Choosing the right epos system for your business can feel like a bit of a minefield, can’t it? Whether you’re just starting out with a small pop-up shop or you’re looking to scale your established restaurant, the sheer volume of choices is enough to make anyone’s head spin. From transaction fees to hardware costs and software features, there is a lot to weigh up.
At What EPOS, we spend our days digging into the nuts and bolts of these systems so you don’t have to. We know you’re looking for the best pos system that won’t break the bank, but you also need something reliable that keeps your queues short and your inventory accurate.
In this guide, we’re going to walk you through how to choose the right system for your specific needs, compare the big hitters like Epos Now, SumUp, and Shopify, and help you track down the cheapest pos system for your UK small business.
What Exactly Is an EPOS System?
Before we dive into the comparisons, let’s clear up the jargon. You’ll hear the terms "POS" and "EPOS" thrown around a lot. POS stands for Point of Sale, basically, where the transaction happens. EPOS stands for Electronic Point of Sale.
In modern terms, they’re often used interchangeably, but an EPOS system is generally the more advanced, cloud-based setup that handles not just payments, but your inventory, staff management, and reporting too. If you’re curious about the deeper technicalities, you can check out our guide on the difference between POS and EPOS.
Key Factors to Consider When Choosing
When you’re looking for the best pos system, it’s easy to get distracted by flashy hardware. But the real magic happens in the software. Here’s what we think you should keep at the front of your mind:
1. Ease of Use
You haven't got time to spend weeks training your staff. A good epos system should be intuitive. If a new starter can’t figure out how to process a refund or find a product within ten minutes, the system is too complicated. Square is famous for its simplicity, but the Epos Now till system also scores very highly for its user-friendly interface.
2. Inventory Management
If you’re running a retail shop with hundreds of SKUs or a restaurant where you need to track ingredients, inventory management is your best friend. You want a system that alerts you when stock is low and gives you detailed reports on what’s actually selling.
3. Industry-Specific Features
A restaurant pos system needs features like table management, kitchen display screen (KDS) integrations, and the ability to split bills easily. A retail pos system, on the other hand, needs strong barcode scanning and perhaps an integration with an e-commerce platform like Shopify.
4. Scalability
Are you planning to open a second location next year? You’ll need a system that can grow with you. Choosing a basic, "cheap" system now might save you a few quid today, but if you have to rip it all out and start again in twelve months, it becomes a very expensive mistake.
Comparing the Top UK EPOS Providers
Let’s take a look at some of the heavyweights in the UK market.
Epos Now: The All-Rounder
We’re big fans of Epos Now, and for good reason. It’s one of the most versatile systems available in the UK. Whether you’re in hospitality or retail, it offers a robust set of features that can handle almost anything you throw at it. It’s particularly strong on reporting and has over 400 integrations (including things like Sage and Xero).
If you want a deep dive into why we recommend them so highly, have a read of our Epos Now till system review. It’s often the benchmark we use when comparing other systems.
SumUp POS: Great for Micro-Businesses
If you’re a sole trader or have a very small setup, SumUp POS is a fantastic entry point. It’s simple, the hardware is affordable, and there are no long-term contracts. However, as you grow, you might find the reporting a bit basic compared to more "pro" setups. You can see how they stack up in our SumUp POS system review.
Shopify POS: The E-commerce King
If you already sell online using Shopify, then Shopify POS is a bit of a no-brainer. It syncs your online and offline inventory perfectly. However, if you don't have an online store, the monthly subscription fees might make it a more expensive option than necessary. Check out our Shopify POS review for more details.
Finding the Cheapest POS System for UK Small Businesses
We get it: budget is everything when you're running a small business. But "cheapest" doesn't always mean the lowest upfront price. You have to look at the "Total Cost of Ownership."
Upfront Hardware Costs vs. Monthly Fees
Some providers like Square or Zettle have very low hardware costs (sometimes as little as £19 for a card reader) and no monthly software fees. This sounds like the cheapest pos system on paper. However, they usually charge higher transaction fees (around 1.75%).
Other providers, like Epos Now, might have a monthly software fee but offer lower transaction rates (sometimes as low as 1.3% or lower for high-volume businesses). If you’re processing a lot of sales, that 0.45% difference adds up fast and can easily outweigh the monthly fee.
The "Free" Trap
Be wary of systems that claim to be "completely free." Usually, they make their money back through significantly higher payment processing fees or by locking you into expensive proprietary hardware. According to the Federation of Small Businesses (FSB), understanding your overheads is key to survival, and your EPOS transaction fees are a major part of that.
Industry Focus: Restaurants vs Retail
Your industry dictates what you need.
For those in the food game, a dedicated restaurant pos system like Toast POS or Epos Now’s hospitality suite is essential. You need to be able to send orders directly to the kitchen and manage floor plans. If you're looking to save money in a cafe or bistro setting, check out our guide on the cheapest POS systems for restaurants.
For retail, the focus shifts to stock levels and customer loyalty. A retail pos system should make it easy to sign customers up for a newsletter or loyalty scheme right at the till.
Why We Often Recommend Epos Now
While we look at every system objectively, we often find ourselves coming back to Epos Now as the "best buy" for most UK businesses. Why? Because it strikes the best balance between price, features, and support.
It’s not just a till; it’s a business management tool. We love how it handles complex tasks like adding upsell products and how it integrates with virtually any other software you use via Zapier.
If you’re looking to upgrade, it’s definitely worth taking five minutes to look at the Epos Now review page to see current pricing and offers. They often have deals for new businesses that include hardware for a fraction of the usual price.
Final Thoughts: Making the Choice
At the end of the day, the best pos system is the one that you and your staff feel comfortable using every day. It should be a silent partner in your business, making your life easier rather than giving you a headache.
Don’t just look at the initial price tag. Think about:
- Transaction fees: How much will it cost you per sale?
- Support: Can you call someone at 9 PM on a Saturday if the till crashes?
- Contracts: Are you tied in for 3 years, or can you cancel anytime?
Choosing a system like Epos Now offers a great middle ground: it’s powerful enough for big operations but affordable enough for small ones. You can read our full Epos Now review here to see if it’s the right fit for your shop or restaurant.
Ready to take the plunge? Take your time, get a few demos, and remember that the right system is an investment in your business’s future growth. Good luck!