficient) transactions
- Reduce queue times with a user-friendly touchscreen interface.
- Accept various payment methods, including contactless, mobile wallets, and chip & PIN.
2. Improved inventory management
- Track stock levels in real-time and set low-stock alerts.
- Automate reordering processes to avoid stockouts.
3. Cloud-based access for remote management
- Manage your business from anywhere with cloud connectivity.
- Access sales data, update prices, and monitor employee performance remotely.
4. Advanced sales/business analytics
- Generate detailed reports on sales trends and customer behaviour.
- Identify top-performing products and optimise pricing strategies.
5. Integration with online and offline sales
- Sync in-store and e-commerce sales to manage all orders from one system.
- Provide customers with a seamless shopping experience across multiple platforms.
6. Customer Relationship Management (CRM)
- Store customer details for personalised marketing and promotions.
- Implement loyalty points, gift cards, and targeted discounts to encourage repeat business.
Types of EPOS Systems for Different Business Needs
We think that choosing the right EPOS system will depend on your business model, and to help you get started, here are some of the most popular types used by UK businesses:
| EPOS Type | Best For | Key Features |
|---|---|---|
| Retail EPOS | Shops, supermarkets, fashion stores | Barcode scanning, stock tracking, CRM integration |
| Hospitality EPOS | Restaurants, cafés, takeaways | Table management, kitchen display, split billing |
| Mobile EPOS | Market traders, pop-up shops, delivery services | Portable hardware, contactless payments, cloud connectivity |
| Multi-Channel EPOS | Online & offline retailers | E-commerce integration, order tracking, real-time stock updates |
| Touchscreen EPOS | Fast-paced businesses | Intuitive interface, customisable menus, high-speed transactions |
The Best EPOS Providers in the UK (2025)
With many providers offering EPOS solutions, we’ve shortlisted some of the best options for UK businesses based on pricing, features, and reliability.
| Provider | Best For | Starting Price | Key Features |
|---|---|---|---|
| Square | Small businesses | Free basic plan | Cloud-based, inventory tracking, integrated payments |
| Lightspeed | Retail & hospitality | From £39/month | Multi-location support, staff management, analytics |
| Epos Now | Versatile business needs | From £25/month | Hardware + software bundles, extensive integrations |
| Zettle by PayPal | Startups | £29 one-time | Mobile-friendly, simple interface, card reader included |
| Talech | Growing businesses | From £49/month | Custom reporting, employee & customer management |
| TouchBistro | Restaurants & cafés | From £69/month | Table management, menu customisation, payment integration |
How to Choose the Right EPOS System for Your Business
When selecting an EPOS system, consider the following factors:
- Your business size and needs (for example, retail businesses may need barcode scanners and inventory management tools, but restaurants should look for table management and split-bill features.
- Your budget, and the scalability of the system
- Integration & compatibility features – does the EPOS integrate with your existing payment processor, accounting software, and e-commerce store?
- Customer support options (and ratings)!
- Ease of use