How Much Does an EPOS System Cost in the UK
Working out EPOS system cost is harder than it should be, because most providers quote a headline software price and leave hardware, card processing, installation and support to be worked out separately. This page breaks the total cost of an EPOS system down into its parts, gives general market ranges without pinning exact figures to any single vendor, and shows a worked three year example so you can compare options on a like for like basis.
Because pricing varies constantly between providers, and depends on the number of tills, sites and add-ons a business needs, treat the ranges here as a starting point for your own research rather than a quote. Always check a provider's current pricing page and read the contract terms before committing.
The Main Components of EPOS System Cost
An EPOS system cost is rarely just one number. Most UK hospitality businesses end up paying for some combination of the items below, and it is common for the software subscription to be the smallest part of the total once hardware and card processing are added in.
- Software subscription, usually billed monthly or annually, sometimes per till or per site
- Hardware, such as a till terminal, cash drawer, receipt printer, card reader and barcode scanner
- Card processing fees, charged as a percentage of each transaction plus sometimes a fixed fee
- Installation and setup, which some providers include and others charge separately
- Ongoing support and training, occasionally bundled in, occasionally a paid add-on
- Contract length and early exit fees, which affect the real cost if your needs change
Typical EPOS Software Pricing Ranges
Across the UK EPOS market, monthly software subscriptions for small hospitality venues generally sit anywhere from a low monthly fee for a single basic till, up to a higher monthly fee for multi till setups with advanced reporting, stock control or loyalty features. Enterprise or multi site packages can run higher again. These are general market observations, not quotes for any specific brand, and pricing varies between providers and changes over time, so always check a provider's current pricing page before assuming a figure.
Some providers price per till, others price per site, and some bundle a set number of user accounts before charging extra. It is worth asking exactly what a quoted monthly price includes before comparing it against another provider's number.
Hardware Costs and Whether You Need to Buy Any
Traditional EPOS hardware, such as a dedicated till terminal, cash drawer and thermal receipt printer, is typically a one off or financed purchase on top of the monthly software fee. Hardware bundles can lock you into a specific supplier for repairs and replacements, which is a cost worth factoring in beyond the initial purchase price.
Not every business needs dedicated hardware. Epos Free is browser based and works on any device with a browser, whether that is a laptop, tablet or desktop computer, so there is no hardware lock in and no requirement to buy a specific terminal to get started. This does not remove the option of using a receipt printer or cash drawer if you want one, but it does mean you are not forced into a bundled purchase just to run the till.
Card Processing Fees
Card processing is usually charged separately from the EPOS software subscription, often as a percentage of each card transaction plus sometimes a small fixed fee per transaction. Rates vary between payment processors and depend on transaction volume, card type and whether the processor is bundled with the EPOS provider or independent.
Because processing fees are charged on every transaction, they can end up being one of the larger ongoing costs for a busy venue, even if the software subscription itself looks inexpensive. It is worth getting a clear, itemised quote for processing rates rather than accepting a vague estimate.
Installation, Support and Training Costs
Some providers include setup, onboarding and staff training in the subscription price, while others charge a one off installation fee or bill support separately once an initial free period ends. Ask whether support is included, what hours it covers, and whether there is a charge for on site visits if hardware needs fixing.
Because Epos Free runs in a browser with no hardware to install, there is no on site installation appointment to book or pay for. Setting up your menu and signing in to save it can be done directly from the free browser based demo on the home page.
Contract Length and Its Effect on Total Cost
Contract length matters as much as the headline price. A lower monthly fee tied to a long minimum term can end up costing more in total than a slightly higher fee with no lock in, especially if your business needs change or you want to switch providers. Always check the minimum term, renewal terms and any early exit or hardware buy-out fees before signing.
Hidden Costs to Watch For
None of these hidden costs are unusual by themselves, but added together they can make a system that looked cheap at signup considerably more expensive by year two. Ask for a full breakdown before comparing providers on headline price alone.
- Payment gateway or processing fees charged on top of the software subscription
- Charges for additional till licences, user accounts or locations
- Fees for software updates, new features or add-on modules such as loyalty or online ordering
- Hardware repair, replacement or warranty costs once the initial warranty period ends
- Early termination fees if you leave partway through a fixed contract
- Data export fees if you want to take your menu or reports elsewhere
How to Cut EPOS System Cost
- Use devices you already own instead of buying dedicated hardware, where the provider supports it
- Avoid long fixed contracts if you are not certain about your needs in twelve months
- Check whether reporting features you actually use, such as revenue and average order value, are included as standard rather than as a paid add-on
- Compare card processing rates separately from the EPOS software fee
- Start with a free or low cost option, such as the Epos Free browser demo which needs no signup, before committing to a paid contract
When Paying for an EPOS System Is Worth It
A paid system can be worth it once a business needs features a free tool does not offer, such as integrated card payment hardware, multi site stock control, or dedicated account management. For a single site cafe, takeaway or bar that mainly needs order taking, a saved menu, order history and basic reporting such as daily revenue, average order value and popular products, a free browser based option can cover the day to day running of the till without an ongoing subscription.
EPOS Cost Checklist
| Cost item | Ask this before signing | Typically included with Epos Free |
|---|---|---|
| Software subscription | Is it billed per till, per site or per user | No subscription needed to try the browser demo |
| Hardware | Is a specific terminal required | No, works on any device with a browser |
| Card processing | What is the per-transaction rate | Cash, card, contactless and gift card recorded, provider dependent for actual processing |
| Installation | Is there a setup fee | No installation, browser based setup |
| Support | Is support included or a paid extra | Sign in to save menu and access core features |
| Contract length | What is the minimum term and exit fee | No hardware lock in, no bundled contract required |
Illustrative Three Year Total Cost of Ownership Example
The figures below are a clearly labelled illustrative example only, built to show how the different cost components add up over time. They are not a quote from any provider and should not be treated as representative of any specific product's real pricing.
| Cost component | Illustrative year 1 | Illustrative year 2 | Illustrative year 3 |
|---|---|---|---|
| Software subscription (example figure) | £600 | £600 | £600 |
| Hardware purchase (example figure, one off) | £800 | £0 | £100 (repairs, example) |
| Card processing (example figure, volume dependent) | £1,200 | £1,300 | £1,400 |
| Installation and training (example figure, one off) | £150 | £0 | £0 |
| Illustrative total | £2,750 | £1,900 | £2,100 |
Frequently asked questions
How much does an EPOS system cost per month in the UK
EPOS software subscriptions in the UK generally range from a low monthly fee for a single basic till to a higher monthly fee for multi till setups with advanced reporting, though pricing varies between providers and this range excludes hardware and card processing costs, which are usually separate.
Is card processing included in the EPOS software price
Card processing is usually charged separately from the EPOS software subscription, typically as a percentage of each transaction plus sometimes a fixed fee, so it should be checked and quoted independently of the software price.
Do I need to buy hardware to use an EPOS system
It depends on the provider. Some EPOS systems require a specific till terminal or hardware bundle, while browser based systems such as Epos Free work on any device with a browser, so no dedicated hardware purchase is required to get started.
What hidden costs should I look out for with EPOS pricing
Common hidden costs include additional till or user licence fees, add-on modules such as loyalty or online ordering, hardware repair or replacement charges once a warranty ends, and early termination fees on fixed contracts.
Is a free EPOS system good enough for a small cafe or takeaway
A free browser based EPOS system can cover day to day order taking, a saved menu, order history and basic reporting such as daily revenue and average order value, which is often enough for a single site cafe or takeaway that does not need integrated payment hardware or multi site stock control.
Does contract length affect the total cost of an EPOS system
Yes, a long minimum contract term with an early exit fee can make a system with a lower monthly price cost more overall than a system with a slightly higher price and no lock in, particularly if business needs change before the contract ends.
What is included in the Epos Free cost
Epos Free offers a free browser based demo on the home page with no signup required, and signing in additionally allows a business to save its own menu, view order history, void orders and access reports such as daily revenue, average order value, popular products and new versus returning customer trends.
How can I reduce EPOS system costs
EPOS costs can be reduced by using devices already owned instead of buying dedicated hardware where supported, avoiding long fixed contracts, checking that needed reporting features are included as standard, comparing card processing rates separately from the software fee, and trialling a free option before committing to a paid contract.
Why do EPOS providers quote different prices for similar features
EPOS providers price differently depending on whether the fee is charged per till, per site or per user, whether hardware and support are bundled in, and whether card processing is included or billed separately, so comparing headline prices alone can be misleading.