How to Compare Card Payment Providers and Quotations
Give every supplier the same brief and compare a complete written offer against the way your business trades.
The short answer
Compare providers using the same sales, transaction count, card mix, channels, equipment and required services. Put every recurring and one-off charge into a common schedule, check the standard price after promotions, and keep service requirements beside the cost comparison. An indicative price is not a binding offer.
In this guide
Start with a short business brief
Record annual card turnover, a representative month’s sales and payment count, the number of locations, and the split between in-person and online sales. Include separate card groups where rates differ, such as consumer, commercial or overseas cards.
Describe the job the system must do: counter service, table service, mobile selling, online checkout, stock control or integration with an existing till. Give each supplier the same brief and ask it to explain any assumptions it has made.
If you are starting a new business, label projected volumes as forecasts. Test lower sales as well as your main forecast so a fixed commitment is visible before you sign.
A quotation checklist you can use
| Item | What you need in writing |
|---|---|
| Processing | All-in percentage and pence charges for each card group and channel |
| Minimum charges | Amount, eligible fees, separate minimums and promotional treatment |
| Equipment | Device model, quantity, purchase or rental, ownership and replacement |
| Software | Required tier, locations, devices, users and add-ons |
| Other fees | Annual, compliance, gateway, connectivity, refund and dispute charges |
| Promotions | Exact duration, qualifying transactions and standard price afterwards |
| Contract | Start date, minimum term, renewal, notice and separate agreements |
| Switching | Installation, training, migration, overlap and any conditional contribution |
| Service | Settlement timing, support hours, resilience and integration scope |
Keep advertised, indicative and agreed prices distinct
An advertised “from” rate may depend on eligibility or a particular card category. A web calculator may provide indicative pricing before a supplier reviews the business. A written quotation may still depend on acceptance checks or other conditions.
The PSR’s Specific Direction 14 addresses summary boxes and indicative quotation tools for specified providers and covered merchants. Its explanatory notes distinguish indicative information from a contractual offer. Use the relevant summary box as a starting point, then obtain complete terms for the offer you intend to accept.
Where a fee is not published or the supplier has not confirmed it, record “quotation required”. A blank cell is not evidence that the charge is zero.
Compare three results, not just one number
- The standard monthly cost: what the package costs after any introductory period at the same trading volumes.
- The total over your chosen period: recurring charges plus relevant future one-off costs.
- The commitments still outstanding: fixed payments that continue after that comparison period.
For example, an offer could save £40 per month but require £600 to change. With constant charges and no promotion, it reaches cumulative break-even at month 15. A 12-month saving claim would therefore be wrong under those assumptions.
If the supplier contributes towards exit costs, confirm eligibility, the amount, payment timing and any repayment condition. Keep an unconditional-cost version of the comparison until the contribution is sufficiently confirmed.
Make the decision reviewable
Keep a short decision record: the version of each quotation, date checked, required features, calculated costs, unresolved items and your reason for choosing. Consider a product demonstration using your own workflow before making a commitment.
The EPOS Savings calculator compares figures you enter. It does not search the market, verify a supplier’s quotation or rank all providers. Its value is a transparent calculation that you can check against the evidence.
Use the report to ask focused follow-up questions. Once the unanswered items are resolved, update the comparison so the final version matches the offer you are considering.
Common questions
Which provider is cheapest?
There is no reliable universal answer without specifying volumes, card mix, services and terms. Compare written offers using your own inputs.
Can I compare different contract lengths?
Yes, use a common comparison period and show any remaining commitments separately. Do not imply a shorter comparison cancels a longer obligation.
Take the next step
Start with the payment and EPOS provider directory to find relevant cost guides. Listings explain what to check; they are not a whole-market ranking. Give each shortlisted supplier the same requirements.
Put your own figures to work.
Use the free calculator to organise your costs and keep a report. If something is unclear, you can ask for a free initial review.
No registration required. Calculator entries stay in your open browser page unless you choose to share a report in a review request.
Sources and how to use this guide
Primary references checked on 15 October 2026:
Worked examples are original fictional scenarios, not customer results, market averages or provider quotations. Unless stated otherwise, they use a consistent VAT basis and include only the costs listed. Provider prices, eligibility and terms can change. Check your written agreement before deciding.
Our guides explain costs and comparison methods. They do not rank the whole market or claim hands-on product testing. Source links are references, not a claim of partnership. Read the calculation method and limitations, or about the service.
Explore the provider guides
Apply this method to named providers and your next purchasing decision:
SumUp vs Square: Fees and Total Cost Compared · Dojo vs takepayments: Compare the Complete Quotes · Epos Now vs Lightspeed for Restaurants
Explore the next question
How to Compare Two Merchant Services Quotes · Blended Pricing vs Interchange++: How to Compare · Should You Accept Your Payment Provider’s Retention Offer?