Integrated Payments vs a Standalone Card Terminal
Decide whether connecting your card terminal to the till justifies the integration fees, setup work and supplier commitments.
The short answer
An integrated setup passes payment information between the till and terminal, reducing the need for staff to re-enter amounts. A standalone terminal is operated separately. Integration can improve the workflow, but it does not automatically lower processing fees. Compare extra costs with measured operational benefits and check the exact EPOS compatibility.
In this guide
What changes when the terminal is integrated?
With a standalone terminal, staff typically enter the payment amount separately and record or reconcile the result against the till. An integrated connection can send the amount from the EPOS system to the terminal and return the payment result to the sale. The functions supported depend on the particular connection.
Dojo describes integrated payments with supported EPOS systems, including sending the amount without manual re-entry. That illustrates the workflow; it does not establish that every till, software version or terminal supports the same functions. Ask for confirmation against your existing equipment and licence.
Ask for a complete transaction demonstration
| Test | What you need to see |
|---|---|
| Normal sale | Correct amount sent to the intended terminal and the result matched to the order. |
| Decline or cancellation | The order remains accurate without showing an unpaid sale as paid. |
| Refund or correction | The required full or partial refund process and its accounting record. |
| Busy service | Several operators or terminals can work without confusing orders. |
| Connection failure | A documented fallback and a safe way to reconcile the result afterwards. |
Also establish who supports each part of the connection. If the till and payment provider are different businesses, ask which team investigates a missing result or a duplicate-looking payment and what information staff should retain.
Worked example: extra cost versus useful staff time
Fictional integration offer. Assume the processing rate and existing terminal costs stay the same. Integration adds £15 a month and £180 of setup expense, for £360 additional cost in year one.
Suppose observation of the working process shows eight seconds less handling per payment across 1,800 payments monthly. That releases 14,400 seconds, or four hours. At an illustrative internal value of £18 per hour, that is £72 of monthly capacity, or £864 over twelve months.
The modelled annual time value exceeds the £360 first-year cost by £504. This is not a £504 cash saving. Unless paid staffing expenditure actually falls, the business has bought useful capacity and spent £360 more. Use the saved time only if it can improve service or replace work that really needs doing.
If integration also changes processing fees or requires a higher software tier, add those differences before deciding. Do not assume the eight-second benefit will occur in another business.
Check fees, compatibility and future flexibility
- Ask about connection, activation and ongoing integration fees on both suppliers’ invoices.
- Check whether a different EPOS plan, terminal or processing contract is required.
- Confirm the supported versions and who pays for necessary upgrades.
- Check whether changing payment provider later would require another integration or new till software.
- Keep separate cancellation dates and obligations visible when there are two agreements.
An integrated system can still depend on a particular payment provider. Our guide to changing provider while keeping your EPOS covers that compatibility question. Obtain the answer in writing before treating your current till as reusable.
Choose using measured costs and service needs
Compare the two complete offers in the calculator, including processing, software, integration subscriptions and setup costs. Keep the operational time calculation separate from the cash comparison. Give greater weight to the functions that solve a demonstrated problem in your business.
Before relying on the connection, test a sale, decline, refund and end-of-day reconciliation with staff who will use it. Record a normal day’s handling time and errors so you can review whether the integration delivers the benefit you expected.
Common questions
Does integration always mean cheaper card processing?
No. Integration describes the connection between systems. The processing tariff, equipment and software charges need their own comparison.
Can an integrated terminal still work if the till connection fails?
That depends on the terminal, integration and provider settings. Obtain and test the approved fallback process, including how staff avoid duplicate payments and reconcile sales afterwards.
Take the next step
Explore the integrated payments equipment brief and the provider directory. Ask both suppliers to confirm the exact connection, supported functions and ongoing charges in writing.
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.
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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.
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