Choosing the right EPOS system in 2025 is one of the most important decisions any hospitality or retail business in the UK and Ireland will make. Today’s EPOS is no longer just a till — it’s the core system that manages menus, payments, stock, reporting, and the customer journey from start to finish.
With rising labour costs, tighter margins, and constant menu and price changes, the right EPOS will streamline operations and reduce admin, while the wrong one can slow service and frustrate staff.
This guide covers the essential features, integrations and tools to look for when selecting a modern EPOS system in 2025.
1) Easy Menu Management
Menus in UK and Irish hospitality change constantly — seasonal items, supplier price updates, specials, events and promotions. Your EPOS system has to keep up.
Look for menu tools that offer:
- Real-time menu updates pushed instantly to tills and handhelds
- Easy price changes and product updates
- Multi-site menu syncing
- Support for modifiers, meal deals and timed menus
Managed menu services are now a preferred choice for many operators. This allows the business to focus on customers while a dedicated EPOS team handles all menu updates, price changes, promotions and new items on your behalf.
2) Powerful Reporting & Insights
A modern EPOS should give you fast, clear and actionable data. In 2025, businesses expect real-time insights that help streamline decision making.
- Live sales dashboards
- Busiest hours and peak trading times
- Best and worst-selling items
- Staff and table performance
- Stock usage and wastage tracking
- Multi-site overviews for groups
Accurate reporting helps reduce waste, optimise staffing, improve menu design and increase profitability.
3) Fast, Simple Staff Training
Your EPOS should be easy to learn — especially with ongoing staff shortages and turnover in hospitality.
- Clean, intuitive interface
- Simple order flows
- Fast item search
- Easy modifiers and add-ons
A user-friendly EPOS reduces errors, increases speed of service, and helps new starters feel confident quickly.
4) Hardware Flexibility
Your EPOS should adapt to your business, not restrict it. Choose a system that allows:
- Industry-standard touchscreen terminals
- Handheld ordering devices
- Kitchen Display Screens (KDS)
- Additional terminals as you grow
- Printer and network flexibility
5) Reliable Support & Managed Services
When your EPOS goes down, service stops — so support matters.
- UK & Ireland-based support teams
- Fast remote assistance
- Proactive monitoring
- Setup and installation support
Many operators now prefer fully managed EPOS services where specialists maintain menus, prices, promotions and item setup on their behalf.
6) Value-Added Add-Ons: Vouchers, Ordering & Loyalty
The best EPOS systems offer tools that help grow revenue and improve customer engagement.
- Digital gift vouchers — online sales, instant delivery, tracked redemptions
- Online ordering — click-and-collect, delivery or table ordering
- Loyalty schemes — points, rewards or visit-based loyalty
- Table reservations — online booking with deposits
- QR menus & mobile self-ordering
- Timed discounts & promotions
These add-ons give your business new revenue channels while reducing admin and improving convenience for customers.
7) Integrations: Accounting, PMS & More
A connected EPOS ecosystem saves time and eliminates double entry. The right system should integrate with the platforms you already use.
Accounting & Finance
- Xero
- Sage
- QuickBooks
Automated daily postings save hours each week and reduce errors.
Hotels & PMS
- Room charge posting
- Guest billing summaries
- Full PMS synchronisation
Reservations & Booking
- Online table reservations
- Deposits and booking fees
- Live capacity management
Stock & Supply Chain
- Automated stock deduction
- Supplier ordering
- Recipe-level costing
Other useful integrations
- HR & staff scheduling tools
- Gift voucher systems
- Delivery aggregators
- KDS and kitchen automation
8) Integrated Payments: Why It Matters
An EPOS and payment terminal that work together provide major operational advantages:
- No manual keying — reduces errors and chargebacks
- Faster payment processing — ideal for busy bars and cafés
- One support provider — no finger pointing between suppliers
- Unified reporting — EPOS + payments in one dashboard
- Smoother staff training
Integrated payments also enable:
- Pay-at-table
- QR code payments
- Online ordering payments
- Gift voucher purchases
- Deposits and prepayments
Using an all-in-one EPOS and payment provider simplifies your operation and ensures everything works seamlessly together.
9) Final Thoughts
Choosing the right EPOS in 2025 comes down to more than just hardware — it’s about finding a system that simplifies operations, supports your team, and helps your business grow.
Prioritise easy menu management, strong reporting, intuitive design, hardware flexibility, dependable support, modern integrations and fully integrated payments. A future-proof EPOS system should save you time, reduce admin and allow you to focus on delivering great service.
Looking for a modern, reliable EPOS?
Book a short demo and see how RST EPOS can streamline your operations.