Best EPOS Systems UK 2026: Costs, Providers & How to Compare
Quick Answer
The best EPOS system depends primarily on how your business sells.
A small market trader may only need a card reader and free POS app, whereas retailer could need:
- stock control
- barcode scanning
- product variants
- returns
- ecommerce synchronisation
A restaurant might instead need:
- table plans
- tabs
- split bills
- menu modifiers
- kitchen displays
- online ordering
| Your business |
What we would compare first |
| Market trader / pop-up |
Free or low-cost mobile POS |
| Small shop |
Retail EPOS + stock control |
| Café |
Simple hospitality EPOS |
| Restaurant |
Table-service EPOS + kitchen workflow |
| Pub / bar |
Fast hospitality EPOS + tabs + stock |
| Takeaway |
EPOS + online ordering + kitchen management |
| Salon / spa |
EPOS + appointments + customer records |
| Online + physical retailer |
Omnichannel EPOS |
| Multi-site business |
Cloud EPOS + central reporting |
Our view: do not choose EPOS by looking only at the monthly software price.
The real comparison is: software + hardware + payment processing + integrations + support + contract costs
Free quotes • No obligation • Compare UK EPOS providers by business type
How Do We Work?
Our comparisons are researched and reviewed by the Compare Your Business Costs editorial team using provider information, pricing data and UK business buying criteria. See how Compare Your Business Costs works.
Authored by: Ally Cox – Business Technology & B2B Services Specialist, 10+ years’ experience.
Reviewed by: James Ward.
Last Updated: September 2026
EPOS Cost Calculator UK
Estimate your likely EPOS software, hardware, setup and payment-processing costs.
The calculator gives a budgeting estimate rather than a guaranteed provider quote.
EPOS System Cost Calculator UK
Estimate your EPOS software costs, hardware spend, setup fees, monthly support costs and total contract value.
Different business types need different EPOS features.
Changing this updates the estimated software cost.
Most businesses compare EPOS and card payments together.
Important for retail, pharmacy, hospitality and multi-site businesses.
Table plans, tabs, split bills, kitchen printing or KDS.
Useful for salons, spas, clinics and appointment-led businesses.
Useful for repeat customers, promotions and email marketing.
Useful for Shopify, WooCommerce, delivery apps or online menus.
Hardware can be one of the biggest upfront costs.
Setup cost varies by provider and complexity.
Higher support levels can be worth it for busy venues.
Used to estimate total contract value.
Your estimated EPOS system costs
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Recommended EPOS type
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Potential monthly saving
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Enter your business details to estimate your EPOS system costs.
Recommendation will appear here.
This calculator is an estimate only. Actual EPOS costs vary by provider, business type, hardware, payment processing, integrations, contract length, support, setup, stock management, booking tools and hospitality features.
Actual EPOS pricing depends on the provider, number of tills, hardware, card turnover, integrations, locations, support and contract terms.
Key Takeaways
- EPOS stands for Electronic Point of Sale.
- A modern EPOS system manages the sale as well as related stock, reporting, staff and workflows.
- Square currently offers core POS software for £0/month with payment fees applying.
- Square for Retail Plus currently costs £49/month per location.
- SumUp currently offers POS Plus at £39/month ex VAT and POS Pro from £49/month.
- Shopify POS is included with Shopify plans, while POS Pro currently costs an additional £69/month per location.
- Retail and hospitality EPOS should not be treated as interchangeable.
- Payment processing can cost far more over time than the EPOS software subscription.
- Check whether your chosen EPOS locks you into one payment processor.
- Offline capability and broadband resilience matter if the business cannot trade without the till.
- Compare total annual and contract cost rather than headline software price.
What Is an EPOS System?
An EPOS system is the software and hardware used to record and manage sales, so depending on the product, it could handle:
- sales
- products
- payments
- stock
- refunds
- discounts
- receipts
- staff permissions
- customer records
- reporting
- VAT information
- online orders
- tables
- kitchen orders
- appointments
- multiple locations
An EPOS system manages the transaction. A card machine processes the payment.
Many businesses use both as an integrated setup.
EPOS vs POS: Is There a Difference?
POS means Point of Sale.
EPOS means Electronic Point of Sale.
In the modern UK market, the terms are frequently used interchangeably.
We would not choose one system over another because one supplier calls it “POS” and another calls it “EPOS”.
Compare what the software actually does.
The Four Main EPOS Options
1. Mobile/App-Based POS
Usually runs on:
Best for: market traders, pop-ups, mobile sellers and very small businesses.
2. Retail EPOS
Built around products and inventory.
Best for: shops, pharmacies, boutiques, charity shops and physical retailers.
3. Hospitality EPOS
Built around orders, menus and service.
Best for: cafés, restaurants, pubs, bars and takeaways.
4. Omnichannel / Multi-Site EPOS
Connects sales across several:
- stores
- websites
- locations
- channels
Best for: growing retailers, chains and ecommerce brands with physical stores.
Our View: Sector Fit Matters More Than Feature Count
A system can have 100 features and still be a poor restaurant till if staff cannot:
- open a table
- split a bill
- send an order to the kitchen quickly
Likewise, a beautiful café till is a poor choice for a fashion retailer if it cannot manage:
- size and colour variants
- barcode stock
- multi-store inventory
- online stock synchronisation
Start with the workflow, not the provider logo.
How Much Does an EPOS System Cost?
There is no single useful “average EPOS price” because modern EPOS pricing is split across several components.
| Cost |
Typical pricing approach |
| EPOS software |
£0/month to £100s/month |
| Additional location |
Monthly licence / custom quote |
| Card reader |
Low upfront cost or rental |
| Full till hardware |
Hundreds to £1,000s depending on setup |
| Payment processing |
Percentage/fixed transaction fee |
| Integrations |
Included, add-on or third-party charge |
| Installation/training |
Free, fixed fee or quote |
| Support |
Included or premium tier |
Current EPOS Pricing Examples
Published prices from major providers illustrate how different the models are.
Prices and promotions can change. Check the provider’s current quote before buying.
Square EPOS
Square has one of the simplest starting propositions and their core Square Point of Sale software currently costs:
£0/month
You then pay payment-processing fees when transactions are taken.
Current standard in-person UK processing is:
1.75%
Hardware currently starts from:
- Square Reader: £19 + VAT
- Square Stand: £99 + VAT
- Square Terminal: £149 + VAT
- Square Handheld: £169 + VAT
- Square Register: £699 + VAT
Square for Retail
Square currently offers:
- Free: £0/month
- Plus: £49/month per location
- Premium: custom pricing
The Plus tier adds deeper inventory and retail reporting capability.
Our View on Square
Square is one of the strongest starting comparisons for small businesses because the barrier to entry is very low.
But as turnover grows, the card-processing cost can matter more than the free software.
See our Square EPOS review.
SumUp POS
SumUp combines payments and POS functionality and their current pricing includes:
- POS Plus: £39/month ex VAT
- POS Pro: from £49/month
POS Plus adds functionality such as:
- floor plans
- accounting synchronisation
- barcode scanning
POS Pro includes broader hospitality and reporting functionality.
Payments
SumUp’s standard pay-as-you-go card rate is currently:
1.69%
Their Payments Plus plan currently costs £19/month and reduces eligible domestic in-person card rates to 0.99%.
Our View on SumUp
SumUp is worth comparing where:
- payments and EPOS need to work closely together
- you want a relatively simple commercial setup
- you operate retail or hospitality
See our SumUp POS review.
Shopify POS
Shopify is particularly relevant for retailers already selling online – their POS functionality is tied into the wider Shopify commerce platform.
Current monthly pricing includes plans such as:
with POS functionality included.
Advanced in-store capabilities can be added through:
Shopify POS Pro – currently £69/month per location
POS Pro adds functionality such as:
- advanced inventory management
- staff functionality
- professional retail reports
- cross-location returns/exchanges
- deeper omnichannel features
Our View on Shopify POS
Shopify is one of the most logical EPOS choices for a retailer whose ecommerce store already runs on Shopify.
The major advantage is not simply the till, it’s the connection between:
online orders + physical stores + inventory + customers
See our Shopify POS review.
Other EPOS Providers to Compare
| Provider |
Best reason to compare |
| Square |
Low-cost entry and payments integration |
| Shopify POS |
Omnichannel retail |
| Lightspeed |
Retail and hospitality depth |
| Epos Now |
Broad SME retail/hospitality proposition |
| SumUp |
Payments + POS for SMEs |
| Clover |
Integrated payments and POS |
| TouchBistro |
Restaurant-focused EPOS |
This is a shortlist, not a universal ranking.
Best EPOS for Retail
Retail buyers should prioritise:
- inventory
- barcodes
- product variants
- supplier data
- returns
- discounts
- customer profiles
- multi-location stock
- ecommerce synchronisation
Providers worth comparing include:
- Shopify POS
- Square for Retail
- Lightspeed Retail
- Epos Now
- Clover
See our Retail EPOS Systems guide.
Our View: Omnichannel Is Becoming the Real Retail Differentiator
If you sell both online and in-store, the important question is not:
“Can this till take payments?” it’s
“Does the same inventory and customer information work across both channels?”
Look for:
- single inventory
- click and collect
- cross-channel returns
- customer history
- gift cards
- online/in-store synchronisation
Best EPOS for Restaurants
A restaurant system should prioritise:
- table management
- tabs
- split bills
- courses
- menu modifiers
- tips
- kitchen printing
- kitchen display screens
- staff permissions
- online ordering
- delivery integrations
See our Restaurant EPOS guide.
Best EPOS for Cafés
Cafés generally need fewer table-management features but fast service becomes critical.
We would prioritise:
- fast item buttons
- card integration
- tips
- modifiers
- receipts
- basic stock
- staff access
- loyalty where useful
See our Café EPOS Systems guide.
Best EPOS for Pubs & Bars
Look for:
- fast transaction processing
- tabs
- staff permissions
- product buttons
- stock
- discounts
- multiple tills
- central reporting
See our Pub EPOS Systems guide.
Best EPOS for Takeaways
Takeaways should compare:
- menu management
- modifiers
- kitchen printing
- KDS
- collection
- online ordering
- delivery-platform integration
The major cost question is often whether online orders flow directly into EPOS or need to be re-entered manually.
See our Takeaway EPOS guide.
Best EPOS for Salons & Spas
For appointment-led businesses, compare:
- online booking
- calendar
- customer records
- services
- staff schedules
- product sales
- deposits
- reminders
A generic retail till may be cheaper but create more admin if appointments are managed separately.
EPOS Software vs EPOS Hardware
|
Software |
Hardware |
| What it includes |
Sales, products, reports and workflows |
Till, tablet, printer, scanner, display |
| Cost |
Usually recurring |
Purchase, finance or rental |
| Upgrade cycle |
Cloud updates |
Physical replacement |
| Provider lock-in risk |
Data / integrations |
Compatibility / ownership |
What EPOS Hardware Do You Actually Need?
Potential hardware includes:
- tablet
- touchscreen till
- card reader
- receipt printer
- cash drawer
- barcode scanner
- label printer
- customer display
- kitchen printer
- kitchen display
- handheld ordering terminal
Our View
Buy the minimum hardware required for the workflow.
A cashless market stall does not need:
- cash drawer
- barcode scanner
- large receipt printer
A high-volume retailer probably does.
EPOS and Card Payments
This is one of the most important cost areas – EPOS and payment processing may be:
- provided by the same company
- integrated through a preferred processor
- available from several processors
The commercial difference can be substantial.
Our View: Payment Fees Can Matter More Than EPOS Fees
Imagine two systems:
|
System A |
System B |
| EPOS software |
£0/month |
£50/month |
| Card rate |
1.75% |
1.20% |
If card turnover is £30,000/month:
System A processing:
£30,000 × 1.75% = £525
System B processing:
£30,000 × 1.20% = £360
Add £50 EPOS software:
£410
In this simplified example, the paid EPOS system is still £115/month cheaper overall.
That is why comparing EPOS without payment processing can produce the wrong result.
EPOS + Card Processing Cost Formula
Use: software + hardware/rental + card processing + integrations + support
to compare the true monthly cost.
For payment pricing in more detail, see our Card Machine Costs guide.
Does Your EPOS Lock You Into a Payment Provider?
This should be checked before signing as some EPOS ecosystems work most smoothly with their own payment processing.
Others support several processors.
Ask:
- Can we use another acquirer?
- Would any functionality be lost?
- Is there an integration fee?
- Can payment rates be negotiated?
- What happens if we change processor?
What About Shopify and Third-Party Payments?
Shopify is an important example because its pricing can include additional transaction charges when a third-party payment provider is used instead of Shopify Payments, so if you already use Shopify online, compare:
- Shopify plan cost
- POS Pro where required
- Shopify Payments rates
- hardware
as one complete commercial package.
EPOS Integrations
A good EPOS system should reduce duplicate work.
Potential integrations include:
- Xero
- QuickBooks
- Sage
- Shopify
- WooCommerce
- delivery platforms
- booking systems
- loyalty platforms
- email marketing
- staff scheduling
- payroll
Our View: Native Integration Beats “You Can Export a CSV”
Providers often use “integrates with” loosely and could mean:
- native automatic synchronisation
- third-party connector
- manual CSV export
Ask the supplier to demonstrate the exact workflow.
EPOS and Accounting
Accounting integration can reduce:
- manual sales journals
- VAT rekeying
- duplicate transaction entry
But check:
- how often it syncs
- how refunds are handled
- how payment fees are recorded
- how cash is reconciled
Cloud EPOS vs Traditional Till
|
Cloud EPOS |
Traditional till |
| Remote reporting |
Usually |
Limited |
| Stock |
Advanced |
Limited |
| Integrations |
Strong |
Limited |
| Updates |
Automatic / cloud |
Manual / hardware dependent |
| Multi-site |
Strong |
Limited |
| Internet dependency |
Higher |
Lower |
Does Cloud EPOS Work Without Internet?
Sometimes – but “offline mode” can mean very different things.
Check whether the system can still:
- open the till
- record sales
- print receipts
- send kitchen orders
- process card payments
- access product data
during an outage.
Important: EPOS Offline Mode Is Not the Same as Offline Card Payments
Your EPOS software might continue recording sales while the card terminal cannot authorise a payment.
These are separate capabilities.
Ask both the EPOS provider and payment provider exactly what happens when broadband fails.
Do You Need Backup Broadband for EPOS?
We would strongly consider it if losing internet would stop:
- payments
- online orders
- kitchen workflows
- customer bookings
See our Business Broadband comparison.
EPOS for Multi-Site Businesses
Once you have several locations, priorities change.
Look for:
- central product management
- site-specific prices
- stock transfers
- group reporting
- manager permissions
- cross-location customer information
- central promotions
Also check whether the provider charges:
- per location
- per register
- per user
EPOS for Ecommerce + Physical Stores
Omnichannel retailers should test:
- stock synchronisation
- click and collect
- online returns in store
- customer profiles
- gift cards
- discounts
This is one of the strongest reasons to choose Shopify POS or another genuinely omnichannel platform rather than a traditional shop till.
EPOS Security & PCI DSS
An EPOS system can support secure business processes, but buying one does not automatically make a business compliant, so check:
- PCI DSS responsibilities
- payment-terminal security
- staff permissions
- manager approvals
- refund controls
- audit logs
- software updates
- account security
- data exports
- backup
EPOS and Customer Data
Some systems store:
- names
- email addresses
- purchase histories
- loyalty records
If personal data is collected, UK GDPR responsibilities apply.
Only collect information you genuinely need and make sure:
- staff permissions are controlled
- marketing preferences are handled correctly
- data can be exported/deleted appropriately
Buying vs Renting EPOS Hardware
|
Buy |
Rent/finance |
| Upfront cost |
Higher |
Lower |
| Monthly cost |
Lower |
Higher |
| Ownership |
Usually yours |
Contract dependent |
| Replacement |
Your responsibility |
May be included |
| Flexibility |
Potentially higher |
Contract dependent |
Our View
Compare the total cost across the expected life of the hardware.
A £30/month terminal rental costs:
£1,080 over three years
which may or may not be good value depending on:
- the hardware
- warranty
- support
- replacement policy
Hidden EPOS Costs
Check for:
- additional till licences
- location fees
- staff/user charges
- installation
- training
- premium support
- hardware rental
- hardware replacement
- integration fees
- API access
- stock modules
- loyalty modules
- booking tools
- ecommerce synchronisation
- KDS licences
- card terminal rental
- payment fees
- PCI-related fees
- migration
- exit charges
Our View: Ask for a Three-Year Cost
A useful quote should show:
- upfront hardware
- monthly software
- additional locations
- support
- payment fees
- required add-ons
- contract increases
Then calculate the likely total cost over the contract.
When Should You Replace Your EPOS?
Consider changing if:
- stock is routinely inaccurate
- online and store inventory do not match
- staff re-enter orders manually
- payment reconciliation is difficult
- reporting takes too long
- the till is slow
- you are opening another location
- support is poor
- you cannot access data easily
- your payment rates are uncompetitive
What to Ask During an EPOS Demo
- Show me a normal sale.
- Show me a refund.
- Show me a discount.
- How quickly can staff switch users?
- What happens when the internet fails?
- How does stock update?
- How are online sales synchronised?
- What does the accounting integration actually do?
- Can I use another payment processor?
- What do payment rates become at higher turnover?
- How do I export my data?
- What happens if I cancel?
Our Verdict: What Is the Best EPOS System?
There is no universal best EPOS provider because retail, hospitality and service businesses need fundamentally different workflows.
Our starting recommendations are:
- Very small / mobile seller: Square or SumUp-style low-cost POS
- Small retailer: retail-focused cloud EPOS
- Shopify ecommerce retailer: Shopify POS
- Restaurant: dedicated hospitality EPOS
- Café: simple hospitality EPOS with integrated payments
- Multi-site retailer: advanced retail / omnichannel EPOS
- Chain / complex venue: enterprise or specialist EPOS
Then compare:
- sector-specific workflow
- payment processing
- hardware
- integrations
- support
- offline capability
- total contract cost
The best EPOS is not the cheapest till. It is the system that reduces friction between sales, payments, stock, staff and reporting without creating expensive lock-in.
Frequently Asked Questions
How much does an EPOS system cost?
EPOS software can range from £0/month to £100s per month depending on the business, features and locations. Hardware, payment fees, integrations and support should be added when comparing total cost.
What is the cheapest EPOS system?
Square currently offers core UK POS software for £0/month, with payment-processing fees applying. Low headline software cost does not necessarily mean the lowest total cost once card turnover is considered.
How much is Square EPOS?
Square’s core POS software is currently £0/month. Its standard UK in-person payment fee is 1.75%, while Square for Retail Plus currently costs £49/month per location.
How much is SumUp POS?
SumUp currently lists POS Plus at £39/month ex VAT and POS Pro from £49/month. Payment-processing costs are separate.
How much is Shopify POS?
Shopify POS functionality is included with Shopify plans. Shopify POS Pro currently costs an additional £69/month for each location where the advanced functionality is enabled.
What is the difference between POS and EPOS?
POS means Point of Sale and EPOS means Electronic Point of Sale. The terms are now commonly used interchangeably for modern digital till systems.
What is the difference between EPOS and a card machine?
EPOS manages the sale, products, stock and reporting. A card machine processes the customer’s card payment. Many modern systems integrate the two.
What is the best EPOS for retail?
Retailers should prioritise inventory, barcodes, variants, returns and omnichannel functionality. Shopify POS, Square for Retail, Lightspeed and other retail EPOS systems are worth comparing.
What is the best EPOS for restaurants?
Restaurants should prioritise tables, tabs, split bills, menu modifiers, kitchen workflow and staff permissions rather than generic retail functionality.
Do EPOS systems work without internet?
Some provide offline functionality, but capabilities vary. Always check separately whether the EPOS software and card payments continue to work during an outage.
Should I buy or rent EPOS hardware?
Buying usually costs more upfront but can be cheaper long term. Rental or finance can reduce upfront expenditure but should be compared using the total contract cost.
Can I change payment provider without changing EPOS?
It depends on the EPOS platform. Some systems support several processors while others are closely tied to their own payment ecosystem.
Related EPOS Guides
James Ward is the CEO & Founder of Compare Your Business Costs — a UK-verified comparison platform helping SMEs save money on business broadband, leased lines, phone systems, mobile telecoms, managed services and IT support. With over 10 years of experience in telecoms and technology procurement, James is a trusted UK business expert featured in national media and verified on Companies House.
Co Authors :
Hi, I’m Ally Cox, a senior copywriter and blogger at CompareYourBusinessCosts.co.uk, the UK’s trusted platform for comparing business services.
With 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.
Before joining CompareYourBusinessCosts, I worked across various industries, gaining hands-on experience in HR, copywriting, and business operations- from clocking-in systems to card machines and office technology.
My goal is simple: to help UK businesses make informed, confident decisions when choosing products and services that improve efficiency and save money.
