EPOS Charges Explained: Full Breakdown of EPOS Costs for UK Businesses (2026 Guide) Quick answer
EPOS charges typically include hardware costs, software subscriptions, transaction fees, setup, and ongoing support. UK businesses usually spend between £20-£150 per month, plus optional hardware costs.
If you would like to read more information or learn more about the pricing of EPOS Systems, you can do so here.
Contents
What is an EPOS System?
Types of EPOS Charges You Should Know About
Buying vs. Renting an Epos Machine
Tips for Reducing EPOS Charges
How do we work?
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Authored by: Ally Cox (Business Technology & B2B Services Specialist 10+ Years’ Experience)
Reviewed by: James Ward (Telecoms Specialist, 12+ Years Experience)
Last Updated: January 2026
Key Takeaways
EPOS costs include hardware, software, transaction fees and support
Monthly software fees typically range from £20–£150
Card transaction fees usually fall between 1% and 3%
Rental lowers upfront costs but costs more long-term
Buying EPOS offers better value for established businesses
Hidden fees often include setup, upgrades and integrations
What is an EPOS System? An EPOS system is the modern alternative to traditional cash registers, offering a range of features such as customer relationship management (CRM), staff management, real-time reporting (and much more!) For UK businesses of all sizes – from retail shops to hospitality venues – EPOS systems are becoming an indispensable tool.
Types of EPOS Charges You Should Know About EPOS charges can vary significantly depending on the provider, the features you need, and the structure of your business, but here are our top recommendations to watch out for:
1. Hardware Costs
The most basic expense when implementing an EPOS system is the cost of hardware, which can include (but again, depending on your business needs):
Touchscreen terminals
Typically the most expensive hardware, usually ranging from £300 to £1,500 (depending on the brand and capabilities).
Barcode scanners
These can cost anywhere from £50 to £400 , depending on the type and quality .
Cash drawers
Expect to pay between £50 and £150 for a standard cash drawer.
Receipt printers
Prices usually range from £100 to £300.
Payment terminals (or card readers)
These typically range between £30 and £150 for upfront purchase (but also might be available as part of a rental agreement).
Our advice:
Remember that hardware costs will depend on your business type and size – you may need all of the above, but you may also need a minimal setup that is cost-effective to install and run.
2. Software Costs
Most EPOS systems will either come with a monthly or annual subscription for software, and these charges will depend on the features you require (such as inventory management, CRM, or accounting integration). Again, you may need all of these, or none at all – which would significantly impact your overall cost.
Basic plans
Typically range from £20 to £50 per month for small businesses with straightforward needs.
Advanced plans
These might include additional features like analytics, loyalty programmes, or multi-location management, costing between £50 and £150 per month.
Our advice:
We know that software costs can quickly add up, so we think it’s important to choose a plan that matches your needs and budget.
3. Transaction Fees
Many EPOS providers charge transaction fees for credit and debit card payments processed through their systems and these fees typically range from 1% to 3% per transaction, depending on the payment processor. Keep in mind that some providers may charge a flat fee per transaction (e.g., 10p per transaction).
4. Setup and Installation Fees
Depending on the complexity of your desired EPOS system , there may be additional setup and installation charges. This is more common with high-end systems or for businesses requiring custom setups and fees can usually range from £100 to £500 or more.
5. Support and Maintenance Costs
Many EPOS providers offer optional support and maintenance packages to help with any technical issues and these packages can cost anywhere from £10 to £50 per month.
Our advice:
While it may seem like its not necessary , we think this is worth the extra investment to ensure your system remains operational, particularly during peak business hours.
6. Upgrades and Add-Ons
As your business grows or your needs evolve, you may need to upgrade your EPOS system or purchase add-ons, such as additional user licences, software integrations, or specialised features.
Our advice:
We think that it’s important to factor in these potential costs when evaluating EPOS options before you invest into any particular provider.
Buying vs. Renting an Epos Machine
Feature Rental Buying
Initial Cost
Lower
Higher
Long-Term Cost
Higher
Lower
Flexibility
High
Lower
Maintenance
Often included
Additional fees may apply
Ownership
No
Full
Control
Limited
Full
Customer Service
Improved
Improved
Profitability
Increased
Increased
Buying vs Renting
Renting EPOS: Best for startups, seasonal businesses, low upfront cost
Buying EPOS: Best for established businesses, long-term savings, full control
Tips for Reducing EPOS Charges
Take time to compare various EPOS providers and their fee structures. Look for an EPOS system that allows you to start small and add features as your business grows. If your business handles a high volume of transactions, you may be able to negotiate lower transaction fees (never hurts to ask, right?) Some providers offer all-in-one EPOS systems packed with features that you may not use – don’t be sucked in, and only go for what you need (but do look for options to scale up).
Here is a Handy Youtube Video About EPOS Charges
Other useful links:
FAQs 1. What charges are involved with an EPOS system?
EPOS charges usually include hardware, software subscriptions, transaction fees, setup costs, and optional support or add-ons.
2. How much does EPOS software cost per month in the UK?
Most EPOS software costs £20–£150 per month, depending on features and business size.
3. Do EPOS systems charge transaction fees?
Yes. Card payment fees typically range from 1% to 3% per transaction, depending on the provider.
4. Is renting an EPOS system cheaper than buying?
Renting has lower upfront costs but is usually more expensive over time compared to buying outright.
5. Are EPOS setup and installation fees common?
Yes. Some providers charge £100-£500+ for setup, especially for bespoke or multi-site installations.
6. Can EPOS charges increase over time?
Yes. Costs can rise through add-ons, extra users, integrations, upgrades or higher transaction volumes.
7. How can I reduce EPOS costs?
Choose only essential features, negotiate transaction fees, avoid long contracts, and compare multiple providers.
Related EPOS Guides If you’re researching EPOS systems, the guides below cover costs, business types, providers, hardware and future trends in more detail.
EPOS costs & pricing
Understand how EPOS pricing works in the UK, including rental, software fees and hidden charges:
EPOS by business type
Different industries need very different EPOS features. These guides focus on sector-specific requirements:
EPOS hardware & technology
Learn how EPOS hardware, devices and system architecture affect performance and cost:
EPOS providers & software (full reviews)
Detailed, provider-specific reviews are covered separately to keep comparisons unbiased:
Integrations, data & advanced use
For businesses needing deeper integrations and reporting:
EPOS comparisons & future trends
Understand how EPOS systems are evolving and how to compare options fairly:
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Hi, I’m Ally Cox , a senior copywriter and blogger at CompareYourBusinessCosts.co.uk, the UK’s trusted platform for comparing business services.over a decade of experience in the B2B sector, I specialise in simplifying complex topics like leased lines, VoIP, business energy, HR and payroll solutions, accounting software, and EPOS systems .HR, copywriting, and business operations- from clocking-in systems to card machines and office technology .informed, confident decisions when choosing products and services that improve efficiency and save money.
