How Much Does an EPOS System Cost in the UK?

The cost of an EPOS system varies significantly based on the size of your UK business, the software features you require and the hardware add-ons you need to operate.

But even the best systems can be affordable, with many offering free EPOS software plans and low-cost hardware options. However, larger businesses usually need a more comprehensive system costing anywhere from £400 to £1000+ for the required hardware and potentially over £100 in monthly fees for the software subscription.

Below, we’ll talk you through all the prices you are likely to come across when setting up and using your EPOS system, as well as how you can minimise those costs.

EPOS Systems: What You’ll Need and Average Costs

Let’s make things simple. Here’s a breakdown of the equipment you will likely need, depending on your business size. We’ve also included a rough pricing range for the software you’ll run on the hardware, the hardware itself and your overall costs for your first year could look like (remember, you’ll only need to buy the hardware once – from there, you’ll be able only have software costs).

EPOS Price Guide

Of course, it may not be necessary for all businesses to invest in an advanced point-of-sale system. For an independent coffee shop, a single terminal with a receipt printer and card machine may be enough.

But before investing in a package deal, consider whether it would be more cost-effective to purchase each component separately. We spoke to a range of suppliers and here’s what you can expect to pay…

EPOS hardware costs

EPOS hardware costs will often be the most expensive part of your EPOS system. Especially since hardware is typically paid for upfront as a one-off fee, though you often have the option to pay in instalments or simply lease the equipment too.

Here are some example costs of the equipment you could need, reflecting the lower end of the pricing spectrum.

EPOS hardware can get much more expensive than this and can cost your business over £1,000+ to purchase the necessary hardware. In particular, EPOS terminals and tablets often cost between £300 and £600. It all depends on how many sites – and staff – you need the equipment for and the complexity of the tools themselves.

The good news is that there are lots of options that suit various budgets, so you can kick-start your EPOS system with an affordable card reader, and cloud-based software.

Read our roundup of the best card machines – and simply fill out the form at the top of the page to receive quotes from up to four suppliers.

EPOS software costs

Here’s our list of some of the top-rated EPOS systems we’ve tested, alongside their price ranges, so you have a clear idea of how much it costs to use EPOS software.

It’s worth emphasising that many providers offer free plans, and failing that a free trial, so you can get started with their software.

There are also made-to-measure packages designed for different industries, like pub and bar EPOS systems. These come with industry-specific features, such as tools for table management and reservations, for a fully tailored experience. This near-bespoke experience does often come at extra cost, however. For example, one of our favourite providers, Clover, offers its Table Service Plan for £59.95 per month.

And you can usually get a fully customised, bespoke-priced plan for your business, too. For this, you’ll need to contact a provider directly for more information, and costs will inevitably run higher than those for pre-packaged plans.

Here’s some more information about our favourite EPOS systems, based on our extensive research of the top providers on the market.

EPOS payment processing fees

Besides hardware and software costs, you’ve also got to account for the fees you’ll pay on every transaction, known as payment processing fees or debit/credit card fees.

Usually, these fees total between 1.3% and 3.5% of each transaction, though may also have a fixed fee of around 10p added on too.

These fees encompass various charges, including:

• Interchange fees set by card networks like Visa and Mastercard, paid from the merchant account bank to the card issuing bank (capped at 0.3% for credit cards and 0.2% for debit cards in the UK).
• Transaction fees charged by the payment processor to facilitate the credit card transactions (usually a percentage, fixed fee, or a combination of both)
• And assessment or scheme fees that cover the cost of using a card network infrastructure, like Visa and Mastercard (typically a small percentage of around 0.1% per transaction).

These fees are listed together by POS system providers, appearing as a per-transaction fee on your invoice. Alternatively, some providers leave processing charges to appear as part of the fee to use its software/hardware.

Other costs

There are a few other comparatively small but still significant costs to consider when purchasing an EPOS system.

Installation and support

Most basic EPOS systems are easy to set up: simply plug them in and off you go. But for more complex systems with multiple, networked terminals it may be necessary to pay for specialist installation. Here, you can expect to pay £200, plus £40 for every extra terminal.

Most reputable suppliers also offer training and support. This usually comes at an additional cost, though some do offer training as part of their fee for setup and installation.

Consumables

The cost of consumables should be a consideration for small businesses, too. While comparatively small, they are still required to use your POS hardware effectively, and include:

• Paper and toner for printing receipts come in at £10 box and £15 respectively.
• Thermal barcode labels and stickers for ease of selling goods, costing between £20 and £50 per pack (around 500 labels).
• Additional cabling for extended telephone/network routing or surge protecting your hardware, varying in price depending on the length.
• A reliable internet connection for around £10 to £100 per month depending on your bandwidth needs.

And then there are business-specific consumables like boxes and bubble wrap for online businesses that ship goods or physical gift cards for rewarding returning customers. It all adds up, so make sure you budget accordingly.

How To Minimise EPOS Costs – What Are My Options?

We have three key recommendations on how your business can minimise its up-front costs when purchasing an EPOS system in the UK:

1. Rent or lease EPOS hardware to avoid upfront costs

This is the most obvious option if you’re struggling to justify buying an EPOS system outright – but there are benefits to renting or leasing hardware for any business. Your EPOS system will be covered by warranty for the duration of the lease, so if anything breaks (and it wasn’t your fault) the supplier will fix it free of charge. In addition to this, free installation, support, and software updates come as standard.

Most rental agreements are available on a pay-as-you-go basis, meaning you can keep hold of the system for as long or short a time period as you like – one week, one month, one year. It’s entirely up to you.

Finance agreements are typically offered at a fixed rate on either 12 or 18-month contracts, after which you’ll own the system. Some suppliers will allow you to ‘opt out’ early for a fee. Our handy guide to EPOS rental and leasing options explains everything you need to know.

It’s worth remembering, though, that a rented system will cost you more in the long run than it would to buy one outright. You’ll also have limited options for customisation, as they tend to come with generic, rather than industry-specific, software programs.

2. Buy a second-hand system

Another way to minimise costs is to simply buy a used system. This can be done through a private seller – usually a merchant who has just upgraded their own system – or a refurbishment specialist.

These suppliers buy used EPOS systems, recondition them, and sell them. Buying from a commercial supplier means that a warranty, and sometimes support, will be included even if the system is second-hand.

3. Compare quotes

It’s remarkable how suppliers will often find a way to reduce their prices when they know you’re being offered a better deal elsewhere.

In other words, it pays to shop around and compare quotes. And since EPOS is a fiercely competitive market, don’t be afraid to play one supplier off against another to negotiate the best possible deal for your business.

How do I compare quotes?

Simply fill in your answers to the questions on this free quote form to quickly and easily compare prices from suppliers. We’ll match your specific needs with the most suitable supplier.

So what are you waiting for? Compare EPOS system prices today and be confident in choosing the right one for your business.