Electronic Point of Sale (EPOS) systems have become indispensable tools for both retailers and restaurants. More than just a single machine to process sales, today’s EPOS suites offer a comprehensive solution for managing inventory, tracking customer data, generating detailed reports, and integrating seamlessly with other business applications to help you run your entire business.

Commonly found in retail settings, an EPOS system can help stores reduce instances of overstocking or understocking, streamline the checkout process, and generally make operations smoother. This leads to faster checkout, improved customer satisfaction, and valuable insights into sales trends and customer preferences that can drive strategic decisions.

Additionally, restaurants frequently rely on EPOS systems to streamline ordering, track table occupancy, and integrate with kitchen display systems, among other benefits. An EPOS system will speed up order processing, while improving accuracy. Additionally, EPOS systems can manage reservations, and track ingredient levels, and ultimately enhance the overall dining experience for customers.

In this comprehensive guide, we’ll delve into the features, benefits, and transformative potential of EPOS systems for both retail and restaurant businesses.

What Is an EPOS System?

An EPOS system is a modern upgrade from the traditional cash register. While traditional cash registers are limited to basic functions such as processing cash transactions and printing receipts, EPOS systems offer a comprehensive suite of features designed to improve business operations and enhance customer service.

One of the key advantages of EPOS systems is their ability to track stock and manage inventory efficiently, as mentioned above. This ensures businesses know when to replenish and have the right products available for their customers at all times. Additionally, EPOS systems can track customer behaviour, providing invaluable insights into sales patterns and customer preferences. This information helps businesses make informed decisions, optimise their product offerings, and tailor marketing strategies to target specific customer segments.

EPOS systems also offer benefits beyond sales and inventory management. They can manage staff hours, track loyalty programs, capture customer contact information for marketing purposes, and ensure accurate reporting of revenue and taxes.

They also can automate various tasks, such as generating VAT returns, tracking profit and loss, saving time and reducing human errors. Furthermore, EPOS systems typically support multiple payment methods, including credit cards and digital payments, and can process orders both online and in person. For restaurants, this means seamless communication between front-of-house and back-end staff, leading to smoother service and a better overall experience for customers.

What are the parts of an EPOS System?

An EPOS system  is more than just a single computer. It’s an entire ecosystem made up of several components that play an essential role in running your business efficiently. Let’s take a closer look at each part that make up an EPOS system and what it does

Computer: The computer, or terminal, is the central hub of the EPOS system. It runs the software that processes transactions, tracks inventory, manages customer data, and generates reports. The computer is required for integrating all the other components and delivering smooth operations.

Software: Software is the most important component of your EPOS system, as it will determine everything you can do. You will want to make sure the software provided with your EPOS offers all the features you need to run your business, aligned with the type of business you are. For example, takeaways may not need an EPOS to provide table management, but more formal restaurants will often want that to help them manage reservations and customer flow.

Cash Drawer and Printers: The cash drawer securely stores cash and can only be accessed by authorised personnel. Printers, typically found both at the front of the business (for customer receipts) and in the kitchen (for order tickets when applicable), ensure that orders are accurately recorded and fulfilled. Using printers helps reduce errors and streamlines the order processing workflow.

Integrated PDQs (Card Machines/EFTs): Integrated Payment Devices (PDQs) allow businesses to accept credit and debit card payments. In some cases, these devices are connected to the EPOS system, ensuring accurate transaction records and speedy payment processing. In other cases, workers need to manually enter the amounts being charged.

By reducing cash handling, businesses can save time and minimize errors. It’s important to note that integrated PDQs often have lower transaction fees compared to standalone card machines.

Touchscreen Kiosks: An optional add-on, touchscreen kiosks are self-service stations that allow customers to place orders, make payments, and even customize their purchases without the assistance of staff. These kiosks can improve the customer experience by reducing wait times and providing a convenient way to browse and order products. They also help businesses reduce labour hours, potentially offering significant savings over time.

Orderpads: Orderpads are handheld devices used by staff to take orders directly at the table. These devices communicate with the EPOS system in real-time, sending orders directly to the kitchen and updating inventory. This ensures efficient service and reduces the chances of errors caused by manual order entry. Retailers can also use these devices to help checkout customers without having them queue at a till.

Online Ordering Systems: Online ordering systems allow customers to place orders via a website or mobile app. These systems are integrated with the EPOS system, ensuring that online orders are processed just as efficiently as in-person transactions. This feature is especially beneficial for businesses looking to expand their reach and offer customers the convenience of ordering from anywhere.

Questions to Ask before Choosing an EPOS System

There are a number of things to consider when choosing the right EPOS system for your business. Here are some key questions to ask:

• What are the costs and potential hidden costs?

When evaluating EPOS systems, it’s a good idea to look beyond the initial purchase or lease price. Consider ongoing costs such as software subscriptions, maintenance fees, and transaction fees. Be sure to ask about any hidden costs that may arise that are hidden in the fine print of your provider’s contract.

• What kind of network does your building have?

EPOS systems can operate on both wired and wireless networks. While Wi-Fi is an option, a wired connection is often more reliable. It can be a major disruption if there’s an issue with your Wi-Fi, or if your Wi-Fi signal in your building is weak and the components can’t properly communicate. Be sure to assess your building’s network infrastructure to determine the best setup for your EPOS system.

• Have you picked an internet provider?

Your EPOS system does not necessarily need an internet connection to work, but it is needed if you intend to use certain features and accessories. For example, you’ll need internet if you intend to use orderpads or online ordering and cloud services. In choosing a provider, you’ll want to find someone with reliable and consistent service to avoid any chances of features being unavailable at essential times.

• How will staff actually serve tables?

If you’re considering an EPOS system for a restaurant, understanding your customer service process is vital. Where will the till be located? Placing it at the front of the business might not be ideal if it’s the busiest spot. You also want to consider how the EPOS system will look and whether it will blend with your décor and/or brand. Also, consider how you want to handle upselling and order customizations (e.g., adding pizza toppings or other upsell items).

• How many EPOS units do you need?

The number of EPOS units you require depends on your establishment’s size and layout. Think about counter space and the number of tills needed based on your restaurant’s square footage and seating capacity. A general rule of thumb is one till per 20-30 seats. For a restaurant with 100 seats, you might need two tills along with orderpads. If you have multiple floors, consider one till for each floor.

• How do you want to manage staff?

Consider how you will assign roles and responsibilities. Will you give staff full autonomy or divide them into levels with specific permissions to access different EPOS functions? For example, you might have three levels: manager, team leader, and staff member, each with different capabilities such as voiding transactions or handling cash.

• What level of ongoing support do you need?

Decide whether you prefer a cost-effective solution where you handle most of the maintenance or a more comprehensive package with ongoing support. Companies like Everything EPOS offer various support options to fit different needs.

• Where will you get your card machines?

You can obtain card machines from your bank or a payment provider. Integrated transactions with your EPOS system can save time and reduce errors. However, if integration is not a priority, you might find cost savings with standalone machines.

Sealing the Deal with an EPOS System: A System that Checks All the Boxes

EPOS systems are a vital tool for modern retail and restaurant businesses. Offering more than simple transaction processing, EPOS systems’ extensive features that help businesses run more smoothly and, ultimately, provide exceptional customer experiences.

The true strength of an EPOS system lies in its customizability. With a wide range of components and features available, businesses can tailor the system to their specific needs, ensuring it aligns perfectly with their operational processes. Whether it’s optimising the layout of the till, integrating with online ordering systems, or managing staff roles and responsibilities, EPOS systems offer the flexibility to run your business the way you want.

By investing in a robust EPOS system, businesses can improve efficiency, reduce errors, and gain valuable insights that drive growth and profitability. As you consider implementing an EPOS system, keep in mind the various aspects discussed in this guide to make an informed decision that best suits your business needs.

Do you need a new EPOS system to run your business? We’re here to help! Contact us to discuss your business challenges and how Everything EPOS can build a customized system to help you overcome them.