Choosing the right EPOS system can level up your hospitality business. They don’t just take payments; modern systems help you manage staff, track stock, analyse sales, and run your whole operation more efficiently. With the right setup, you’ll save time, cut costs, and improve service.
Basic cash registers might do the job for small startups, but if you want better control and smarter insights, it’s worth investing in a proper EPOS solution. It’s a big decision, but the right system will pay off.
At Gardiff EPOS, we’re here to help you make that choice. Whether you need advice or want to see our systems in action with a demo, we’ve got your back. Here’s what to look out for when buying an EPOS till for your hospitality business.
How EPOS works
At its core, an EPOS system connects front-of-house hardware (like touch-screen tills, card readers, and receipt printers) with back-office software that handles reporting, stock control, and staff management. Transactions are logged in real time, syncing with your product database and updating stock levels automatically.
You can track sales by item, time, staff member, or location, and generate detailed reports to spot trends and make smarter decisions. Some systems (including ours) integrate with accounting software, online ordering platforms, and loyalty schemes for a full end-to-end setup.
EPOS Software
When choosing the right EPOS system for your business, focus on the following key areas.
Is it designed for hospitality?
Not all EPOS systems are built the same. Many are tailored to specific industries like retail, leisure, or gaming, so make sure you’re looking at software built for hospitality.
Restaurants, pubs, and bars need features like tab and table management, split billing, product modifiers, and kitchen printing.
Look for:
- Table & tab management – Keep track of orders and service flow.
- Split bills & modifiers – Handle custom orders and group payments with ease.
- Kitchen printing or display screens – Speed up service and reduce errors.
- Mobile ordering – Let customers order from the table or online.
- Loyalty schemes – Reward repeat customers and track usage.
- Cloud management – Access reports, stock, and staffing remotely.
- Offline mode – Keep tills running even if the wifi drops.
A hospitality-focused EPOS setup will save time, reduce mistakes, and help your team deliver smoother service.
Can it be customised?
Every hospitality business runs differently, so flexibility matters. A rigid, one-size-fits-all EPOS system won’t cut it if you want to get the most from your setup.
Look for a system you can customise – whether that’s integrating with your current IT stack, adapting menus, setting user permissions, or building workflows around how your team operates.
Make sure the system can fit into your existing infrastructure and scale with you as things grow.
Is it easy to use?
If your EPOS system is confusing, it slows everything down, frustrating staff and customers. You need something intuitive that your team can pick up quickly, with minimal training.
Look for:
- Simple, clear interface – Fast to learn, easy to navigate
- Quick setup and onboarding – Get new staff trained fast
- Customisable layouts – Personalise screens by role or location
- Easy updates – Software should update smoothly with no downtime
A user-friendly system keeps service running smoothly and reduces errors during busy shifts.
Is it scalable?
Your business won’t stay the same so your EPOS system shouldn’t either. What works now might fall short when you need to add loyalty programs, new sites, or advanced reporting down the line.
How to spot a scalable EPOS provider:
- Offers add-ons for loyalty, stock, rotas, mobile ordering, and more
- Regularly updates and expands features
- Supports integration with tools like accounting, HR, or delivery platforms
- Can offer custom development if needed
Will it improve customer service?
Think about your customers’ experience – can they choose from a variety of payment options? Does your system integrate with payment platforms to eliminate manual entry?
For established venues, identify the pain points you want to improve. For new operators, ask others in the industry what issues they’ve encountered and how their system solved them.
The right system should help smooth operations and give your customers a better experience, all while cutting costs.
Will it free up staff to support other business objectives?
With the right EPOS system, your staff can focus on more important tasks. For example, handheld ordering systems reduce reliance on traditional order pads, cutting costs and increasing efficiency. Your team can take orders directly from anywhere in the venue, reducing unnecessary movement between kitchens, bars, tills, and tables.
By automating and streamlining certain tasks, you free up your team to contribute to other business goals, like improving service or upselling.
Is there good customer support?
When investing in a new EPOS system, it’s important to know that help is always available. At Gardiff EPOS, our customer support team is just a phone call or email away, every day of the week. Whether you have questions after setup or need ongoing assistance, we’re here to help.
Are you getting value for money?
While price shouldn’t be the only factor in your decision, it’s definitely important. Make sure all pricing is transparent and that packages align with your specific needs. The good news is, EPOS systems often pay for themselves through cost savings and improved profits.
What to consider when evaluating costs:
- Hardware Costs – Don’t forget about the upfront costs for essential hardware like touchscreen tills, printers, and barcode scanners. If you already have some of this equipment, ask your provider if it can be reused.
- Per Platform Costs – Some providers charge monthly per platform (e.g., stock control, loyalty programs). This can work for simpler setups but may add up as you expand your needs.
- Fixed Subscription Costs – For a predictable, all-inclusive option, look for a fixed-cost subscription that covers everything from day one.
- Additional Fees – Watch out for extra charges like licence fees for handheld devices, integration connection fees, or other hidden costs.
- Integration Charges – Integrating with other platforms is great, but check if there are additional charges. Costs can stack up if your EPOS system requires third-party tools to cover gaps in functionality.
- Quote Comparison – Always compare quotes from top providers based on initial costs, services offered, and any potential future costs.
Advantages of EPOS
An EPOS system offers increased transparency by providing clear insights into sales, stock, and staff performance. This allows you to monitor every aspect of your business in real-time, helping you make smarter decisions.
The system also improves speed, enabling faster transactions and reducing service times, which directly enhances the customer experience. It also helps to cut costs by reducing manual processes, which can be time-consuming and prone to errors. By automating key tasks, such as inventory management and report generation, you save your team hours of administrative work.
Ultimately, an EPOS system offers a range of benefits that can boost your business’s efficiency and bottom line.
