Meta Description: Looking for the best pos system for your business? We dive deep into the pricing secrets of Toast vs Epos Now to help you find the cheapest pos system without sacrificing quality. Read our expert comparison to find the perfect epos system.
Choosing a new epos system is a bit like buying a new car. On the surface, everything looks shiny, the features are impressive, and the salesperson is telling you exactly what you want to hear. But it’s only once you’ve signed on the dotted line and driven it off the forecourt that you realise the "extra" costs for things like sat-nav or leather seats have pushed your budget through the roof.
In the world of business technology, two names dominate the conversation: Toast and Epos Now. Both claim to offer the best pos system on the market, but their pricing models are worlds apart. If you’re a business owner in the UK, navigating these waters can be tricky. We’ve seen many owners get stung by hidden fees they didn't see coming.
Today, we’re pulling back the curtain. We’re going to share the secrets that the big sales teams often gloss over, comparing Toast vs Epos Now pricing to help you decide which is actually the cheapest pos system for your specific needs.
The "Hidden" Truth About EPOS Pricing
Before we dive into the specific brands, let’s talk about how the industry works. Most companies won't just give you a flat price. Instead, they split their costs into three main buckets: hardware, software, and payment processing.
The secret? Often, a company will offer you the hardware for next to nothing just to lock you into an expensive, long-term payment processing contract. This is where they make their real money. When you're looking for a restaurant pos system or a retail pos system, you have to look at the "Total Cost of Ownership" over three years, not just the upfront price.
Toast: The Powerhouse with a Price Tag
Toast has built a massive reputation as a dedicated restaurant pos system. They are sleek, they are fast, and their software is specifically designed for the chaos of a busy kitchen. However, their pricing can be a bit of a labyrinth.
Toast often uses a multi-tiered pricing model. You might see a "Starter" kit that looks affordable, but as your business grows, those costs can escalate quickly.
The Toast "Secrets":
- Payment Processing Lock-in: One of the biggest things experts don't always shout about is that Toast usually requires you to use their own payment processing. You can’t shop around for a better rate from your bank. This "integrated" approach is convenient, but it means you're stuck with whatever rate they give you.
- Add-on Inflation: Want online ordering? That's an extra fee. Want loyalty programmes? That’s another. While the base software might start around £60-£70 a month, by the time you've added the features you actually need to run a modern restaurant, you could be looking at double that.
Alt Text: A modern restaurant pos system setup on a wooden counter in a busy cafe.
Epos Now: The Versatile Contender
Epos Now is a bit of a different beast. They cater to both the hospitality and retail sectors, making them a very popular choice for hybrid businesses (like a bakery that also sells branded merchandise).
When people search for an epos now till system, they are usually looking for a balance between functionality and affordability. We’ve done a deep dive into their offerings, and you can see our full thoughts in our Epos Now till system review.
The Epos Now "Secrets":
- Hardware Deals: Epos Now is famous for its aggressive hardware pricing. You can often pick up a full terminal for around £349 (sometimes even less during seasonal sales). This makes them a strong candidate for the cheapest pos system title for those who want to own their gear upfront.
- The App Store Model: Instead of forcing you into a massive monthly "Pro" plan, Epos Now uses an App Store. This is great because you only pay for what you use. However, the secret is to keep an eye on those monthly app subscriptions. If you download ten different "free" or "cheap" apps, your monthly bill can creep up.
- Flexibility: Unlike Toast, Epos Now is generally more open to third-party integrations. This means you have a bit more leverage when it comes to who handles your payments or your accounting software.
Comparing the Costs: Toast vs Epos Now
Let's look at a hypothetical scenario. You're opening a mid-sized coffee shop. You need one terminal, a card reader, and basic inventory management.
- Toast: You might pay a lower upfront cost for the hardware, but your monthly software fee will likely be higher, and you'll be tied to their processing rates (which can range significantly depending on your volume).
- Epos Now: You might pay £349 for the terminal upfront. Your software fee might be lower initially, but you’ll need to factor in the specific apps for "Table Management" or "Inventory Plus."
In our experience, Epos Now tends to come out cheaper for small to medium businesses who want to avoid being "locked in" to a single ecosystem. If you want to see how they stack up against other players, check out our SumUp POS system review for another perspective on budget-friendly options.
Alt Text: Close up of an epos now till system screen showing a clean retail interface.
Is It All About the Money?
We know you’re looking for the best deal, but "cheapest" isn't always "best." If your epos system crashes on a busy Friday night, it doesn't matter if it was the cheapest on the market: it's costing you money in lost sales and frustrated customers.
Toast is incredibly robust for high-volume restaurants. If you’re running a 100-cover fine-dining establishment, the extra cost of Toast might be worth it for the peace of mind and the specialist features like "fired" courses and seat tracking.
However, for 90% of the businesses we talk to: local cafes, boutiques, hair salons, and corner shops: the epos now till system offers more than enough power at a much more palatable price point. It’s a workhorse that doesn’t require a degree in computer science to operate.
Industry-Specific Clusters: Where Does Your Business Fit?
For the Hospitality Heroes
If you're looking for a restaurant pos system, your priorities are speed and kitchen communication.
- Toast is built for this. It's their bread and butter.
- Epos Now is very capable here too, especially with their kitchen display system (KDS) integrations.
- SumUp POS is another great shout for smaller coffee shops; you can read about it here.
For the Retail Revolutionaries
If you're in retail, you care about inventory, barcodes, and stock levels across multiple locations.
- Epos Now shines in retail because of its robust stock management tools.
- Shopify POS is the big rival here, especially if you also sell online. We’ve compared them before in our Shopify POS review.
- Toast isn't really a retail system. We wouldn't recommend it for a clothing store or a gift shop.
Alt Text: A retail pos system being used in a boutique clothing shop to scan a barcode.
The Verdict: Which One Should You Choose?
It’s the million-pound question (or hopefully, the few-hundred-pound question).
If you are a dedicated, high-growth restaurant that wants everything under one roof and doesn't mind paying a premium for a "all-in-one" managed service, Toast is a fantastic, if expensive, choice. You can find more details on their specific restaurant features on our Toast page.
But, if you are looking for flexibility, lower upfront costs, and a system that can grow with you without demanding a slice of every single transaction through forced processing, we think the winner is clear.
We consistently recommend the epos now till system for business owners who want a reliable, professional setup without the "corporate" price tag. It’s easy to use, the hardware is solid, and the UK-based support is a massive plus when things get technical.
Ready to take the next step?
Don't just take our word for it. Pricing in the EPOS world changes fast, and often the best deals are found by talking to someone directly. However, before you book any demos, we highly recommend reading our detailed Epos Now till system review. It breaks down the exact costs, pros, and cons so you can go into those sales meetings with your eyes wide open.
Choosing the right epos system is one of the biggest decisions you’ll make for your business this year. Take your time, do your research, and don't let the "secrets" of the industry catch you off guard!
If you need more help or want to compare other brands, feel free to browse our full range of reviews or get in touch with the team here at What EPOS. We're always happy to help a fellow business owner find the perfect fit.
Key Takeaways:
- Toast is great for large restaurants but has higher monthly fees and locked-in processing.
- Epos Now offers excellent upfront hardware value and a flexible "pay-for-what-you-need" app model.
- Always check the "Total Cost of Ownership," including payment processing rates.
- For most UK SMEs, Epos Now provides the best balance of price and performance.