So, you’ve just taken the plunge and invested in an epos system, or perhaps you’re staring at a brand-new box containing an Epos Now till system and wondering where to start. First off, congratulations! Moving from a traditional cash register (or, heaven forbid, a pen-and-paper system) to a modern pos system is one of the best moves you can make for your business.
We know it can feel a bit daunting at first. There are cables, cloud settings, and software updates to navigate. But don't worry, we’ve been through this hundreds of times. At What EPOS, we’re all about making technology work for you, not the other way around. In this guide, we’re going to walk you through everything you need to know to go from "clueless" to "master" of your Epos Now setup.
If you’re still on the fence about which hardware to choose, you might want to check out our in-depth Epos Now till system review to see exactly why it’s a top contender for UK businesses.
What Exactly is an EPOS System?
Before we dive into the buttons and screens, let’s clear up the lingo. EPOS stands for Electronic Point of Sale. Essentially, it’s a combination of hardware (the physical till, printer, and scanner) and software that helps you process sales, track inventory, and manage your customers.
While a basic pos system might just take payments, a full-blown epos system acts as the brain of your business. It tells you what’s selling, what’s gathering dust on the shelf, and who your most loyal customers are. Whether you’re looking for the best pos system for a bustling cafe or the cheapest pos system to get your startup off the ground, the goal is always the same: efficiency.
Setting Up Your Epos Now Till System
When you first unbox your Epos Now kit, you’ll likely find a sleek touchscreen terminal, a receipt printer, and maybe a barcode scanner or card machine. It’s a bit like Lego for grown-ups, everything has its place.
- The Power-Up: Plug your terminal into the mains. You’ll usually find the power button on the right-hand side or underneath the screen.
- Get Connected: This is the most important part. Your system needs the internet to sync with the "Back Office" (the web-based part of the system where you manage everything). We always recommend a wired Ethernet connection for stability, but Wi-Fi works just fine if your signal is strong.
- The Setup Wizard: Once it boots up, Epos Now will guide you through a wizard. It’ll ask you to log in, name your location, and connect your accessories. It’s quite a smooth process, to be honest.
If you find yourself stuck at this stage, it’s definitely worth looking at our detailed review and setup guide which covers the nitty-gritty of the hardware.
Mastering the Daily Basics
Once the system is up and running, you’ll spend most of your time on the "Front Till" screen. This is where the magic happens.
Ringing Up Items
You can either use a barcode scanner (great for a retail pos system) or tap buttons on the screen (perfect for a restaurant pos system). We love how you can colour-code the buttons on Epos Now, it makes finding that "Latte" or "Blue Summer Dress" so much faster during a rush.
Taking Payments
When a customer is ready to pay, hit the "Pay" button. You’ll be given options: Cash, Card, or perhaps even Loyalty Points. If you’ve integrated your card machine (like an Epos Now terminal or even a sumup pos link), the amount will automatically send to the card reader. No more typing in totals manually and making mistakes!
Applying Discounts and Refunds
We’ve all been there, a customer has a voucher, or someone needs to return a shirt. The admin menu (usually the three lines in the top corner) is your best friend here. From here, you can apply percentage discounts or process a quick refund. It’s straightforward, but we suggest practicing a few "dummy" transactions before you open your doors for the day.
Managing Your Inventory Like a Pro
One of the reasons Epos Now is often cited as the best pos system for growing brands is its inventory management. Every time you sell a pint of milk or a sourdough loaf, the system automatically subtracts it from your stock levels.
- Stock Warnings: You can set "low stock" alerts. The system will ping you an email when you’re down to your last five items, so you never have to tell a customer, "Sorry, we’re out of that."
- Bulk Uploads: If you have hundreds of items, don’t type them in one by one. Use the CSV upload feature in the Back Office to get everything sorted in minutes.
If you’re a heavy retail user, you might also be comparing this to something like Shopify POS, which is fantastic for online-offline syncing. However, for a dedicated physical shop, the Epos Now till system offers a very robust, all-in-one feel.
Tailoring the System to Your Industry
Not all businesses are built the same, and your till should reflect that.
For Restaurants and Cafes
If you’re running a hospitality business, you’ll want to use the "Table Management" feature. This allows you to see which tables are occupied, which have finished their mains, and which are waiting for the bill. It’s a lifesaver for busy shifts. If you’re looking for a dedicated restaurant pos system, you might also want to compare Epos Now with Toast POS, which is built specifically for the food industry.
For Retail Shops
In a retail environment, it's all about the barcode. A retail pos system needs to be fast and handle "variants" (like different sizes or colours of the same product). Epos Now handles this beautifully, allowing you to track exactly which size "Medium" t-shirt is your bestseller.
Why You Should Care About the "Back Office"
The till screen is for your staff, but the Back Office is for you. This is a website you can log into from your laptop at home or even your phone while you’re on holiday (though we hope you’re relaxing!).
In the Back Office, you can see real-time sales reports. You can find out:
- What time of day is your busiest? (Do you need more staff at 2 PM?)
- Who is your top-performing staff member?
- What is your actual profit margin after VAT and costs?
Having this data at your fingertips is what separates a "hobby" business from a profitable enterprise. For a deeper look at how the reporting works, head over to our Epos Now review page.
Comparing Epos Now to the Competition
We wouldn't be doing our job if we didn't mention the other players in the game. While the Epos Now till system is a fantastic all-rounder, your specific needs might lead you elsewhere.
- SumUp POS: Often seen as the cheapest pos system for very small vendors or mobile businesses. It's simple but lacks some of the deep inventory features of Epos Now. Check our SumUp POS review for more.
- Shopify POS: The gold standard if most of your sales happen online and you just need a till for the occasional pop-up shop.
- Toast: A heavy hitter for high-volume restaurants that need kitchen display systems and complex floor plans.
Common Pitfalls (And How to Avoid Them)
Even the best systems have hiccups. Here are a few things we’ve noticed beginners struggle with:
- Sync Issues: If you change a price in the Back Office and it doesn't show up on the till, you probably just need to hit the "Sync" button (the little cloud icon). It forces the till to download the latest data.
- Cable Chaos: Keep your cables tidy! A loose power cable can shut your till down right in the middle of a lunch rush. Use cable ties: you’ll thank us later.
- Staff Training: Don't just throw your team into the deep end. Spend 20 minutes showing them how to handle a "wrong item" or a "split bill." It saves a lot of stress during busy periods.
Final Thoughts
Mastering your epos system doesn't happen overnight, but the Epos Now platform is designed to be as intuitive as possible. Once you get the hang of the interface and start using the reporting tools, you'll wonder how you ever managed without it.
If you’re ready to take the next step or want to see if there are any current deals on hardware, make sure to read our full Epos Now till system review. It’s packed with the kind of hands-on advice you need to make the right choice for your business.
At the end of the day, the best pos system is the one that makes your life easier and your customers happier. Happy selling!