What is an EPOS system?
Electronic point of sale combines till software with hardware such as a touchscreen, card reader, receipt printer, cash drawer and barcode scanner. Modern systems can also manage products, stock, staff, customers, online orders and reporting.
Several well-known EPOS brands have been acquired or repositioned, and prices change regularly. A reliable comparison is therefore led by current features, contract terms and written quotes from each provider.
EPOS hardware and payment processing
Establish which devices are bought, rented or supplied under a contract and who owns them at the end. Check operating system, warranty, replacement times, printer and scanner compatibility, networking and whether standard hardware can be reused.
Payment processing may be bundled with the till or contracted separately. Compare card-present, keyed, online and refund fees, PCI responsibilities, settlement time, chargebacks and the length and termination of the acquiring agreement.
Software features to compare
Start with the sale workflow: product search, modifiers, discounts, returns, split bills, tips, table plans or variants. Then test the back office using real stock receipts, staff permissions and end-of-day reconciliation.
- Retail or hospitality-specific checkout
- Stock, ingredients, variants and purchase orders
- Customer profiles, loyalty and gift cards
- Staff roles, time tracking and cash controls
- Multi-site products, prices and reporting
- E-commerce, delivery and click-and-collect
- Accounting, payroll and booking integrations
- Offline selling and recovery after reconnection
Total EPOS cost
Add software licences per till, hardware, installation, training, support, updates, payment fees, add-on modules, integrations and replacement devices. A low monthly licence can be outweighed by a long acquiring contract or expensive add-ons.
Ask for a three-year cost based on realistic sales by card type and channel. Record notice periods and whether exports, support or essential features change after cancellation.
Leading EPOS options
Square and SumUp can suit smaller businesses seeking integrated payments and a relatively quick setup. Lightspeed provides deeper retail and hospitality features, while Shopify POS links closely to Shopify e-commerce.
Other specialist systems may better serve restaurants, pubs, grocers, salons or multi-site operators.
A shortlist should follow requirements, not brand familiarity. Demonstrate the busiest and most failure-prone tasks, including returns, split payments, stock adjustments, internet loss and end-of-day reconciliation.
Security, resilience and data
Use individual logins, role-based permissions and multi-factor authentication where supported. Restrict discounts, refunds, cash-drawer access and changes to bank details.
Keep tablets and operating systems supported and physically secure.
Ask what works offline, how queued payments are handled and how data is recovered. Confirm export formats for products, customers, transactions and stock so the business can switch systems without losing its records.
Choosing and implementing an EPOS system
Map requirements, obtain demonstrations, trial key workflows and speak with comparable reference customers. Plan products, tax, modifiers, staff roles, integrations, hardware installation and training before launch.
Run a controlled go-live with a fallback for payments and receipts. Reconcile EPOS sales to card settlements, cash and accounting every day until the process is dependable.
Frequently asked questions
What is the difference between POS and EPOS?
The terms are often used interchangeably. EPOS emphasises an electronic system combining checkout software, hardware, payments and business data.
Can an EPOS system work without internet?
Some systems support limited offline selling, but features and payment risk differ. Test the exact hardware and understand how transactions synchronise after reconnection.
Should payment processing be bundled with EPOS?
Bundling can simplify support and reconciliation. A separate processor may offer choice or pricing flexibility.
Compare total fees, contract length, integrations and responsibility when something fails.