Understanding the true cost of an EPoS system in 2025 is essential for any UK or Irish hospitality or retail business. With providers offering everything from low-cost consumer devices to fully rugged commercial-grade systems, pricing can vary widely — and hidden fees are common.
This guide breaks down EPoS costs clearly, including hardware, software, setup, ongoing menu maintenance, monthly HaaS/SaaS pricing, and the key things to look for — and avoid — when choosing a system.
What Does an EPoS System Typically Include?
- Software: Monthly SaaS covering tills, handhelds, back office and reporting.
- Hardware: Tills, printers, cash drawers, kitchen screens and payment devices, often as HaaS.
- Setup & Database Building: Menu/product programming, VAT, groups and workflows.
- Training: Staff and manager training for go-live.
- Support: 7-day support including weekend + out-of-hours, delivered locally.
- Ongoing Menu Maintenance: Price updates, new items, seasonal menus, promotions.
What to Look for in an EPoS Provider
- Transparent pricing with no hidden fees or sudden increases.
- Rugged hardware designed for hospitality and retail — not consumer tablets.
- Monthly Hardware & Software options (HaaS/SaaS) to protect cash flow.
- Local UK & Ireland support with weekend and out-of-hours cover.
- Full setup & database building done by the provider.
- Comprehensive training for staff and managers.
- Ongoing menu maintenance included — not charged per update.
- No payment penalties if you choose a different payment provider.
- Scalable options for multi-site, handhelds, kitchen screens, and integrations.
- Experienced provider with a strong reputation.
- Staff with real-world hospitality and retail knowledge.
The Rise of Monthly Hardware & Software Plans
As more venues focus on managing cash flow and reducing upfront investment, monthly Hardware and Software plans (HaaS/SaaS) have become one of the most popular ways to deploy an EPoS system. Instead of paying thousands upfront, businesses spread the cost across a predictable monthly fee while staying fully up to date with the latest technology.
Why Monthly HaaS/SaaS Makes Sense for Hospitality & Retail
Beyond cost savings, monthly plans provide flexibility, scalability and peace of mind — especially for new openings and multi-site operations. Here are the key advantages:
✔ Predictable Monthly Costs
Spread payments over time with no large upfront purchases, making budgeting easier.
✔ Always Up-to-Date Technology
Upgrade hardware or enable new features as soon as they’re released.
✔ Ongoing Support Included
RST EPoS provides full 7-day support including bank holidays — essential for busy venues.
✔ 100% Tax Deductible
Monthly payments count as operating expenses, reducing taxable profit.
✔ Flexible to Change
Scale up, add more devices or upgrade hardware without penalties.
✔ Multiple End-of-Term Options
Continue your plan, upgrade equipment, return hardware or purchase new devices outright.
What to Avoid: Common EPoS Pitfalls in 2025
Setup & Database Building: The Hidden Self-Service Trap
Many POS providers advertise low monthly fees, but what they don’t make clear is that those fees usually cover the software — not the work required to build the system.
If setup fees are missing or unclear, the entire build is usually self-service. You are expected to configure everything yourself, including menus, PLUs, VAT, groups, routing, workflows, permissions, devices and integrations.
This can be difficult for businesses without IT skills and even more challenging for operations with larger menus, multiple service areas, differing VAT rates or complex workflows.
Hardware “Giveaways” Tied to Payment Contracts
Some POS companies promote offers such as “£xyz of free hardware” — but the hardware is tied to a three-year payment processing contract with increased card fees built in to cover the cost.
If you leave early, you often do not own the hardware, and may face clawback penalties.
It appears free, but once processing fees and penalties are added, it often costs far more than a standard monthly plan.
Rugged Hardware vs Consumer Tablets
Rugged EPoS terminals are built specifically for demanding hospitality and retail environments, offering strong durability, resistance to spills, heat and dust, stable all-day performance and minimal downtime. Consumer tablets, on the other hand, are not designed for intensive commercial use — they often overheat during busy service, break more easily, need frequent replacement and can bring operations to a halt when they fail.
Third-Party Payment Penalties
Some POS companies increase software fees if you don’t use their payment service. This creates a penalty-based pricing model.
Offshore Support Centres
Most offshore call centres follow scripted responses and have limited understanding of UK & Ireland hospitality or retail.
This leads to slow resolutions, repeated explanations, and no option for local onsite support.
Final Thoughts
The most cost-efficient EPoS solution in 2025 combines rugged hardware, transparent pricing, full setup, ongoing menu maintenance and flexible HaaS/SaaS. Choosing a provider with local support and no payment penalties ensures reliability, lower long-term cost and smoother operations.
To discuss options or get pricing, visit www.rstepos.com.
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