Choosing the right EPOS system can make a big difference to how smoothly a restaurant operates. From taking orders and managing tables to processing payments and keeping track of sales, the right system can save staff time and make day-to-day management much easier.
But with so many restaurant EPOS systems available in the UK, how do you know which one is right for your business?
In this guide, we look at the key features to consider, typical costs and what to look for when comparing restaurant EPOS providers.
What Is a Restaurant EPOS System?
A restaurant EPOS (Electronic Point of Sale) system is used to manage sales, orders and other day-to-day restaurant operations.
Modern EPOS systems can do much more than process payments. Depending on the provider, they can help with:
- Taking table and counter orders
- Managing tables and bills
- Sending orders to the kitchen
- Processing card and contactless payments
- Managing menus and modifiers
- Tracking stock
- Managing staff
- Viewing sales reports
- Supporting online ordering and delivery integrations
The features you need will depend on the type and size of your restaurant.
What Features Should You Look For?
Table and Order Management
For table-service restaurants, staff should be able to quickly assign orders to tables, move orders between tables and split bills when required.
The ordering screen should also be simple enough for new staff to learn without lengthy training.
Kitchen Integration
A restaurant EPOS can connect the front of house with the kitchen through kitchen printers or a Kitchen Display System (KDS).
Orders can be sent directly to the correct kitchen area, helping reduce mistakes and delays during busy periods.
Stock Management
Stock control is important for restaurants because food waste and inaccurate stock levels can quickly increase costs.
Look for systems that provide stock tracking, low-stock alerts, product management and useful sales reports.
Payment Integration
Your EPOS should work with the payment solution used by your restaurant.
Check whether the provider supports your preferred payment terminal and whether integrated payments are available.
Also check transaction fees, contracts and any additional payment costs before making a decision.
Reporting
Good reporting gives restaurant owners a clearer picture of how the business is performing.
Useful reports can include:
- Daily and weekly sales
- Best-selling items
- Staff performance
- Payment reports
- Product performance
- Sales by time period
These insights can help you make better decisions about menus, staffing and stock.
How Much Does a Restaurant EPOS System Cost in the UK?
The cost of an EPOS system varies depending on the provider and the requirements of your restaurant.
You may need to consider:
- EPOS hardware
- Software subscription
- Payment terminals
- Receipt or kitchen printers
- Kitchen display screens
- Installation
- Staff training
- Technical support
- Payment processing fees
Some providers offer monthly packages, while others may charge separately for hardware and software.
Don’t compare systems based only on the initial price. Look at the total cost and what is included in the package.
What Type of Restaurant EPOS Do You Need?
Different businesses have different requirements.
Small Restaurants
A small independent restaurant may prioritise affordability, simple ordering, table management, payments and basic reporting.
Cafés
Cafés usually need fast order processing, simple menus, product modifiers and quick payment processing.
Takeaways
Takeaways may need online ordering, collection orders, delivery integrations and kitchen printing.
Pubs and Bars
Pubs and bars may need fast ordering, table or tab management, payment integration and detailed sales reporting.
Multi-Site Restaurants
Businesses with several locations may need centralised reporting, multi-site management, staff permissions and central menu management.
How to Choose the Right Restaurant EPOS System
Before choosing a provider, ask yourself:
Does it suit my type of business?
A restaurant EPOS should support the way your staff actually work.
Is it easy to use?
Ask for a demonstration and let your staff test the system.
Does it integrate with my other systems?
Check compatibility with payments, accounting, online ordering, delivery platforms and other software you already use.
What support is included?
Find out when support is available and whether training is included.
What is the total cost?
Ask about hardware, software, payment processing, installation, support and contract terms.
Taking the time to compare these points can help you avoid choosing a system that looks affordable initially but becomes expensive later.
Questions to Ask an EPOS Provider
Before signing a contract, ask:
- Is there a monthly software fee?
- What hardware is included?
- Are installation and training included?
- Which payment providers are supported?
- Can it connect to kitchen printers or KDS?
- Does it support online ordering?
- Can I manage stock through the system?
- Can I access reports remotely?
- What technical support is available?
- Is there a minimum contract period?
The answers will make it easier to compare different providers on a like-for-like basis.
What Is the Best EPOS System for a Restaurant?
There isn’t one EPOS system that is best for every restaurant.
The right choice depends on your business size, service style, budget and the features your staff need every day.
A small café may need a simple and fast system, while a busy restaurant may require table management, kitchen integration, stock control and advanced reporting.
The best approach is to compare several providers and choose the system that fits your business rather than simply choosing the cheapest option.
Final Thoughts
A good restaurant EPOS system should make everyday operations easier, not more complicated.
Before making a decision, compare the features, hardware, software costs, payment options, integrations and support offered by each provider.
If you’re unsure where to start, EPOS Advisor can help you compare EPOS solutions and understand which options may be suitable for your restaurant.
Compare Restaurant EPOS Systems
Looking for the right EPOS system for your restaurant?
Compare EPOS providers and find a solution that fits your business, budget and requirements.