Card Payment and EPOS Costs for Retail Shops
Bring shop-floor payments, stock systems and online selling into one clear comparison.
The short answer
Retailers should compare in-store and online processing separately, then add the tills, stock software, ecommerce connections and support required. Check charging units for extra sites and devices. Use consistent sales and payment counts so a cheaper headline rate is not offset by overlooked software or channel costs.
In this guide
Build the comparison around how you sell
Record the number of stores, tills and selling channels. Separate card sales in the shop from online checkout and other remote payments. A click-and-collect order may be processed online even though the customer receives the goods in store.
List the stock functions you need: barcodes, variants, supplier purchasing, returns, transfers and reporting. Add any accounting or ecommerce connection that the business depends on. Ask suppliers to demonstrate the tasks using a small sample of your product structure.
Keep the specification realistic. A single-location shop with a small catalogue may have different requirements from a business moving stock between branches and selling through several channels.
Worked example: shop and online sales
Assume one retailer takes £30,000 in-store through 600 payments and £10,000 online through 200 payments each month. All payments qualify for the stated channel rate, with no minimum charges.
| Item | Calculation | Monthly cost |
|---|---|---|
| In-store | 1.2% × £30,000 + 600 × 3p | £378 |
| Online | 1.8% × £10,000 + 200 × 20p | £220 |
| EPOS software | One subscription | £55 |
| Terminal | One rental | £20 |
| Ecommerce connection | Separate integration | £25 |
| Total | Processing and listed systems | £698 |
That is £8,376 over 12 repeated months, before any unlisted or one-off costs. Dividing £698 by £40,000 of card sales gives £1.745 per £100, rounded to £1.75 per £100. This includes system costs, so it is not simply a card processing rate.
Check what the stock subscription includes
Confirm whether the required functions sit in the quoted software tier. Square’s retail feature comparison, for example, distinguishes inventory and reporting features by plan. That illustrates why two software prices need a feature check before they are considered equivalent.
- Can it import and export your product records, variants and barcodes?
- How are stock levels synchronised between the website and shops?
- Are purchase orders, stock counts and transfers included?
- What happens to returns and exchanges across channels?
- Are extra locations, tills, users or integrations charged separately?
- Who resolves a failed connection between suppliers?
Price the number of licences you need now and under a plausible expansion scenario. Keep optional upgrades separate from the base comparison.
Allow for returns and different cards
Ask which fees remain after refunds and whether additional refund or dispute charges apply. Separate the value of returned goods from the service fee. Use a documented assumption for recurring event costs rather than assuming all original processing charges are returned.
Check commercial and overseas-card categories where they are relevant. A supplier’s consumer-card price does not establish the cost of every payment. Use separate groups in the calculator where the all-in rates differ.
Confirm the rate for each channel. Public supplier price schedules distinguish channels, but the agreement for your specific account is the evidence to use for a decision.
Include migration and future commitments
Budget for data preparation, stock imports, barcode equipment, staff training and any overlap between systems. Agree who validates opening stock and verifies the connection to your online shop.
Confirm export access to sales and accounting records, and how outstanding gift cards or customer credits will be handled. Those obligations do not disappear because a till has been replaced.
Compare packages over a common period, then show remaining fixed commitments separately. Keep expected stock accuracy or time savings in a separate business case until you have evidence to quantify them.
Common questions
Can one rate cover shop and online payments?
Only if the provider's terms explicitly say so. Use the rates and fees for each channel where they differ.
Does processing cost fall when average basket size rises?
A fixed pence fee becomes smaller as a share of a larger basket. The overall result still depends on percentage rates, card mix, fixed costs and the tariff's conditions.
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.
More guides for your business
Payment and EPOS Costs for Convenience Stores and Off-Licences · Payment Processing Costs for Online Shops · Card Payment and EPOS Costs for Multiple Sites
Related equipment and checkout decisions
EPOS Accounting and Stock Integration Costs · Countertop vs Portable vs Mobile Card Machines
More specialised retail guides
For more specific retail requirements, explore our bookshop guide and cycle-shop guide.