Most business owners put off changing their till or card machine for the same reasons: contracts they don’t fully understand, worry about losing their menu or sales history, and fear of a day without taking payments. Switching is what we do, and it’s in our name. This guide covers what to check, the order to do things in, and what our UK team handles for you.
Signs it’s time to switch
- Your card fees have crept up, or your statement is hard to understand.
- Support takes too long to answer when the till stops working.
- Your system can’t do what you need now, such as delivery-app orders, online ordering, stock control or more than one site.
- Your hardware is slow, failing or no longer supported.
- You’re paying for separate systems that don’t talk to each other.
Before you switch: check your current agreements
Many businesses have more than one agreement without realising it. You could have an EPOS software subscription, a hardware purchase, lease or rental (sometimes through a separate finance company), a card processing agreement, a separate card terminal rental, and add-ons such as online ordering. Each can have its own terms. For every agreement, find out:
- The minimum term and end date. When can you leave without a penalty?
- Auto-renewal and notice period. How much notice is needed, and how must it be given: in writing, by email or through a portal?
- Early termination fees. How are they calculated, and do they cover the rest of the term?
- Hardware ownership. Do you own the equipment, or must it be returned?
- Your data. Can you export your products, customers and sales, in what format, and for how long after you cancel?
Always give notice in writing, keep proof that it was sent and received, and put each renewal date in your diary.
Is it worth paying an exit fee?
Sometimes it is. Compare the fee with what you would save by moving now. Example (illustrative figures): if leaving early costs £300 and the new setup saves you £60 a month, you’re better off after five months. If your contract ends soon, it may be cheaper to plan the switch for that date.
Your switching plan, step by step
Step 1: Review what you pay and what you need
Gather your last three months of card statements, your current EPOS invoices and a list of the features you can’t do without. Then book a demo, so you can see the new system working for a business like yours before you commit.
Step 2: Export your data
Before you give notice, export everything you might need: products or menu items with prices, barcodes, categories and modifiers, plus stock levels, supplier details and your customer list. Handle customer data in line with UK GDPR. Download your sales history and Z reports too. Your history usually stays with your old provider, and you must keep VAT records for at least six years.
Step 3: Apply for your new card account early
A new card provider has to check and approve your application, and the approval decision is theirs. Have your ID, business details and bank details ready. Our guide to the documents needed for a card machine lists what to prepare. Keep your old card machine running until the new one is live, so there’s no gap in taking payments.
Step 4: Set up and test
We build your menu or product list, set up the hardware and test the details that matter: card payments, receipt and kitchen printers, kitchen screens and any delivery-app or online orders. Your staff are trained before you go live.
Step 5: Go live, then cancel in the right order
Go live on a quieter day if you can. Once you’re happy, give notice to your old providers under their terms, return any rented equipment, and check the final invoices. Keep the details of your old card account to hand, because refunds and disputes on earlier sales can still come through it for some time.
Switching card machine provider: what’s different
- Approval: the card provider assesses your business before your account is opened.
- Settlement timing: check when your money will arrive with the new provider, and plan for the changeover week so cash flow isn’t squeezed.
- PCI DSS: complete the new provider’s security questionnaire promptly to avoid non-compliance charges.
- Terminal rental: a rental agreement can run separately from the processing agreement, so cancel both.
- Integration: make sure the new terminal works with your till, so amounts go across automatically.
We work with three UK card providers: DNA Payments, Teya and Dojo (Dojo for retail). See our card machines page for more.
What SWITCH&SAVE does for you
- Compares your options: we look at EPOS packages and the card providers we work with, based on your statements and how you trade.
- Helps you read your current terms: we go through your contract and notice dates with you, so you can plan the timing.
- Moves your menu or products: for hospitality, our UK team migrates your menu, items and prices from your old system for free. Our hospitality EPOS page has the details. For retail EPOS, we import your product data from your export, and we agree what can be moved from your actual files before we start.
- Sets up and trains: our UK team sets up the system and shows your staff how to use it.
- Supports you afterwards: UK-based support by phone and WhatsApp.
- Clear terms on our side: both packages have a 12-month minimum term, then run monthly with 30 days’ written notice, as set out in our Service Plan and Cancellation Policy.
Switching from a particular provider?
We’ve written side-by-side comparisons for some of the systems people most often move from, including Switch&Save vs Epos Now and Switch&Save vs Xepos. Whichever system you use now, the same steps apply. Leaving Epos Now? Follow our step-by-step guide to leaving Epos Now.
Switching EPOS: frequently asked questions
Will I lose my sales history when I switch?
Your sales history normally stays with your old provider, so download your reports and Z reports before you cancel and keep copies for your records. Products, prices and customer details can usually be exported and imported into the new system.
Can I switch before my contract ends?
Usually yes, but you may have to pay an early termination fee. Work out whether the savings from switching now outweigh the fee, or plan the move for your contract end date.
How long does switching take?
It depends mostly on your notice period and on how quickly the new card provider approves your application. Setting up the new system can then be planned around your quietest days, so you keep trading throughout.
Do I have to change my EPOS and card machine at the same time?
No. You can change either one first. Changing both together means you can use integrated payments from day one, but the timing should follow your contract dates.
What data can you move into the new system?
Typically products or menu items, prices, barcodes, categories, modifiers and customer details. We’ll agree the exact scope from your export files before we start.
Who do I cancel with?
Each provider separately, under the terms of each agreement. Card processing and terminal rental agreements are with the card provider or rental company, so notice must go to them.
Ready to switch? Book a free demo
Send us your latest card statement and current EPOS invoice, and we’ll walk you through the options and the best time to switch. You can also see the system in a free 20–30 minute remote demo, with no hard sell. Book your free demo or get in touch:
SWITCH&SAVE Business Services Ltd, 3A Perry Common Road, Erdington, Birmingham, B23 7AB · 0333 0389707 · hello@switch-and-save.uk · WhatsApp +44 7432 391811