Hospitality and retail businesses come in a lot of different forms, but there’s one thing they all have in common. They all need to have a point of sale system – whether that’s a simple traditional till, or a feature filled EPOS. The system is used to process sales and take payments, and modern EPOS solutions make sure this is done quickly and efficiently.
In this ultimate guide, we’ll be letting you know everything you need to know about EPOS systems – what they are, how they work, and how to pick the best one for your business. Let’s dive in!
What does EPOS mean?
EPOS stands for Electronic Point Of Sale, and is the hardware and software used to make sales at your business. It is also used to keep records of transactions, allowing you to easily track revenue, inventory and more.
They can come in a lot of different formats, but most commonly seen is a touch screen terminal combined with a cash register and receipt printer. Other systems might run off a tablet or mobile device. Some advanced EPOS systems like ours now support cloud-based management, meaning you can access reports and data remotely.
How has POS evolved?
Modern electronic POS systems have evolved a lot from cash registers. They contain a whole range of features along with sales processing, including inventory management and data analytics.
If you’re still a cash-only business, you could be losing out on significant sales. With the average Brit carrying just £22 in cash, customers may walk away if card payments aren’t an option. Not only can this hurt your revenue, but it can also make your business seem outdated.
Additionally, contactless payments and digital wallets like Apple Pay and Google Pay have become increasingly popular, making it essential for businesses to adopt flexible payment options.
The hardware has changed a lot too. Modern EPOS systems run on sleek terminals that are versatile and easy to use. The built in features help give your business a clear view of operations, and the systems are also able to integrate with complimentary software to streamline tasks. Some systems also feature self-checkout options, reducing staff workload and improving customer experience.
What are the advantages of using a modern EPOS system?
There are so many benefits of using an EPOS system. The main ones include:
- Faster customer checkout – Modern hospitality EPOS systems make the checkout experience quick and easy for both customers and staff. This frees up your team to spend more time delivering great customer service instead of focusing on tech issues.
- Detailed performance analytics – Most point of sale systems come with built in data and analytics reports, so you can get a complete oversight on every area of your business. Look into your inventory, sales, and staff performance any time you need.
- Inventory management – You’ll know it’s important to keep track of your stock, and EPOS systems make it easy.
- Employee management – Many EPOS systems include staff tracking features, allowing you to monitor working hours, sales performance, and shift patterns. This helps with scheduling and payroll management.
The main components of an EPOS system
EPOS software
EPOS software is the programme that runs the system – used to work out how much everything costs, keep track of your sales and monitor your stock. Different EPOS software will have different features – for example, at Gardiff we have tools like loyalty programmes, online ordering platforms, reporting analytics and multi-site management.
EPOS hardware
EPOS hardware is the physical parts of the system. This could include:
- EPOS terminals – the device the EPOS software runs off. EPOS providers like Gardiff have specially designed terminals with touchscreens that make it quick and easy to take orders and process sales.
- Card readers – if you want to take card payments, you’ll need a card reader. Talk to your EPOS provider about what type of card reader will be compatible with their software.
- Receipt printers – when connected to your EPOS system, the receipt printer will automatically create receipts when you put in an order or complete a transaction.
- Cash drawers – you’ll need a cash drawer to hold your cash so you can collect payment and hand out change.
- Barcode scanners – if you’re running a shop, or sell products with barcodes then a barcode scanner is a must. This means you won’t have to manually enter product numbers, and can instead just scan the barcode.
- Kitchen display systems (KDS) – For hospitality businesses, orders can be sent directly to a kitchen screen, improving order accuracy and efficiency.
POS vs EPOS
| Feature | Traditional Cash Register/POS | EPOS System |
| Payment Methods | Cash only | Cash, card, contactless, and mobile payments |
| Inventory Tracking | Manual stock counting | Automated stock management with real-time updates |
| Sales Reports | Basic transaction logs | Detailed reports with analytics and trends |
| Customer Management | No customer insights | Tracks customer preferences and purchase history |
| Integration | Standalone device | Integrates with accounting, CRM, and online ordering systems |
| Remote Access | No remote access | Cloud-based access from any location |
| Upfront Cost | Lower initial cost | Higher investment but more features |
How to choose the right EPOS system for your business
With so many EPOS systems to choose from, how do you know which will be best for your business? Here’s what you need to consider.
Compare EPOS providers
Customer Support
Explore the level of customer support offered by each EPOS provider. Look at availability hours, response time and if there are any extra costs involved for help or repairs. Read reviews on Trustpilot to get an overview of their service quality.
Features
Compare the functionality offered by different providers to make sure your business requirements are met. Think about what third-party applications you might want to be integrated, as well as scalability for future business expansion.
Cost
Remember to consider factors like setup fees, transaction fees, monthly subscriptions and hardware costs.
User experience
Having a user-friendly interface on your EPOS terminal can make all the difference to transaction speed and productivity.
Set up and delivery
Check how quickly the system can be delivered and if the EPOS provider offers installation, or if you’ll have to handle this yourself.
How does Gardiff EPOS integrate with your existing business tools?
Adding Gardiff EPOS to your business is seamless – our team handles everything from software setup to hardware installation. Our system is designed to make managing your business easier and give you the tools for growth. Here’s how:
- All-in-One Solution – We provide a complete package, including a sleek EPOS terminal, printer, payment terminal, and cash drawer—everything you need to get started right away.
- Quick & Easy Setup – Our software team and engineers take care of everything – all you need to do is send us your menu. We also offer training to ensure you’re confident with the system from day one.
- Real-Time Insights & Reporting – Monitor sales, stock levels, staff performance, and customer trends from any device. With real-time data at your fingertips, you can make smarter business decisions on the go.
- Multi-Channel Ready – Gardiff EPOS seamlessly supports online orders, deliveries, and Click & Collect, helping you reach more customers. Sync your in-store and online sales for a smooth experience.
- Seamless Integrations – Easily connect to leading accounting software, CRM tools, and more. With a wide range of integrations, you can keep using the tools that work best for your business.
- Reliable Support – We offer technical support and unlimited training, ensuring you always have expert help when you need it. Our dedicated team help you get the most out of your system.
In conclusion, a modern EPOS system is a game-changer for any business looking to streamline operations, boost efficiency, and enhance customer experience. With Gardiff EPOS, you can enjoy seamless integration, real-time reporting, and a user-friendly interface that makes managing your business a breeze. Plus, our dedicated support means you’re never left in the lurch and everything will run smoothly.
