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EPOS & POS

EPOS & POS Systems UK: Compare Software, Payments & Integrations

Independent guidance for businesses comparing EPOS systems, point-of-sale software, integrated payments and providers.
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Choosing the Wrong EPOS System Can Create Problems Beyond the Till

An EPOS system can sit at the centre of a business’s sales, payments, stock, customer data and reporting. Choosing a system that does not fit the way you operate can create problems with integrations, reconciliation, payment processing and future growth.

The right choice is therefore about more than finding a till system. Businesses should consider the software, hardware, payment setup, integrations, contract structure and whether the system can support the way they expect to operate in the future.

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Payment Restrictions

Some EPOS providers bundle payment processing with their software, while others allow businesses to choose their own merchant account or payment provider.

Understanding this before signing a contract can protect future flexibility and make it easier to change payment provider without replacing the entire EPOS setup.

Integration Problems

Your EPOS may need to connect with ecommerce, accounting software, booking systems, stock management, kitchen systems, CRM or other business software.

Businesses with more complex requirements should also consider how the EPOS connects with their wider payment infrastructure. Our Integrated Payments Solutions guide explains how payments can connect with EPOS, ERP, CRM and other software.

Limited Functionality

A system designed for a small retailer may not suit a multi-site restaurant, hotel, wholesaler or fast-growing ecommerce business.

Sector-specific functionality matters. A hospitality business may need tables, tipping and kitchen management, while a retailer may prioritise inventory, barcode scanning and ecommerce synchronisation.

Difficult Switching

Changing EPOS can involve more than installing a new till. Businesses may need to consider hardware, customer data, product catalogues, integrations, payment terminals, staff training and contracts.

If the payment provider is also changing, our guide to switching card machine providers explains some of the additional issues to consider.

Choose an EPOS System Around How Your Business Actually Operates

Modern EPOS systems can combine sales, stock, reporting, customer management and payments within one platform.

However, there is no single system that is right for every business.

A restaurant may prioritise table management, kitchen displays, tipping and pay-at-table. A retailer may need barcode scanning, stock control, ecommerce synchronisation and multi-store reporting. A wholesaler may require customer-specific pricing, account sales, warehousing and ERP integration.

Businesses should therefore start with their operational requirements rather than choosing an EPOS system purely because of its brand, monthly price or bundled card-processing rate.

Merchant Advice Service helps businesses understand these requirements before comparing EPOS and payment providers.

EPOS and Card Payments

The relationship between EPOS and payment processing is becoming increasingly important.

Some systems integrate directly with card terminals so the transaction value is automatically sent from the EPOS to the payment device. This can reduce manual entry and make reconciliation easier.

Other systems operate separately from the card terminal or only support a limited number of payment providers.

Before selecting an EPOS system, establish:

  • Which payment providers it supports
  • Which card terminals are compatible
  • Whether payment processing is mandatory or optional
  • Whether you can retain your existing acquirer
  • Whether the provider charges additional integration fees
  • Whether payments automatically reconcile with EPOS sales
  • What happens if you want to change processor later

Our Card Machines guide explains the wider terminal options available to UK businesses, while our Merchant Accountshub covers acquiring and payment-provider selection.

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Seamless Transactions

Accurate Inventory Management

Enhanced Reporting

Scalability

What Should You Compare When Choosing an EPOS System?

Choosing EPOS should involve more than comparing monthly software prices. Look at the complete commercial and technical setup.

Payments & Terminals

Check whether payment processing is bundled with the EPOS system, which card terminals are compatible and whether you can choose or change your payment provider.

Where online payments, ecommerce or more complex payment flows are involved, businesses may also need to consider the underlying payment gateway.

Software & Integrations

Consider the other systems EPOS needs to connect with, including:

  • Accounting software
  • Ecommerce platforms
  • CRM
  • Booking systems
  • Hotel PMS
  • Stock management
  • ERP
  • Kitchen display systems
  • Loyalty platforms
  • Delivery platforms
  • Business intelligence tools

For businesses with more complex technology stacks, our Integrated Payments Solutions guide looks at the wider integration picture.

Reporting & Operations

The right system should provide the information your business actually needs, from sales and stock reporting to employee performance, multi-location management and reconciliation.

Look at what can be reported centrally and whether data can easily be exported or connected to other software.

Scalability & Flexibility

Consider whether the system can support:

  • Additional locations
  • Additional tills
  • New sales channels
  • Higher transaction volumes
  • Ecommerce expansion
  • New payment methods
  • More complex integrations
  • Centralised reporting

Changing systems can be disruptive, so businesses planning to grow should think beyond their immediate requirements.

EPOS for Hospitality Businesses

Hospitality is one of the areas where EPOS functionality can differ significantly.

Restaurants, pubs, cafés, hotels and takeaways can require different workflows even though they all operate within hospitality.

A hospitality EPOS setup might need:

  • Table management
  • Tabs
  • Split bills
  • Tipping
  • Kitchen displays
  • Kitchen printers
  • Pay-at-table
  • Booking integrations
  • Hotel PMS integration
  • Online ordering
  • Delivery integrations
  • Stock and recipe management
  • Multi-site reporting

Our dedicated EPOS for Hospitality Businesses guide explains these requirements in more detail.

We also have specialist guides covering Restaurant EPOS Systems, EPOS for Bars and Pubs and Till Systems for Cafés and Coffee Shops.

EPOS for Retail Businesses

Retail EPOS requirements can be very different from hospitality.

Retailers may need:

  • Barcode scanning
  • SKU management
  • Stock control
  • Returns and exchanges
  • Customer profiles
  • Loyalty
  • Promotions
  • Ecommerce synchronisation
  • Multi-store stock
  • Central reporting
  • Integrated card payments

Businesses operating both physical stores and ecommerce sites should pay particular attention to how inventory and customer data synchronise between channels.

Our Retail EPOS Systems guide covers the specific requirements retailers should compare.

EPOS for Takeaways and Food Delivery

Takeaway EPOS systems increasingly need to manage sales coming from several channels.

That can include:

  • In-store orders
  • Telephone orders
  • Own websites
  • Mobile apps
  • Delivery marketplaces
  • Click and collect
  • Card payments
  • Cash
  • Kitchen systems

The key question is whether these sales channels feed into one operational system or create separate workflows for staff.

See our EPOS Systems for Takeaways guide for more detail.

EPOS for Wholesale, Cash & Carry and Trade Businesses

Wholesale and trade businesses can require functionality that standard retail EPOS systems do not always provide.

That can include:

  • Customer-specific pricing
  • Trade accounts
  • Credit limits
  • Account sales
  • Invoicing
  • Large product catalogues
  • Warehouse stock
  • Multiple locations
  • ERP integration
  • B2B payments

Our guide to Point of Sale for Wholesale, Cash & Carry and Trade Desk Businesses explains these requirements in more detail.

Businesses using wider distribution software may also find our guide to Distribution ERP and Payment Operations useful.

Check out our EPOS & POS advice

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20 August 2024

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24 June 2020

Epos system for dry cleaners

20 February 2018

Till systems for Cafes and Coffee Shops

19 May 2017

Touch screen point of sale systems

17 May 2017

Point of sale for wholesale, cash and carry and trade desk businesses

15 May 2017

Restaurant EPOS Systems

12 May 2017

EPOS for Bars and Pubs

10 May 2017

Cloud based POS

03 May 2017

Retail EPOS Systems

01 May 2017
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      Here's The Plan

      We make it easy for you to enhance your payment processing capabilities. Follow these three steps to get started:

      Book a Free Consultation

      Discuss your business requirements with our experts.

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      We’ll recommend the best POS system tailored to your needs.

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      Frequently Asked Questions

      What’s the difference between EPOS and POS systems?

      EPOS (Electronic Point of Sale) systems are typically more advanced, offering digital features like real-time reporting and inventory management. POS systems can be more basic but still handle transactions and sales data. We help you choose the right one based on your business needs.

      How long does it take to set up a new POS system?

      Setup times vary, but with our guidance, you can have your new system up and running within a few days, ensuring minimal disruption to your business.

      Are there ongoing costs with the systems you recommend?

      Yes, some systems may have ongoing software fees or transaction charges. We provide transparent advice so you know all potential costs upfront.

      Can I integrate a new POS system with my current setup?

      Absolutely. We help you find systems that are compatible with your existing hardware and software, making the transition as smooth as possible.

      Can I customise the POS system to fit my specific business needs?

      Yes, many POS systems offer customisable features that can be tailored to your industry, whether you need specialised inventory tracking, customer loyalty programs, or unique payment options.

      What kind of support is available after installation?

      We connect you with providers that offer comprehensive support, including setup assistance, troubleshooting, and ongoing maintenance to ensure your POS system runs smoothly.

      How do I know if my business needs an EPOS or a traditional POS system?

      We help you assess your business size, transaction volume, and specific operational needs to determine whether an advanced EPOS system or a traditional POS system is the best fit.

      Is it possible to integrate the POS system with my accounting software?

      Yes, many modern POS systems offer integration with popular accounting software, streamlining your financial management and reducing manual data entry.

      Find an EPOS Setup That Fits Your Business

      EPOS, payments and business software increasingly operate as one connected technology stack.

      Before selecting a provider, understand which functions your business genuinely needs, what must integrate with the system and whether the payment arrangement gives you enough commercial flexibility.

      Merchant Advice Service can help businesses understand their requirements and identify EPOS or payment-provider options that may be relevant.

      For more information about how our service works, read How Merchant Advice Service Works.

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