Whether you’re opening a coffee shop, running a busy gastro pub, or levelling up your café till, choosing the right hospitality POS system is a big decision. With options like SumUp, Toast, and EPOS Now everywhere you look (not to mention Shopify POS peeking in), it’s easy to get overwhelmed with all the techy details and marketing fluff.
We’re What EPOS, and we spend our days helping UK businesses find their perfect fit. In this beginner’s guide, you’ll get the lowdown on each system, pros, cons, and those “wish-I-knew-that” details. We’ll also add in hidden costs, honest verdicts, and our go-to recommendation if you simply want to get trading fast.
What is a Hospitality POS System (And Why Does It Matter?)
A hospitality POS system (sometimes called an EPOS, or Electronic Point of Sale) is the tech at the heart of every modern restaurant, pub, or cafe. It lets you:
- Take payments (card, mobile, even contactless)
- Split bills
- Track tables and tabs
- Print kitchen tickets or send orders to screens
- Run loyalty programmes, discounts, gift cards… the works
Most systems now run in the cloud, so you’re not stuck with clunky back office software only accessible from one till. That’s a plus, especially if you manage more than one location or want to check sales on your phone after closing time.
Why Your POS Choice Isn’t “One Size Fits All”
Let’s skip the hype, no POS system is perfect for everyone. Your priorities might include:
- Price: Upfront cost, monthly fees, transaction charges
- Ease of use: How fast new staff can learn it
- Features: Is table management included? Can you do click & collect?
- Integrations: Does it work with your booking app, delivery services, or Xero?
- Reliability & support: Can you get hold of someone at 9pm on a Friday if things go wrong?
Which is why it’s helpful to see “SumUp vs Toast vs EPOS Now” side-by-side, so you can decide what actually matters for YOUR business.
Meet the Contenders: EPOS Now, Toast, SumUp
EPOS Now
EPOS Now till system in use at a high street café [Image Alt Text: EPOS Now till on a coffee shop counter]
We’d call this the “all-rounder” of hospitality POS. EPOS Now started in the UK and really gets the needs of small independents and fast-growing venues.
Best for:
Independent restaurants, cafes, pubs, bars, multi-site operators, especially those who want flexibility (retail/hospitality crossover).
Key features:
- Cloud-based till you can use on iPad, your own hardware, or their all-in-one unit
- Built-in table and tab management
- Staff clock in/out, rota functions
- Real-time sales & stock reporting, even on your phone
- Integrates with Deliveroo, Just Eat, and online booking systems
- One-stop product catalogues for bar, coffee shop, kitchen, or retail (switch between them easily)
- Custom loyalty, promotions, and gift cards
Pricing:
Starts at £0 upfront on a contract, or one-off fees from £399 (watch for upsells!).
Monthly software £25–£50 for the basics, then extra for modules like advanced inventory/CRM. [Full review, features & tricks: EPOS Now till system review]
Pros we love:
- Super flexible (add modules as you grow)
- Excellent cloud reporting and speedy setup
- Works for mixed retail/café venues
Drawbacks:
- Support can be slow at weekends
- Some “advanced” features (like multi-location stock) cost extra
- Hardware lease options lock you in for a while
Best bit?
It feels familiar, most new staff pick it up after just one shift.
Want the full scoop before committing?
Check our hands-on EPOS Now review for setup tips and money-saving hacks.
Toast
Toast POS on a touchscreen terminal in a restaurant setting [Image Alt Text: Toast POS terminal in UK restaurant]
Here’s one for the foodservice pros, especially if you love detailed training and slick American-style support. Toast is North America’s go-to for busy, high-volume setups, and it’s making inroads in the UK.
Best for:
Restaurants, pubs, QSRs (quick service like takeaways), and anyone who wants best-in-class onboarding and staff training.
Key features:
- Cloud-based, but built around secure, sturdy hardware
- Advanced ordering flows (order at table, quick-service, counter service)
- In-depth kitchen management (KDS, kitchen printers galore)
- Table and seat-level service flows, split bills, course firing
- Advanced staff roles, detailed permissions
- Professional onboarding (remote or onsite)
- Gift cards, loyalty, discount triggers
Pricing:
Four main plans, starting (usually) around £55/month plus hardware. Bespoke quotes are the norm, expect higher monthly costs if you pick extra add-ons.
The Toast strong points:
- Outrageously good customer support and detailed online training
- Powerful reporting, great for managers and multi-site businesses
- Stable when things get manic
But take note:
- The UK product isn’t as established as in the US just yet
- You’ll need Toast’s own hardware (no iPads etc.)
- Monthly costs can add up quickly
- Some integration options are limited
If you want comprehensive training and can handle a bit of upfront investment, Toast is a solid bet, especially for busy, food-heavy operations.
SumUp POS
SumUp POS system with integrated card reader at a casual cafe [Image Alt Text: SumUp POS and card reader on cafe counter]
SumUp made its name as the “cheap card reader” you’d spot at every street food stall, but over the past few years, it’s turned into a full-blown POS option for small venues. If you’re after simplicity and minimal faff, SumUp is worth a peek.
Best for:
Small cafes, pop-ups, coffee carts, and market stalls, or anywhere you want to get started without big upfront costs.
Key features:
- Dead simple iPad app or Android solution
- Card reader included in most kits
- Fast payments, auto sync with SumUp account
- Basic inventory, sales reporting
- Receipts (print, email, text)
- Decent integration list (Shopify, delivery apps, etc.)
Pricing:
- Hardware from under £40
- App/software: free entry-level plan, with upgrades for £19–£39/month
- Fees per transaction: usually 1.69%+ VAT for cards
(Get the full breakdown: How much does SumUp charge per transaction?)
Pros:
- Absolutely the lowest startup cost around
- No contracts, easy to leave
- Simple interface, minimal staff training needed
Things to watch:
- Limited to small venues or those with basic needs
- Not ideal if you want slick tableside ordering, loyalty, or advanced features
- Reporting and integrations are improving, but still behind “big” systems
Our view?
If you’re just starting out or need a backup option, SumUp POS is probably the best cheap POS system UK-wide. But if you plan to expand or run complex offers, EPOS Now or Toast might be more future-proof.
Side-By-Side: EPOS Now vs Toast vs SumUp for UK Hospitality
| Feature | EPOS Now | Toast | SumUp |
|---|---|---|---|
| Upfront Cost | £0–£399 | £0–£500+ | £39 (device) |
| Monthly Fees | £25–£75 | £50–£150 | £0–£39 |
| Ease of Use | ⭐⭐⭐⭐ | ⭐⭐⭐ | ⭐⭐⭐⭐⭐ |
| Integrations | Top tier | Growing | Decent/basic |
| Hardware Flexibility | High | Toast-only | iPad, Android |
| Advanced Features | Loads (add-ons) | Loads (core) | Core only |
| Hospitality Focus | Strong | Excellent | Basic |
| Best For | Growing indies, multi-site | Busy restaurants, full service | New/small cafés, pop-ups |
| Full Review | Yes | No | No |
(Always get a demo tailored to your business: you’ll spot hidden costs and upsell options in person.)
Unsung Costs & Practical Considerations
It’s not just licences or hardware. Watch out for:
- Payment processing fees: Toast and EPOS Now use in-house or preferred partners. SumUp keeps things simple with published, flat rates.
- Add-ons: Advanced reporting, loyalty, or Xero/QuickBooks links might be an extra £10–£30 each month: especially with EPOS Now (so it’s worth reading the small print).
- Contracts & lock-in: “Free hardware” usually locks you in for 12–24 months. If you want out early, there could be a penalty.
- Support hours: Does support run 9–5, or are there evening/weekend helplines? EPOS Now and Toast are good but sumUp relies on help docs for most after-hours issues.
Quick Tips for Choosing the Best POS System
- Demo everything: A proper, live demo tells you more in 30 mins than any feature list.
- Think 18 months ahead: Outgrowing basic POS? Will you need loyalty, more sites, click & collect?
- Test support: Ring up out-of-hours: you’ll see if it’s helpful or just lip service.
- Ask about hidden extras: Don’t shy away from “what else might I pay for next year?”
Of course, if you want balanced advice or more on the best epos system in the UK, we’re happy to help and always update our full EPOS Now till system review for new pricing and deals.
Our Recommendation
If you just want to get open and trading with minimal fuss (especially if you plan to scale), EPOS Now is our top pick for most UK hospitality businesses. It’s flexible, feature-rich, and cost-effective over time. Don’t just take our word for it: read real UK reviews here and see current offers.
Toast is the one to beat for full-service big venues and advanced reporting, especially if you like structured onboarding and US-style support. SumUp is unbeatable for tiny venues or new launches, but it’s more limited if you want to grow roots locally.
Ultimately, there’s no "wrong" answer: there’s only the right answer for how you work.
Want More Hospitality Insights or a Personalised Quote?
We keep our hospitality EPOS tips bang up to date, including side-by-sides and tips on avoiding common pitfalls. Or, if you want to skip to a hands-on EPOS Now review, start here.
Still got questions? Drop us a line: we love helping fellow business owners find the perfect fit!