Card Payment and EPOS Costs for Restaurants
Compare payments, table service and kitchen operations as one costed system.
The short answer
A restaurant comparison should include processing, every required terminal, EPOS software, kitchen tools, ordering integrations and support. Separate channels and card categories where prices differ. Confirm how the system handles your service, then compare the full cost over the same period.
In this guide
Specify your service before requesting prices
Describe the number of covers, tills, handheld devices, service areas and locations. List the functions that staff must use: table plans, course management, open bills, split payments, refunds, kitchen tickets and manager controls.
Separate dine-in card payments from online ordering, deposits and other remote payments. Confirm which amounts the provider includes in its chargeable sales figure. Record the actual transaction count rather than using covers as a substitute.
Test the workflow with the supplier. A feature called “table management” can cover different capabilities, so ask it to demonstrate your service sequence rather than relying on a label.
Include the kitchen and ordering connections
| Part of the system | What the quotation should specify |
|---|---|
| Front of house | Tills, payment devices, printers, charging docks and licences |
| Kitchen | Display screens or printers, routing and any software add-on |
| Ordering | Website, collection, delivery and third-party integration charges |
| Management | Stock, menus, reporting and access across locations |
| Support | Opening-hour coverage, replacement and escalation arrangements |
| Installation | Menu import, configuration, networking and staff training |
Published restaurant plans show why inclusion matters. Square’s restaurant pricing page, for example, distinguishes plan features and add-ons. Use it as a prompt for questions, not an assumption that another provider uses the same structure.
Worked example: a two-terminal restaurant
Assume £50,000 monthly card sales through 1,000 payments, all charged at 1.3% plus 3p. No minimum or introductory pricing applies.
- Processing: £650 + £30
- £680
- EPOS software
- £90
- Two terminals at £20 each
- £40
- Connectivity
- £15
- Kitchen software
- £20
- Monthly total
- £845
With £700 of installation and equipment costs, the first year totals £845 × 12 + £700 = £10,840. This assumes unchanged volumes and charges and includes only the items listed.
For this sales volume, a 0.1 percentage-point processing reduction is £50 a month before other differences. Compare that against changed subscriptions, terminal charges and switching costs.
Keep restaurant revenue and fees separate
Match card sales to the channels being priced. Delivery commissions, ordering fees and card processing can appear on different statements. Check whether a service already includes processing before adding another estimated card fee.
Refunded deposits, tips, service charges, gift-card sales and gift-card redemption can complicate reconciliation. Ask your provider and accountant how each appears in your reports and which amounts attract charges. Do not count a sale twice because it appears in more than one operational report.
Keep operational gains separate from the payment cost estimate. If a system reduces errors or speeds table turnover, record the evidence and assumptions in a separate business case.
Plan the change around service
Confirm support availability during your actual opening hours, including weekends. Ask about replacement turnaround and the practical fallback for device or internet failure. Any offline acceptance arrangement needs its own terms and risk explanation.
Budget for menu configuration, staff training and a controlled handover. Test the required workflows and reporting before relying on the system for a full service. Include any agreed overlap and remaining equipment obligations in the comparison.
For seasonal restaurant trading, use the seasonal calculator to enter twelve individual months. If card mix or channel rates change, calculate the complete cost for each month and use the monthly-total entry mode. The main calculator remains useful for a detailed comparison at representative trading levels.
Common questions
Can cheaper processing justify more expensive software?
It can, but calculate both differences using your own volumes and required features. Include implementation and contract costs before deciding.
Should I use customer count as payment count?
No. A table may pay once or split the bill into several payments. Use the count corresponding to the charge in the tariff.
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.
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