An EPOS quote can look inexpensive until hardware rental, payment processing, support and contract terms are added. The fairest comparison is the total cost over the period you expect to use the system, not the first advertised monthly figure.
For a small UK venue, the starting cost can range from software installed on equipment you already own to several thousand pounds for multiple tills, printers, payment devices and professional installation. The right figure depends on how you trade.
The five parts of an EPOS cost
1. Till hardware
A complete counter normally needs a Windows terminal or touchscreen, receipt printer and cash drawer. Hospitality sites may also need kitchen printers, customer displays or handheld ordering devices. Retailers may add barcode scanners and label printers.
Ask whether the equipment is purchased, financed or rented. A low monthly price can be reasonable, but only if you understand the minimum term, total payable and what happens to the hardware at the end.
2. Software
EPOS software is commonly sold as:
- A monthly subscription per till
- A one-off licence
- Free local software with paid setup, hardware or optional services
- Software bundled with a card-processing agreement
Check whether additional terminals, reporting, stock control, backups and software updates cost extra. “From £X” rarely describes the configuration a working venue actually needs.
3. Card payments
Compare the percentage fee, per-transaction charge, monthly terminal rental and minimum service charge. A small difference in processing rate can outweigh the EPOS subscription once card turnover grows.
Do not compare card rates without using your own monthly card volume and average transaction value. Also check contract length, settlement time, chargeback fees and whether you can keep using the EPOS system with another payment provider.
4. Installation and data setup
Someone must configure products, prices, VAT categories, users, printers, payment types and reports. A self-install can reduce cost if the system is genuinely simple and you have time to test it. Assisted installation costs more but can prevent mistakes during launch.
Ask whether menu or product import, staff training and go-live support are included.
5. Support and replacement cover
Find out when support is available and whether it covers software only or also hardware. A venue trading evenings and weekends needs a different service from an office-hours retailer.
A useful three-year comparison
For each supplier, calculate:
- Upfront hardware and installation
- Thirty-six months of software charges
- Thirty-six months of terminal rental and fixed payment fees
- Estimated transaction charges using your real turnover
- Support, updates and replacement cover
- Exit or early-termination costs
This exposes the difference between a low entry price and a genuinely economical system.
Questions to ask before accepting a quote
- Do I own the hardware?
- Is there a minimum contract term?
- What happens if I change payment provider?
- Are updates, backups and support included?
- What does an additional till cost?
- Can the till continue trading if the internet fails?
- Is product or menu setup included?
- Can I export my sales and product data?
- Which charges can increase during the agreement?
When free EPOS software makes sense
Free software can be a strong option for a small independent business when it includes the core till functions you need and runs on suitable existing hardware. It is less attractive when essential reporting, support or payment flexibility is withheld.
Read what free EPOS software actually includes and use the EPOS hardware checklist before comparing offers.
The best-value system is not automatically the cheapest. It is the one whose complete cost, operating risks and contract terms match your venue.