How Much Does an EPOS System Cost?
Budget for the full system: hardware, software, payments, integrations and the work of getting it running.
The short answer
There is no single useful EPOS price without a specification. Count the tills, locations, required software, payment volumes and support you need. Then compare upfront costs and recurring charges over the same period, including processing and implementation rather than only the software subscription.
In this guide
What are you buying when you buy EPOS?
EPOS means electronic point of sale. The system records sales and may connect stock, ordering, customer records, reporting and payments. A card terminal handles payment acceptance; an EPOS package may include one or integrate with one supplied separately.
Write a short specification before requesting prices: number of locations and tills, in-person and online sales channels, stock or menu requirements, existing equipment and support hours. It gives suppliers the same problem to price.
Separate essential functions from optional extras. A cheaper package that cannot perform a required task is not a like-for-like alternative, but paying for functions nobody uses can also inflate costs.
Explore equipment for your EPOS brief
Compare complete packages, touchscreen terminals and counter accessories from the Switch&Save range. The product pages explain practical uses, published specifications and the details to include in a supplier quotation.
Browse the EPOS equipment catalogue →Six layers to include in the budget
| Layer | Examples to price | Charging basis to confirm |
|---|---|---|
| Hardware | Tills, tablets, scanners, printers, drawers and terminals | Purchase, rental or finance |
| Software | Sales, stock, menus and reporting | Per site, device, user or business |
| Payments | In-person and online processing | Percentage, event charges and minimums |
| Connections | Accounting, ordering, delivery and ecommerce | Included, subscription or usage-based |
| Operations | Connectivity, support and replacement cover | Hours, response and exclusions |
| Implementation | Installation, data import and training | One-off scope and future changes |
Check the unit attached to every subscription. A per-location price and a per-device price can produce different totals for a two-till shop or a restaurant with handhelds. Published supplier plan tables, such as Square’s restaurant and retail pages, can help identify what is included and what is an add-on.
Worked example: software is only part of the cost
Assume £40,000 card sales and 2,000 payments each month, all charged at 1.3% plus 3p. The same volumes repeat, with no promotional pricing or minimum top-up.
- Processing: £520 + £60
- £580
- Software
- £75
- Terminals
- £25
- Connectivity and support
- £30
- Annual services: £120 ÷ 12
- £10
- Recurring monthly total
- £720
Add £900 of upfront equipment and implementation. The first-year total is £720 × 12 + £900 = £9,540. Over 36 months it is £26,820, assuming unchanged prices and no additional costs. Software alone would have been £2,700 over those 36 months.
Make implementation costs explicit
Ask who imports stock, menus and customer data, who checks the result, and what training is included. Confirm whether integrations need a separate licence, supplier or setup project. A familiar application name on a features list does not establish that your required workflow is included.
Plan the changeover around trading. Record equipment overlap, staff training and migration charges as costs. Keep estimated time savings or extra sales outside the fee comparison unless you have a separate, evidenced business case.
Ask how to export your data if you leave, and which reports and historical records remain available. Include the cost of retaining required access where relevant.
Compare a usable system over a realistic period
Build a base specification both suppliers can meet, then price desirable extras separately. Test ordinary, quiet and busy trading scenarios. Use the same VAT treatment throughout; do not mix prices including VAT with prices excluding it.
The main calculator assumes the entered month repeats and spreads annual fees evenly. For varying monthly sales, use the seasonal calculator with twelve individual months. For financing, complex implementation schedules or multiple minimum charges, keep additional workings and enter complete monthly totals where appropriate.
Keep the quotation, scope and assumptions with your report. The useful result is a costed system you can operate, not simply the lowest advertised subscription.
Specify the full EPOS hardware and software package
| Work area | Items to include where required |
|---|---|
| Checkout | Touchscreen tills or compatible tablets, cash drawers, barcode scanners, receipt printers and customer displays. |
| Hospitality | Handheld ordering devices, kitchen printers, kitchen displays and the network connecting them. |
| Self-service | Ordering tablets or kiosks, payment equipment, stands, mounting and supported assisted-service arrangements. |
| Business applications | Stock, CRM, loyalty, reporting, scheduling and cloud or back-office access. |
Check the licences needed to operate each device and application. Hardware ownership does not by itself establish that software access continues after a subscription ends. Use the software subscription guide to compare the charging units.
Then price installation and migration, training and support. The TCO overview brings all 13 cost areas into one purchasing checklist.
Common questions
Can I compare a free EPOS plan with a paid one?
Yes, provided you check the functions, hardware, processing and support required in each. Free software does not establish the total cost of running the system.
Should I replace working equipment?
Include replacement only where it is needed or brings an evidenced benefit. Compare future costs; money already spent on usable equipment is not a new purchase.
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:
Epos Now Costs: Hardware, Software and Payments · Lightspeed Restaurant Costs Explained · Epos Now vs Lightspeed for Restaurants
Choose a suitable payment setup
Do You Need an EPOS System or Just a Card Reader? · Integrated Payments vs a Standalone Card Terminal