Navigating the maze of EPOS systems in the UK can feel overwhelming for any retailer. With so many options, each promising to transform your business operations, it’s hard to know where to start. That’s where we step in. We’ve taken a deep dive into the market to bring you a concise review of the top 5 EPOS systems that are not just popular but truly effective in giving your retail business the edge it needs. Whether you’re a small boutique or a sprawling supermarket, the right EPOS system can make a world of difference in managing sales, stock, and customer relationships.
Our selection focuses on systems that offer the best user experience, robust inventory management, insightful analytics, and the ability to scale as your business grows. These aren’t just tools; they’re lifelines that can streamline your operations, enhance the shopping experience for your customers, and, ultimately, drive your business forward. With each system, we delve into what makes it stand out, how it can solve your specific problems, and why it might be the best choice for your unique business needs.
But we don’t stop there. Recognising the importance of making an informed decision, we offer insights into how these systems can integrate seamlessly into your current operations, providing real-life examples of businesses that have seen significant improvements after making the switch. So, if you’re ready to take your retail business to the next level, keep reading. This guide is your first step towards finding the perfect EPOS system that meets your needs today and supports your future growth ambitions.
Quick Links:
- Square – Good For Small retailers, cafes, solo entrepreneurs
- Vend – Good For Scalability
- Lightspeed – Good For Retail and hospitality businesses
- TouchBistro – Good For for restaurants
- Clover – Medium to large enterprises seeking custom solutions
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EPOS Systems | Square | Epos Now | Lightspeed | TouchBistro | Clover |
Rating | |||||
Pricing/ | £0 – £69/month | From £39/month | From £59/month | From £59/month | Custom |
Good For | Small retailers, cafes, solo entrepreneurs | Scalability | Retail and hospitality businesses | Best for restaurants | Medium to large enterprises seeking custom solutions |
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1. Square EPOS – Best For Small & Solo Businesses
Square has rapidly become a favoured choice among small to medium-sized businesses in the UK, and it’s not hard to see why. For those running a small or mobile business, the simplicity of Square’s setup is particularly appealing. Businesses are instantly equipped with a fully operational POS system by downloading the Square app onto a mobile device and pairing it with the competitively priced £16 card reader. This ease of entry makes Square attractive for startups or businesses operating on a tighter budget.
For enterprises experiencing growth or those with larger operational scales, Square offers an adaptable solution with additional hardware options. Whether it’s a stand, terminal, or register you’re after, Square allows for seamless scalability to match the pace of your business expansion.
Features
Scalable Point of Sale Systems: Designed with growth in mind, Square’s EPOS systems easily adapt to your expanding business needs, ensuring you have the tools to scale up effortlessly.
Universal Business Compatibility: Whether you operate a retail shop or café or offer professional services, Square’s versatile system is crafted to support all businesses, providing a one-size-fits-all solution.
Complimentary EPOS App: Available for iOS and Android devices, the free Square EPOS app allows businesses to manage sales without expensive hardware, making it accessible and cost-effective.
Mobile Payment Processing: Transform tablets and smartphones into payment devices with Square, enabling businesses to accept payments anywhere, anytime, making it perfect for mobile or outdoor operations.
Flexible Receipt Options: Square allows businesses to offer customers the choice between printed or digital receipts, adding a layer of convenience and personalisation to the checkout experience.
Intuitive Interface: The simple and clean design of Square’s interface ensures ease of use, allowing staff to navigate the system effortlessly, reducing training time and improving efficiency.
Comprehensive Payment Tracking: Keep a close eye on all transactions through Square’s platform, ensuring transparency and accountability for every payment processed.
Advanced Inventory Management: With Square, businesses can manage their inventory in real-time, track stock levels, and receive alerts when supplies are low, helping to avoid stockouts and overordering.
Robust Reporting Capabilities: Access detailed reports on sales performance, customer behaviour, and business trends, enabling informed decision-making and strategic planning.
Multi-Location Management: Oversee operations across multiple store locations from a single dashboard with Square, offering a bird’s-eye view of your entire business, regardless of where you are.
How Square Stands Out From the Competition
When pitted against its competitors, Square particularly shines for retail businesses, offering a suite of features that, while also relevant to the hospitality sector, might not be as specialised as some businesses require. For those in hospitality looking for a more tailored experience, TouchBistro emerges as a strong contender, albeit with a higher price tag. Zettle presents an alternative with its free hospitality EPOS software on the more affordable end. Though it boasts lower transaction fees than Square, it falls short in functionality and features.
Square distinguishes itself with its free EPOS app, incorporating essential tools such as an integrated website builder, comprehensive sales reports, and efficient checkout functionalities. Square’s paid version, at £49 per month, unlocks a wealth of features for businesses ready to delve into more advanced retail operations. These include sophisticated inventory management tools, predictive stock forecasts, and detailed vendor sales reports catering to the nuanced needs of growing retail businesses.
Square Pricing
| Item | Pricing |
|---|---|
| Forward (Basic) | £0 |
| Plus (Advanced Features) | £49/month |
| Transactions (Chip and Pin/Contactless) | 1.75% |
| Virtual Terminal/Invoice Transactions | 2.5% |
| Square Reader | £16 |
| Square Terminal | £149 |
| Square Register | £599 |
Pros
- Free EPOS app
- Affordable hardware
- Suited to small businesses
- Versatile for various business types
- Integrated payment processing
Cons
- Transaction fees may add up
- Limited customisation options
- Less specialised for hospitality
- Requires internet connection
- Variable customer support experiences
2. Vend – Best For Scalability
Vend, now seamlessly integrated into the Lightspeed ecosystem, showcases its prowess as a leading Electronic Point of Sale (EPOS) system, designed to cater to the dynamic needs of modern businesses. Its cloud-based nature ensures that business owners can effortlessly access crucial operational data such as sales reports, inventory status, and customer insights, regardless of their physical location. Whether you’re utilising an iPad, Mac, or PC, Vend’s platform guarantees a smooth transition or integration, making it an adaptable choice for many business models seeking to enhance operational efficiency and customer service.
The ability of Vend to seamlessly integrate with a diverse array of third-party applications amplifies its utility. This integration spans across vital business functions from accounting (Xero), to digital marketing (Mailchimp), and e-commerce (Shopify), although it’s noteworthy that some users have encountered minor challenges with Shopify integration. Nevertheless, Vend’s robust customer support system is available around the clock, ensuring that any potential issues can be promptly resolved, maintaining business continuity and customer satisfaction.
Vend Pricing Plans
| Plan | Lean | Standard | Advanced |
|---|---|---|---|
| Pricing | £59/month | £79/month | £119/month |
Beyond its functional capabilities, Vend distinguishes itself with unique offerings such as a dedicated training mode for staff, allowing for a risk-free environment to learn the system without worrying about affecting live transactional data. Coupled with Vend’s commitment to accessible and extensive customer support — available via phone, email, and live chat at no additional charge — Vend stands as an attractive EPOS solution for businesses prioritising ease of use, comprehensive functionality, and exceptional customer service. This commitment to excellence ensures that Vend remains competitive in the EPOS market, offering a scalable, user-friendly platform that supports business growth and enhances customer engagement.
Features
Support for Multiple Retail Locations: Designed to manage and streamline operations across various retail outlets, ensuring cohesive functionality.
User-Friendly Interface: Simple, intuitive controls make it easy for staff to use and manage, reducing training time and improving efficiency.
Cross-Platform Compatibility: Works seamlessly with iPad, Mac, and PC, offering flexibility in hardware choices for businesses.
E-Commerce Integration: Links with online sales channels allow a unified inventory and sales approach between physical and digital storefronts.
Offline Functionality: Capable of operating without an internet connection, ensuring sales and operations continue smoothly during connectivity issues.
Advanced Inventory Management: Provides comprehensive tools to track stock levels, manage orders, and forecast demand, keeping your business well-stocked and efficient.
Cloud Synchronisation: Automatically updates and syncs data to the cloud, ensuring information is current and accessible anywhere.
Customer Loyalty Programs: Includes features to implement loyalty schemes, encouraging repeat business and enhancing customer satisfaction.
Detailed Reporting and Analytics: Offers robust reporting tools to monitor sales, track performance, and make informed business decisions.
Availability of Free Trials: Allows businesses to test the system before committing, ensuring it meets their specific needs and requirements.
Pros
- User-friendly design
- Straightforward operation
- Extensive additional functionalities
Cons
- Inconsistent performance with Shopify integration
3. Lightspeed – Great For Retail Business
Lightspeed stands out as a comprehensive cloud-based EPOS system tailored for retail, hospitality, and e-commerce businesses. Its flexibility across various platforms, including iPads, Macs, and PCs, ensures a seamless transition or integration for businesses looking to adopt or switch to Lightspeed. This adaptability makes Lightspeed a practical choice for enhancing operational efficiency and customer engagement across various business models.
Lightspeed Pricing Plans
| Plan | Standard | Advanced | Enterprise |
|---|---|---|---|
| Pricing | £59/month | £79/month | Custom |
Lightspeed Features
Growth-Oriented Systems: Specifically engineered to support the expansion of small businesses, ensuring scalability and adaptability to evolving business needs.
CRM and Loyalty Programs: Enhanced capabilities to cultivate customer loyalty and manage customer relationships effectively, aiding in the retention and satisfaction of clients.
Integrated Payment Solutions: Streamlined transaction management across all sales channels, facilitating a seamless customer payment experience.
E-Commerce Platform Creation: Opportunity to extend business operations online, allowing for the easy setup of an online store alongside physical retail.
Personalised Onboarding Support: Dedicated one-to-one onboarding assistance is provided at no extra cost, ensuring a smooth setup process.
Extensive Support Resources: Access a wealth of support options, including webinars, live demos, and instructional videos catering to different learning preferences.
Comprehensive Software and Hardware Integration: Compatibility with a wide array of third-party software and hardware, enhancing operational flexibility and efficiency.
User-Based Pricing: Flexible pricing strategies that accommodate the size of your team, making the system cost-effective for businesses with varying numbers of users.
Adaptable Reporting Features: From basic to advanced reporting capabilities, offering valuable insights into business performance and customer trends.
Round-the-Clock Support: Unlimited access to 24/7 customer support, included free of charge, ensuring help is always available when needed.
Pros
- Extremely user-friendly, perfect for fast-paced environments like bars and restaurants.
- Offers a robust and scalable solution for businesses of all sizes.
- Comprehensive integration capabilities with third-party apps.
- Advanced inventory management and reporting features.
Cons
- Lacks a free trial period for new users to test before purchase.
- It can be more expensive than some competitors, particularly for small businesses.
- The complexity of features may require a learning curve for some users.
- Limited customisation options in certain areas.
4. TouchBistro EPOS – Best For Restaurants
TouchBistro is designed with the specific needs of the restaurant industry in mind, offering a suite of features that support both small and large establishments in their growth and operational efficiency. This cloud-based EPOS system helps increase customer loyalty and build a robust customer relationship management (CRM) system. It integrates seamlessly with payment solutions to manage all transactions effortlessly.
Restaurateurs looking to expand their reach can use TouchBistro’s capabilities to create and manage their online stores, providing a unified experience for in-house and online customers. New users are welcomed with one-to-one free onboarding support, ensuring a smooth transition and setup process. Furthermore, TouchBistro offers extensive support services through webinars, demos, and instructional videos, catering to the diverse learning needs of its users.
TouchBistro Features
Integrated POS System: Seamlessly integrates table management with point-of-sale operations, facilitating smooth transactions and efficient service.
Real-Time Table Tracking: Offers live updates on table status, helping staff quickly see which tables are available, occupied, or about to turn over.
Customisable Floor Plans: Allows restaurants to design and modify their floor plan directly in the system, accommodating changes in layout or dining preferences.
Mobile Ordering and Payments: Enables staff to take orders and process payments directly at the table using iPads, reducing errors and speeding up service.
Guest Profile Management: Stores information on customer preferences, allergies, and past orders, enabling personalised service for repeat guests.
Detailed Analytics and Reporting: Provides comprehensive insights into sales, performance, customer behaviour, and more, supporting informed business decisions.
Reservation Management: Integrates with reservation systems to manage bookings, reduce no-shows, and optimise seating arrangements.
Staff Management and Scheduling: Includes tools for scheduling shifts, managing staff roles, and tracking labour costs about sales.
TouchBistro Pricing
TouchBistro’s pricing structure is tailored to match the specific needs and scales of various restaurant sizes, from small cafes to large dining establishments. Given the custom nature of the pricing, establishments are encouraged to contact TouchBistro directly to receive a quote that reflects their particular requirements and setup. This approach ensures that each restaurant receives a solution that is both cost-effective and perfectly suited to their operational needs.
| Plan | Solo | Dual | Team | Unlimited |
|---|---|---|---|---|
| Features | Ideal for small or single-register venues | Perfect for venues with 2 registers | Designed for venues with up to 5 registers | Best for larger venues with unlimited registers |
| Pricing | Custom Pricing | Custom Pricing | Custom Pricing | Custom Pricing |
Pros
- Integrated Solution: Combines table management, POS, and reservation systems for streamlined operations.
- User-Friendly Interface: Intuitive design makes it easy for staff to manage tables, orders, and payments efficiently.
- Real-Time Table Management: Allows for live updates on table status, improving seating efficiency and reducing wait times.
- Customisable Floor Plans: Offers flexibility in creating and adjusting floor plans to match the restaurant layout and seating arrangements.
- Insightful Analytics: Provides detailed reports and analytics, enabling data-driven decisions to enhance business performance.
Cons
- Hardware Compatibility: Primarily designed for iPad, there are limited hardware options for establishments preferring other devices.
- Connectivity Dependency: Requires a stable internet connection for cloud-based features, which could be a limitation in areas with poor connectivity.
- Learning Curve: While user-friendly, new users may require training to utilise all features and capabilities fully.
- Cost: Subscription-based pricing might be a consideration for smaller establishments with tight budgets.
- Limited Third-Party Integrations: While it offers various integrations, the range may not cover every restaurant’s specific needs or preferred tools.
The system’s flexibility is highlighted by its integration with a wide variety of other software and hardware, allowing for a tailored solution that fits the unique needs of each restaurant. Pricing is adaptable, based on the number of users, making TouchBistro a cost-effective choice for businesses at different stages of growth. Basic reporting comes standard, with the option to upgrade to more advanced reporting tools for deeper insights into business performance.
5. Clover – Best For Medium And Large Enterprises
Clover EPOS offers a versatile and comprehensive solution tailored for businesses across the retail, hospitality, and service sectors. This cloud-based system is engineered to facilitate business growth, enhance customer loyalty, and streamline operations through an integrated suite of features. Clover stands out for its ability to consolidate payment processes, manage transactions efficiently, and support businesses in creating a robust online presence with e-commerce capabilities.
Businesses adopting Clover benefit from personalised onboarding support, ensuring a smooth transition and setup. Further, Clover enriches the user experience with extensive support services accessible via webinars, demos, and instructional videos, catering to various preferences and ensuring users can maximise the system’s capabilities.
Clover EPOS Features
Customisable Hardware: A range of devices to suit any business size or type, from portable readers to full-service stations.
Integrated Payments: Accept all payment types, including debit, credit, contactless, and mobile payments.
App Marketplace: Access to a wide array of apps for customisation and extended functionality.
Inventory Management: Tools to track stock levels, manage orders, and receive alerts for low inventory.
Employee Management: Assign roles, track hours, and manage permissions for staff.
Customer Engagement: Tools for loyalty programs, gift cards, and customer feedback.
Reporting and Analytics: Real-time insights into sales, customer behaviour, and business performance.
Cloud-Based Access: Manage your business from anywhere with internet connectivity.
Moreover, Clover includes unlimited 24/7 support with its service, ensuring businesses have access to help whenever needed at no additional cost. This comprehensive approach to customer service, combined with Clover’s broad array of features, makes it an attractive EPOS solution for businesses looking to optimise their operations, engage customers more effectively, and drive growth.
Clover Pricing Plans
| Plan | Starter | Standard | Advanced |
|---|---|---|---|
| Features | Basic features for new or small businesses | Comprehensive features for growing businesses | Premium features for established businesses |
| Pricing | Custom Pricing | Custom Pricing | Custom Pricing |
Clover’s approach to pricing is customised, allowing businesses to tailor their EPOS system according to their specific operational needs and budget. To accommodate businesses at various stages of growth, Clover offers plans ranging from basic functionalities suited for new or small businesses to advanced solutions for larger, more established companies. Interested businesses are encouraged to contact Clover directly for a detailed quote and more information on the features included in each plan, ensuring they receive a package that’s perfectly aligned with their requirements.
Pros
- Versatile Hardware Options
- All-in-One System
- Extensive App Marketplace
- Ease of Use
- Integrated Payments
Cons
- Proprietary Hardware
- Transaction Fees
- Limited Offline Functionality
- Complex Pricing Structure
- Dependence on Third-Party Apps
Do You Need An EPOS System?
A Cloud-Based EPOS (Electronic Point of Sale) system represents a modern solution to managing sales and business operations over the Internet. Unlike traditional EPOS systems that require physical servers and direct management, cloud-based EPOS systems offer flexibility, scalability, and real-time data accessibility.
This innovative system combines advanced software and streamlined hardware to enhance the sales experience, offering features such as:
- Online payment processing capabilities
- Cloud software for real-time inventory management and sales tracking
- Essential hardware like tablets for mobile or fixed sales points, integrated card machines
The cloud software aspect ensures seamless integration with other digital tools and platforms, including online accounting software, CRM solutions, and web-based ordering systems. This integration fosters a unified approach to business management, enabling efficient operation, from customer interactions to backend analytics and inventory control. Cloud-based EPOS systems are designed for adaptability, allowing businesses to access vital information and perform operations from anywhere, at any time, through internet connectivity.
Types of EPOS Systems Explained
EPOS (Electronic Point of Sale) systems are diverse, catering to various business needs, from mobile vendors to sprawling enterprises. Here’s a concise guide to help demystify the types of EPOS systems available, tailored to specific user needs, with examples for clarity.
| Type of EPOS System | Target Users | Key Features | Notable Benefits | Example EPOS Systems |
|---|---|---|---|---|
| Mobile EPOS Systems | Pop-up shops, food trucks, street vendors | Mobile payment options, simple inventory management | High mobility, ease of use, no long-term contracts | Square, Zettle by PayPal, SumUp |
| Retail EPOS Systems | Retail boutiques, supermarkets | Comprehensive inventory tracking, barcode scanning, customer relationship management | Streamlines sales process, enhances stock control | Lightspeed, Clover, Vend |
| Hospitality EPOS Systems | Restaurants, cafes, hotels | Table layout management, kitchen order management, payment splitting | Improves dining experience, simplifies service management | TouchBistro, Square for Restaurants, Clover |
| Service-based EPOS Systems | Salons, clinics, service centers | Booking and scheduling, client records, service invoicing | Salons, clinics, service centres | Square Appointments, Fresha, Vend |
| Enterprise EPOS Systems | Multi-site retailers, chains | Robust reporting tools, multi-site management, extensive integrations | Facilitates large-scale operation management, offers deep business insights | Lightspeed Enterprise, Clover Multi-location |
Frequently Asked Questions
Who Can Benefit from Using an EPOS System?
EPOS systems are versatile and can benefit many business types, including retail stores, restaurants, bars, cafes, food trucks, pop-up shops, service-based businesses like salons and repair shops, and large enterprises or franchises. The specific features and integrations available can be tailored to meet the unique needs of each business.
How Do Mobile EPOS Systems Work?
Mobile EPOS systems are designed for high mobility and flexibility, allowing businesses like pop-up stores, food trucks, and market stalls to process payments and manage a basic inventory from anywhere. These systems typically use a mobile device, such as a smartphone or tablet, equipped with payment processing apps and connected to mobile card readers.
Can EPOS Systems Integrate with Online Sales?
Yes, many EPOS systems offer e-commerce integration, enabling businesses to manage their physical and online sales through a unified platform. This integration helps streamline inventory management, sales tracking, and customer data across all channels.
What Are the Key Features of Retail EPOS Systems?
Retail EPOS systems have comprehensive inventory management, barcode scanning, customer management, and sales tracking features. These systems are designed to streamline the checkout process, manage stock efficiently, and enhance customer relationship management.
How Can EPOS Systems Improve Hospitality Business Operations?
EPOS systems for the hospitality industry include features like table management, order tracking, tipping, and bill splitting to facilitate efficient service delivery and order management. These systems are tailored to the fast-paced environment of restaurants, bars, cafes, and hotels.
What Support Is Available for EPOS System Users?
Support services for EPOS system users vary by provider but commonly include 24/7 customer support, one-on-one onboarding assistance, and access to a range of learning resources such as webinars, demos, and instructional videos. These resources are designed to help businesses maximise the benefits of their EPOS system.
How Does Pricing Work for EPOS Systems?
Pricing for EPOS systems generally includes hardware costs, software subscription fees, and transaction fees for payment processing. Many providers offer flexible pricing plans based on the number of users, with options ranging from basic functionalities for small businesses to advanced features for large enterprises. Custom pricing may also be available for businesses with specific needs.
Final Words
Navigating the vast landscape of EPOS systems in the UK can initially seem daunting for any retailer, from those just starting out to well-established enterprises. However, understanding these systems’ distinct advantages and capabilities can transform how your business operates, bringing about efficiency, customer satisfaction, and growth. Whether your operation is mobile, stationed in a bustling retail environment, or providing hospitality services, there’s an EPOS solution designed to meet your specific needs. Systems like Square, Vend, Lightspeed, TouchBistro, and Clover offer tailored functionalities that streamline day-to-day operations and offer insights and integrations that can significantly drive your business strategy forward.
As you consider upgrading or adopting an EPOS system for your business, remember the importance of choosing a system that aligns with your current operations and future growth plans. The right EPOS system is more than just a tool; it’s a partner in your business’s journey towards achieving operational excellence and enhanced customer engagement. We hope this guide has illuminated the path towards finding that perfect EPOS solution for your unique business needs.
We’re eager to hear your thoughts and experiences! Have you implemented any of these EPOS systems within your business? What impact has it had on your operations and customer service? Share your stories and insights in the comments below. Your feedback enriches this discussion and helps others in the community make informed decisions about their EPOS system needs.
