Choosing the right restaurant pos system feels a bit like picking a life partner for your business, doesn't it? It’s the person: or rather, the piece of tech: that’s going to be there during the Saturday night rushes, the quiet Tuesday mornings, and the dreaded end-of-year tax season. If you pick the wrong one, you’re looking at a world of technical glitches and frustrated staff. But get it right, and your whole operation runs like a well-oiled machine.
At What EPOS, we know how overwhelming it can be. You’ve got Toast pos whispering about hospitality-specific features, SumUp pos promising simplicity, and Epos Now offering a massive range of integrations. It’s a lot to take in.
In this guide, we’re going to break down how to choose the best pos system for your specific needs by comparing three of the biggest names in the game. Whether you’re looking for the cheapest pos system to get started or a powerhouse epos system to manage multiple sites, we’ve got you covered.
What Makes a "Good" Restaurant POS System?
Before we dive into the brands, let’s talk about what you actually need. Not every bell and whistle is necessary for every business. A small coffee shop has very different needs than a 100-cover fine-dining restaurant.
When we look at a restaurant pos system, we usually focus on four main pillars:
- Hardware Durability: It needs to survive spills, heat, and heavy-handed waitstaff.
- Software Ease of Use: If it takes three hours to train a new starter, the software is too complicated.
- Specific Features: Think floor plans, split billing, kitchen display systems (KDS), and inventory tracking.
- Cost: This includes upfront hardware costs, monthly software fees, and: the one that often bites: payment processing rates.
Toast POS: The Hospitality Specialist
If you’ve spent any time researching toast pos, you’ll know they are 100% focused on the hospitality industry. They don't do retail, and they don't do hairdressers. They do food and drink, and they do it very well.
Why we like it
The beauty of Toast is how deeply integrated everything is. Their kitchen display systems are some of the best in the business, and their handheld "Toast Go" devices are legendary for speeding up service at the table. Because they only focus on restaurants, every update they release is actually useful for people in our industry.
The Trade-offs
The biggest catch with Toast is that you’re often locked into their payment processing. This means you can’t shop around for a better rate later on. Also, while they offer a "starter" kit, the costs can ramp up quickly once you add things like loyalty programmes or online ordering.
Epos Now: The All-Rounder with Serious Power
When it comes to versatility, it’s hard to beat the epos now till system. We’ve seen this system used in everything from high-end bistros to busy retail stores, and it handles both with ease.
What we really love about Epos Now is its AppStore. It works a bit like your smartphone; if you need a specific feature: like a specialized accounting link or a specific delivery integration: there’s almost certainly an app for it. This makes it a fantastic best pos system candidate because it grows with you. You aren't stuck with just the features you bought on day one.
Why it’s a top contender
It’s incredibly user-friendly. You can set up your menu, organize your table layout, and start taking payments in a matter of hours, not days. For those concerned about the bottom line, it’s also very competitively priced, often appearing on lists for the cheapest epos options when you consider the sheer amount of hardware you get in their bundles.
If you want the full lowdown on why this system is such a heavy hitter, you should definitely check out our Epos Now till system review. It goes into the nitty-gritty of the features that make it a favourite for UK business owners.
SumUp POS: The Simple, Low-Cost Entry
If you’re running a pop-up, a small cafe, or you’re just starting out and need the cheapest pos system that actually works, SumUp pos is likely on your radar.
SumUp started with those tiny white card readers we see everywhere, but they’ve grown into a full pos system provider. Their "Lite" and "Pro" versions offer a clean, no-nonsense interface that is perfect if you don't want to spend days staring at a manual.
The Good and the Bad
The "pay-as-you-go" model is great for businesses with fluctuating turnover because there are no hefty monthly contracts. However, for a high-volume restaurant, the flat-rate transaction fees can actually end up being more expensive than a dedicated contract. It also lacks some of the deep inventory management and complex floor-plan features you’d find in something like Toast or Epos Now.
Comparing the Costs
It’s the question everyone asks: "What’s it going to cost me?"
- Toast: Usually involves a monthly software fee + hardware costs + a percentage of every sale. Best for mid-to-large restaurants that need the best features and don't mind the "closed" ecosystem.
- Epos Now: Often has great upfront hardware deals (sometimes as low as £100-£200 for a full till set). You pay a monthly fee for the software, but you have more flexibility with how you handle payments. It’s a great balance of professional power and affordability.
- SumUp: Low or no monthly fees, but higher transaction rates. It’s the "easy in" option for smaller setups.
Retail vs Hospitality Needs
While this guide focuses on restaurants, it's worth noting that your choice might change if you have a retail element (like a deli counter or a gift shop).
Systems like Shopify pos or the retail version of Epos Now are better suited for tracking thousands of individual SKUs and barcodes. If you’re purely hospitality, stick to something built for tables and kitchens. If you're looking for a retail pos system that can also handle a bit of coffee-serving, Epos Now is usually the most flexible bridge between the two worlds.
How to Make the Final Decision
Choosing your epos system shouldn't be a snap decision. Here’s how we recommend you narrow it down:
- Count your covers: If you have more than 10 tables, you need a system with a dedicated floor plan and KDS.
- Check your internet: Some systems (like Toast) have better "offline modes" than others. If your Wi-Fi is patchy, this is vital.
- Think about growth: Are you planning to open a second location next year? You’ll want a system that makes multi-site management easy. We think Epos Now is particularly strong here.
- Get a demo: Never buy a system without seeing the "back office." This is where you’ll be doing your reports and menu changes. If it looks like a 1990s spreadsheet, run away!
Final Verdict: Which should you choose?
If you want the most specialised, hospitality-only experience and don't mind being locked into their ecosystem, go for Toast pos.
If you want something simple, cheap, and easy to set up for a small venture, SumUp pos is a solid bet.
However, for most UK business owners who want a professional, scalable, and feature-rich restaurant pos system, we find it hard to look past Epos Now. It offers the best mix of "big business" features with "small business" pricing.
It's definitely worth getting a demo and seeing how the interface feels for you. For a much more detailed look at the hardware and the latest pricing, head over to our Epos Now till system review. It’s one of the most popular systems for a reason, and it might just be the partner your restaurant has been looking for.
Still not sure? You can always browse our other EPOS till systems or check out our guide on the cheapest POS system for restaurants.
Running a business is hard enough: don't let your till system make it harder. Pick the one that fits your workflow, and you'll be amazed at how much time (and sanity) you get back!