What Is an EPOS System? A Beginner’s Guide for UK Business Owners

Do you know what exactly an EPOS system is, and how they can help your business to surpass the competition?

In this beginner-friendly guide, we’ll explain what an EPOS system is, how it works, the benefits it brings, and why it has become essential for modern businesses across the UK — from retail shops and salons to cafés, restaurants, and mobile traders.

What is an EPOS System?

EPOS refers to a type of system, usually digital, that is used by various industries to process sales.

But they can also do much more!

With the right system, you can easily manage transactions and oversee your essential business operations without having to give it a second thought. These systems combine hardware and software to deliver a truly connected sales experience, making them far more helpful than their predecessor, the cash till!

So as you probably know by now, an EPOS system doesn’t just help you ring up a sale — it can:

track inventory
manage staff
collect customer data
integrate with other tools
and provide valuable reports.

What Is Included in an EPOS System?

Hardware:

A touchscreen terminal or tablet
A card reader (chip & PIN/contactless)
A cash drawer
A receipt printer
A barcode scanner ( this is usually an optional add-on)

Software (a lot of these are customisable add-ons):

Sales and transaction processing
Inventory and stock management
Customer relationship management (CRM)
Handy staff scheduling and performance
A reporting and analytics dashboard
Some kind of integration with accounting, eCommerce, and marketing tools

How Does an EPOS System Work?

A customer makes a purchase at your point of sale.
The item is scanned or selected from the inventory on your touchscreen.
The system calculates totals and taxes automatically.
Payment is processed via card reader, mobile, or cash.
The system updates your inventory, logs the sale, and issues a receipt.
Data is stored securely, often in the cloud, for reporting and future reference.

📌 Today, many EPOS system options are cloud-based, meaning you can access your data from anywhere using a phone, tablet, or computer.

Who Uses EPOS Systems?

EPOS systems are used by a wide range of UK businesses, largely including the following:

Retailers – so they can manage inventory, customer data, and promotions
Restaurants & cafés – to easily manage tables, orders, and kitchen communication
Salons & spas – so they can schedule appointments and track client history
Mobile traders – so they can take payments on-the-go with portable systems
eCommerce retailers – to be able to sync in-store and online stock and sales

Benefits of Using an EPOS System

✅ Faster transactions

✅ Improved accuracy

✅ Real-time reporting

✅ Stock management

✅ Better customer experience

✅ Multi-location support

How Much Does an EPOS System Cost?

EPOS system costs in the UK typically include:

Hardware: From £300–£1,500 (or via monthly rental)
Software: From £0–£99/month depending on features
Fees: Usually 1.4%–1.75% per card payment

Choosing the Right EPOS System

When selecting an EPOS provider, we always suggest that you take the following into consideration:

What industry are you in? (retail, hospitality, services)
What are your budget and setup costs
What features do you need (e.g., stock control, CRM, booking)
Do you want to be able to scale? (can it grow with your business?)
Do you need extra support and training options

our top UK EPOS providers include Square, Zettle by PayPal, Epos Now, Lightspeed, and Shopify POS.

Our Final Thoughts: EPOS Is the Future of Business Transactions

Whether you’re starting out or looking to modernise your existing setup, we think that investing in a good, and industry specific EPOS system can boost your businesses efficiency, improve the customer experience, and help you run your business smarter.

If the cost is stressing you out, rest assured that as technology continues to evolve, EPOS systems are becoming more accessible, affordable, and essential.

💡 Remember to use our comparison tool to explore top-rated providers tailored to your industry and budget.