April 15, 2026 • By admin
What Is Included in an EPOS System Price?
If you’re searching for an EPOS system for your business, one of the first questions you’ll ask is simple:
“What exactly am I paying for?”
The answer isn’t always clear. Many providers advertise a low monthly fee, but the actual EPOS system cost in the UK can include much more than just software.
In this guide, we’ll break it down in simple terms so you know exactly what should be included in an EPOS system price, and what to watch out for.
1. EPOS Software (The Brain of Your System)
At the core of every EPOS system is the software.
This is what allows you to:
- Process sales
- Track stock in real time
- Generate reports
- Manage staff
- Monitor performance from anywhere
What should be included:
- Sales dashboard and reporting
- Inventory management
- VAT handling (UK compliant)
- Multi-payment support (cash, card, contactless)
- Customer management (optional but valuable)
Most UK providers charge a monthly subscription for this.
2. EPOS Hardware (What You Physically Use)
The second major part of your EPOS system price is hardware.
Typical hardware includes:
- Touchscreen terminal or tablet
- Receipt printer
- Cash drawer
- Barcode scanner (for retail)
- Kitchen printer (for restaurants/takeaways)
Some providers bundle this, others charge separately.
3. Card Machine Integration
Many businesses don’t realise this but your EPOS system and card machine are often two separate systems.
That creates problems like:
- Manual entry of card payments
- Reconciliation errors
- Slower checkout
What should be included:
- Integrated card machine
- Automatic payment syncing
- Unified reporting
👉 Modern providers (like SWITCH&SAVE) offer fully integrated EPOS + card solutions, which simplifies everything.
4. Cloud Access & Remote Management
A modern EPOS system isn’t just a till, it’s a business control centre.
Included features should be:
- Access reports from your phone or laptop
- Real-time sales tracking
- Multi-store management
- Secure cloud backup
This is essential if you want to grow your business.
5. Installation & Setup
Some EPOS providers charge separately for setup, others include it.
This may include:
- System installation
- Menu/product setup
- Staff training
- Onboarding support
Always confirm this, hidden setup fees are common in the UK market.
6. Support & Maintenance
This is one of the most important parts of your EPOS system price.
When something goes wrong, you need fast help.
Look for:
- UK-based support
- Phone + WhatsApp assistance
- Remote troubleshooting
- Software updates included
Cheap systems often cut corners here.
7. Software Updates & Upgrades
Technology changes fast and your EPOS system should keep up.
Included in a good package:
- Regular feature updates
- Security patches
- Performance improvements
If updates are not included, your system will become outdated quickly.
8. Hidden Costs to Watch Out For
Not all EPOS pricing is transparent.
Here are common extra charges:
- Installation fees
- Training costs
- Support subscriptions
- Payment integration fees
- Contract lock-ins
👉 Always ask for a full breakdown before committing.
So, What Should an EPOS System Price Include?
A complete EPOS system in the UK should cover:
- Software (core system)
- Hardware (terminal, printer, etc.)
- Card machine integration
- Cloud access
- Setup and training
- Ongoing support
- Updates and maintenance
If any of these are missing, you’re not getting the full picture.
Choosing an EPOS system isn’t just about price. It’s about value, reliability, and long-term support.
A cheap system might save you money upfront, but it can cost you more in errors, downtime, and missed opportunities.
That’s why more UK businesses are moving towards all-in-one EPOS solutions that combine everything in a single, simple package.
Ready to See What’s Included in a Complete EPOS Solution?
At SWITCH&SAVE, we provide:
- Fully integrated EPOS + card machines
- Transparent pricing (no hidden costs)
- UK-based support
- Systems designed for retail, takeaway, and hospitality
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