The Top 5 EPOS Systems
A guide to the best EPOS till systems for UK businesses. A guide to the best
The Ultimate Guide To EPOS Systems
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The Ultimate Guide To EPOS Systems
No matter the size of your business, the number of sales you make, or the industry you operate in, a modern EPOS system is essential. They streamline processes, boost efficiency, and can greatly benefit your bottom line.
But what is an EPOS system? Why do you need one? And how do you find the best EPOS system for you?
Well, don’t you worry about that, because we’re about to explain all that and more in this ultimate guide to EPOS systems!
What is an EPOS System?
A nice, easy one to kick things off. EPOS (sometimes known as POS) stands for ‘Electronic Point of Sale’ and is the technical term for one of those electronic tills you’ve seen about. You know the ones. In the shops, in the pubs, in that food truck that sells those delicious street tacos you can’t stop thinking about.
They’re an upgrade on the outdated tills where all sales and calculations are entered manually. Instead, combine customisable hardware and cutting-edge software to simplify the sales process. They automate tasks like sales, stock tracking and customer management so you can focus your efforts elsewhere.
EPOS systems are designed to be user-friendly and accept multiple payment types. That includes cash, card, contactless, and over the web. Some EPOS systems will even allow you to make sales directly through social media like TikTok, Facebook, and Instagram.
Components of an EPOS System
You can break down modern EPOS systems into two main parts: the hardware and the software.
EPOS Hardware
The hardware is the physical parts of your EPOS system—the things you can touch. Depending on the type of EPOS system you choose, the hardware will consist of various components.
However, most EPOS systems will typically come with the following:
Touch Screen: To navigate, select items, and process transactions.
Receipt Printer: To provide your customers with proof of purchase.
Barcode Scanner: An electronic scanner that reads barcodes, automatically identifying items within the system.
PDQ Machine: For processing card and contactless payments.
There are numerous add-ons that you can customise depending on your industry:
Tablet/iPad: Perfect for table service and taking mobile orders.
Scales: If you sell by weight, this can be automatically input into your system.
Customer Displays: To give real-time data to your customers about their purchases.
Kitchen Display Systems: Have orders sent from the FOH directly to your kitchen for streamlined service.
Barcode Printers: Self-print your own barcodes that link directly to your system.
Self-Service Kiosks: To streamline service, especially during busy hours.
RFID Scanners: Great for inventory tracking and asset management.
Caller ID: Easily gather customer data for a more personalised shopping experience.
EPOS Software
If hardware is the physical part of EPOS, software powers the system. Like the hardware, the software can be customised to fit your needs, like restaurant seating plans. But we’re getting a bit ahead of ourselves here.
The software can help you with numerous different processes, including:
- Tracking product and sales data
- Real-time stock monitoring, including alerts when you’re low
- Processing orders and taking payments online
- Storing customer data
- Reporting and analytics (most popular items etc)
- Loyalty programs to reward repeat customers
- Customer Relationship Management (CRM)
- Employee management (hours worked, sales made, etc.)
Third-Party Integrations
Chances are you’re already using some of these apps and software. Now, you can streamline everything from food delivery to payroll directly through your EPOS system.
Accounting Software: Software like Xero, Sage, and Quickbooks can be linked directly to your system. This can help calculate staff hours, bonuses, and sales, which in turn aids with payroll.
Online Sales Platforms: Connect with Shopify and other e-commerce platforms, including social media, to reach more customers.
Payment Processors: For a seamless sales experience, connect with payment processors like PayPal and Stripe, offering even more ways to pay.
Inventory Management Software: Receive alerts when you’re low and even automatically re-order these items.
Marketing Applications: Send out personalised emails and other marketing materials like promos and correspondence with apps like MailChimp.
Food Delivery Apps: Apps like Just Eat and Uber Eats send orders made from customers directly into your system and through to your kitchen.
Types of EPOS Systems
Although each EPOS system’s general makeup is the same (hardware, software, etc.), not all EPOS systems are created equal, there is no one-size-fits-all solution, and some will be more suited to your business than others.
Traditional EPOS Systems
They say the classics never go out of style, and that has never been truer than for EPOS systems. You can go as simple or as complicated as you like. Customise it to fit your industry with additional hardware and third-party integrations.
Pros
- Simple to set up and maintain
- Faster and more streamlined than traditional tills
- The ability to add other hardware if you need to
- The ability to customise software and integrate with third-party application
Perfect For
- On-site businesses like retail and hospitality
- E-com businesses
Mobile EPOS Systems
If your business is on the move, then a mobile EPOS (or mPOS) is perfect for you. If you operate off-site, these can be powered by 4G (like a mobile phone), so you can get all of the benefits of an EPOS system on the go.
Pros
- Take orders and payments on the go.
- Take payments with mobile phones.
- Compact and portable hardware.
- Access to real-time data to make informed decisions.
Perfect For
- Businesses with no fixed premises (food trucks, market vendors).
- Businesses with a focus on customer service for table-side ordering, etc.
Tablet EPOS Systems
Tablet EPOS systems not only look cool and do everything that a traditional EPOS system can do, but they also offer the bonus of on-site portability.
Pros
- All the benefits of a traditional EPOS system.
- On-site portability for table-side ordering an enhanced customer experience.
Perfect For
- Restaurants and cafes that want to offer an elevated dining experience.
Web EPOS Systems
Again, this is similar to a traditional EPOS system in terms of capabilities, but it runs on computers and smartphones. All information is then stored online, protected, and managed by you.
Pros
- All the benefits of a traditional EPOS system.
- All information is stored in one data server, managed by yourself.
- Data is still synced even when you lose internet access.
Perfect For
- Medium to large-sized businesses where everything needs to be in one place.
- Warehouses and those with large inventory to easily manage stock.
Self Service Kiosk
Don’t want to talk to the general public? We don’t blame you. Or maybe you just want to simplify the ordering process and reduce wait times. Either way, self-serve EPOS kiosks are great for both!
Pros
- Lower labour costs by needing less staff.
- Reduce wait times.
- Collect valuable information about customers and sales trends.
Perfect For
- Takeaways.
- Businesses with high foot traffic.
How Does an EPOS System Work?
Ok, so let’s say you sell sports shoes.
The first thing you’re going to do after setting up your EPOS system is input your inventory. You’ve just got 30 pairs of the new signature pair of basketball shoes from a company that rhymes with bike. You input these into your EPOS system, which logs as having 30 in your inventory.
You use your built-in barcode printer to create a unique barcode for them, stick it on the boxes, and open them up for the day. Great news: You posted on your social media that you’re getting these shoes in, and there’s a lineup around the block for them.
Each time the shoes are scanned, the shoe name and price will pop up on your screen. After taking contactless payments with your card machine, your printer prints a receipt for your customer to finalise the sale.
With each sale, your system automatically subtracts one from the total number in your inventory.
By the end of the day, you’ve sold all 30 pairs and made countless other sales on top of those. You hit the button that tallies up the day’s total sales/profits, etc., and get to work cashing up. Once that’s done, there’s only one thing left to do…go for a drink at the pub across the road; you’ve earned it!
Benefits of an EPOS System
Boost Productivity
EPOS systems streamline manual tasks like entering prices, calculating totals, printing receipts, and processing payments. This reduces the time needed to complete the sales process, making it faster for both your staff and customers. End-of-shift cash-ups also just became a hell of a lot easier with these automations.
Increase sales
Speaking of increased speed, the faster your staff can go through sales, the more you can take. The more sales you make, the more your profits increase.
Your EPOS system can also help you tap into new revenue streams. Whether it’s food delivery apps or e-comm software, a whole host of new customers are just a few button presses away.
Some EPOS systems can build in upsell prompts. For example, if someone is buying a gin and tonic, the prompt can flash up to offer them a double instead of a single, increasing the chance of a more profitable sale.
Better Inventory Management
Is there anything worse than stock take? Hours spent counting inventory each week, wasting valuable time in the day. The bad news is that you still have to take stock. The good news is that with the built-in inventory management system, it will be far less tedious than before.
You also get real-time updates on your inventory. This way, you and your staff know exactly how many fillet steaks are left in the kitchen for tonight’s service or how many pairs of novelty cat socks you have in the back. EPOS systems will even alert you when you’re getting low on an item so you can make informed decisions on the fly.
Some EPOS systems may even be able to order fast-selling, out-of-stock items automatically—one less thing for you to worry about when it comes to inventory management.
Increase Customer Loyalty
Combining your EPOS system with apps like Mailchimp can allow you to send personalised messages to your customers.Target them with an offer you know they will act on, follow up on their experience and ask for a review, or even just wish them a happy birthday. Personalised emails are a great way to take the customer experience to the next level.
You can also link customer loyalty schemes to your EPOS system. Gone are the days of stamped cards. Now, it’s all digital when your customers get their 10th coffee for free.
Gather Essential Data
The amount of data your EPOS system collects is a wealth of information that is just waiting to be tapped into. Some ideas we recommend looking into include:
- What are your sales trends?
- What are the most busy times of your day?
- What inventory is taking up space in your stock room?
Gathering information like this can help you make informed decisions going forward. Tasks like ordering the correct stock, staffing during busy hours, accurate forecasting, or creating special offers to eliminate unwanted items are all benefits of implementing an EPOS system.
Streamline Staff Management
This is an absolute game-changer if you have multiple staff members working for you. Each staff member can be given a unique login that can help with numerous things.
Hours Worked: EPOS systems can have integrated clock-in and clock-out features, so you know exactly how many hours each staff member has worked for a more accurate payroll.
Accountability: Who rang in the wrong order for Table 12? No more, “he said, she said.” You’ll know exactly who is responsible for any mistakes.
Performance Review: Track who makes the most sales and generates the most revenue. Use this to foster healthy competition within the team to drive sales and boost profits further. Also, find out who is struggling and give them a helping hand.
Streamlined Scheduling: Integrate with a scheduling tool to streamline this process. Even better, use the data from your reports to find the busiest times and schedule more staff during those hours.
Improve the Customer Experience
Automating the more menial tasks allows you and your staff to focus on providing an elevated customer experience. Whether that’s a more focused approach to interactions, offering multiple ways to pay, or using portable systems for tableside ordering, EPOS systems go a long way to increasing customer satisfaction.
Reduce Errors
Because of EPOS’s automated nature, calculating sales leaves far less room for error. This means that any money lost through poor calculations is a thing of the past.
Scalability and Flexibility
The beauty of EPOS is how easy it is to scale. Whether adding another system in the same venue, linking between different sites, or upgrading to enterprise models, there’s something for everyone.
What industry are you in?
Please select the industry that you trade within. This information allows us to tailor your quote.
Which Industries Can EPOS Systems Benefit?
1. Retail
- Real-time inventory tracking keeps stock levels accurate, and low-stock alerts keep staff informed and avoid overstocking.
- Use data-driven reports to identify sales trends, offer upsells, and target customers with dedicated marketing strategies.
- Integrate with e-comm and social media platforms like Shopify, Instagram, and Facebook to increase revenue streams.
Example: Boutique clothing shops can use EPOS systems to analyse which sizes or styles are most popular, so you stock accordingly and integrate with third-party apps to reach more customers.
2. Hospitality
- Build a dedicated floor plan that links with a kitchen display system (KDS) into your EPOS. This will allow for seamless ordering and lower the risk of errors.
- Portable EPOS devices enable table-side ordering and payments, enhancing the customer experience and increasing table turnover.
- Integrate loyalty programs to encourage and reward repeat customers.
- Use data reporting to find your busiest times so you can stock and staff accordingly.
- Real-time data on stock, so all staff know how many of each item is left.
- Easily build in new promos, like specials or happy hour.
Example: Restaurants can easily track peak dining times and menu item popularity to staff accordingly and reduce food waste.
3. Food Shops
- Scales integrated with EPOS systems calculate prices for weighted items. This is particularly useful for butchers, fishmongers, and other establishments that sell by weight.
- Barcode printers create custom labels for items, making inventory management more efficient.
- Self-checkout kiosks decrease wait times during peak hours and lower labour costs.
Example: Butchers can add on scales that automatically calculate the cost based on weight.
4. Health and Beauty
- Appointment scheduling tools integrated with EPOS allow for seamless client management.
- Sales tracking helps identify best-selling products and services, enabling targeted promotions.
- Dedicated profiles can store preferences, improving personalisation for returning clients and boosting overall customer satisfaction.
Example: Hair salons can track which products are most frequently purchased alongside services and offer package deals.
5. Entertainment and Events
- EPOS systems streamline ticket sales and concessions, reducing queue times and improving customer satisfaction.
- Portable devices allow for on-the-go transactions at events or festivals.
- Real-time sales data helps venues analyse event profitability and adjust future offerings.
Example: Pop-up food stalls at a local event rely on a portable EPOS device to accept card payments, track sales, and manage inventory in real-time.
6. Fitness and Wellness
- Membership management features track payments, attendance, and loyalty rewards.
- Inventory tracking maintains stock levels of supplements, merchandise, and equipment.
- Online payment integration makes it easy for clients to renew memberships or purchase add-ons.
Example: Gyms can use EPOS systems to monitor class bookings and upsell personal training packages.
7. Food Trucks and Pop-Up Shops
- Mobile EPOS systems with 4G connectivity allow you to make and process sales anywhere.
- Real-time reporting allows you to track sales and popular menu items on the go.
- Compact systems save valuable space in small operational setups.
Example: Food trucks can use EPOS systems to take card payments and offer digital receipts no matter where you are.
8. Healthcare
- EPOS systems facilitate patient billing and inventory management for medical supplies.
- Integrated appointment scheduling reduces no-shows and enhances patient experience.
- Real-time reporting helps track peak service times and optimise staffing.
Example: Private medical facilities can use EPOS systems to bill insurance providers and manage patient records directly.
9. Bars and Nightclubs
- EPOS systems with upselling prompts can encourage more profitable orders (by suggesting premium spirits for cocktails or doubles when ordering a single, for example).
- Real-time sales tracking helps manage peak hours and stock inventory accordingly.
- Streamlined processes allow for high-footfall venues to take and process orders quickly.
Example: Nightclubs can use upselling prompts to drive more sales and boost profits.
What industry are you in?
Please select the industry that you trade within. This information allows us to tailor your quote.
How to Choose the Right EPOS System
1. Assess Your Business Needs
Industry-Specific Requirements: Some EPOS providers are more tailored to your specific industry. LightSpeed, for example, is known for its strong ties to the hospitality sector and powers 150 Michelin-star restaurants. Epos Now on the other hand is great if you’re looking to scale.
Business Size: How fast is your business growing? Can your provider keep up with your pace?
Sales Channels: If you sell online and in-store, choose a system that integrates seamlessly with e-commerce platforms.
2. What is Your Budget?
Upfront vs. Ongoing Costs: Some EPOS systems can be bought outright and then paid a subscription for the software. Others will be solely subscription-based. Assess your budget, compare payment structures, and determine your best choice.
Future Expenses: Forecast for any upgrades and expansions you may need as your business grows.
3. Ease of Use
User-Friendly Interface: A simple and intuitive system reduces training time for employees to ensure smooth day-to-day operations.
Customer Support: Look for providers that offer reliable support, training, and troubleshooting services.
4. How Scalable Are They?
Future Growth: Can these EPOS systems handle increased transaction volumes, new locations, or additional users as your business expands?
5. Look for Integration Capabilities
Third-Party Apps: Make sure the EPOS integrates with tools you already use, such as accounting software (QuickBooks, Xero), marketing platforms (Mailchimp), or delivery services (Uber Eats, Deliveroo).
E-commerce and Payment Platforms: Integration with online sales platforms like Shopify or PayPal is essential for multi-channel businesses.
6. Verify Security and Compliance
Data Protection: Verify that the EPOS system complies with data protection regulations, such as GDPR or PCI DSS, for payment security. Breaching these is a one-way ticket to some very serious legal consequences.
7. Test Reporting and Analytics
Detailed Insights: The system should be able to provide multiple reports to analyse sales trends, track inventory, and monitor employee performance.
Real-Time Updates: Opt for systems that offer real-time data access for quick decision-making.
8. Do They Offer Demos and Trials?
Hands-On Experience: Use a demo or trial period to test the system’s features, user interface, and compatibility with your business. It may look great on paper, but after a trial run, you may find that it doesn’t fit your needs.
Feedback: Involve employees who will use the system daily and get their insights on how well-suited the system is to you.
9. Read Reviews and Compare Providers
Reputation: Research customer reviews and testimonials to gauge satisfaction with the provider. Check places like Trustpilot for reviews. Remember to take some of these with a pinch of salt, as some people love to complain. But if you see the same thing popping up, it’s time to look elsewhere.
Compare Options: Use online comparison tools like Commercial Experts to compare quotes from leading providers.
Where can I get an EPOS System?
If you’ve made it this far, then you’re probably interested in getting an EPOS system to help your business grow, and at Commercial Experts, we can help you can help you do just that.
To start comparing quotes from a selection of leading UK suppliers free of charge, with no obligation to buy. So if you don’t like what you see, you can walk away, no strings attached. All you now have to do is answer the question below, answer a few questions about your business, and get comparing!
FAQs
What is an EPOS system?
An Electronic Point of Sale (EPOS) system is a computerised system that is an upgrade on traditional cash tills and is used to process sales transactions. It integrates hardware and software to track sales, manage inventory, and improve operational efficiency.
How does an EPOS system work?
An EPOS system uses hardware (touchscreen terminals and barcode scanners, for example) and software to record sales, update inventory in real-time, and process payments.
What are the key components of an EPOS system?
Key components include a touchscreen terminal, barcode scanner, receipt printer, cash drawer, card payment terminal, and EPOS software for processing transactions, managing inventory, and generating reports.
What are the benefits of using an EPOS system?
EPOS systems benefit from faster transactions, real-time inventory tracking, accurate sales data, and reduced human error, which enhances the customer experience. They also support integrations with accounting and marketing tools.
How do I choose the right EPOS system for my business?
Consider your business size, budget, industry-specific needs, and desired features like inventory management, reporting, and integrations. Research providers, compare reviews, and ensure the system is scalable, user-friendly, and offers reliable customer support.
How much does an EPOS system cost?
The cost of an EPOS system depends on your business size, specific needs, and features required. Small setups for basic functions will cost far less than advanced systems with multiple terminals and complex integrations.
The best way to find out is to use our FREE EPOS comparison service, which allows you to compare multiple quotes from some of the UK’s leading providers.
