Epos Now

Epos Now has established itself as one of Europe's leading point-of-sale software providers since its founding in 2011. Headquartered in Newcastle upon Tyne in the United Kingdom, the company was born out of frustration with the outdated, overpriced POS systems that dominated the market at the time. Founder Jacyn Heavens wanted to create an affordable, cloud-based alternative that would give small and medium-sized businesses the same powerful tools that large enterprises enjoyed. Today, Epos Now serves over 40,000 businesses across the UK, Europe, and beyond, offering a comprehensive POS ecosystem that covers everything from transaction processing and inventory management to staff scheduling and advanced analytics. As a European-headquartered company with a strong commitment to GDPR compliance, Epos Now represents a compelling alternative to US-based POS providers like Square, Toast, and Clover.

Cloud-Based POS System

At the core of the Epos Now offering is its cloud-based point-of-sale system. Unlike traditional POS solutions that rely on local servers and on-premise infrastructure, Epos Now stores all data securely in the cloud. This means business owners can access their sales data, inventory levels, and staff performance metrics from anywhere with an internet connection, whether they are on the shop floor, at home, or travelling. The cloud architecture also ensures that data is automatically backed up, eliminating the risk of data loss from hardware failures or other disasters.

The Epos Now POS interface is designed to be intuitive and easy to use, with a clean touchscreen layout that minimises training time for new staff. Transactions can be processed quickly, with support for barcode scanning, product search, split bills, discounts, and multiple payment methods including card, cash, and contactless. The system is compatible with a range of hardware including touchscreen terminals, tablets, receipt printers, cash drawers, and barcode scanners, giving businesses the flexibility to build a setup that suits their specific needs and budget.

Hardware Options and Flexibility

Epos Now offers a range of hardware packages tailored to different business types. The flagship Epos Now Pro touchscreen terminal is a sleek, all-in-one device that includes a 15.6-inch touchscreen display, built-in receipt printer, and cash drawer. For businesses that prefer a more compact setup, Epos Now also supports iPad and Android tablet configurations with Bluetooth peripherals. The company sells hardware bundles that include everything a business needs to get started, and all hardware is designed to integrate seamlessly with the Epos Now software platform.

One of the advantages of the Epos Now hardware ecosystem is its modularity. Businesses can start with a basic setup and add components as they grow, such as additional terminals for busy periods, customer-facing displays, kitchen printers for restaurant orders, or handheld ordering devices for tableside service. Epos Now also offers portable POS solutions for businesses that operate at markets, pop-up events, or festivals, with battery-powered terminals and mobile card readers that maintain full functionality even without a fixed internet connection.

Retail Industry Solutions

Epos Now's retail POS solution is purpose-built for shops, boutiques, and retail chains of all sizes. The system supports comprehensive product catalogues with support for variants such as size, colour, and style, making it suitable for fashion retailers, electronics stores, homeware shops, and more. Products can be organised into categories and subcategories for quick access, and the barcode scanning integration means items can be rung up instantly at the checkout. The retail POS also supports loyalty programmes, gift cards, and promotional pricing, helping retailers drive repeat business and increase average transaction values.

For multi-location retailers, Epos Now provides centralised management tools that allow business owners to monitor sales, inventory, and staff performance across all branches from a single dashboard. Stock transfers between locations can be managed directly through the system, and pricing and promotions can be applied across the entire chain or customised for individual stores. This centralised approach saves time and reduces the administrative burden of managing multiple retail locations, making Epos Now a strong choice for growing retail businesses that need scalability without complexity.

Hospitality Industry Solutions

The hospitality version of Epos Now is tailored for restaurants, cafes, bars, pubs, hotels, and other food and beverage businesses. The system includes features specifically designed for the unique demands of hospitality operations, such as table management, course firing, tab management, and kitchen display integration. Orders taken at the table or bar are instantly sent to the kitchen, reducing wait times and minimising errors that can occur with handwritten tickets. The table management feature provides a visual floor plan of the venue, showing which tables are occupied, which are available, and how long each party has been seated.

Epos Now's hospitality POS also supports menu customisation with modifiers, special instructions, and allergen information, ensuring that dietary requirements and customer preferences are communicated clearly to the kitchen. The split bill and tip management features simplify end-of-meal transactions, while the tab system allows customers to run a running bill throughout their visit. For businesses that offer delivery or takeaway services, Epos Now integrates with popular delivery platforms and provides tools for managing online orders alongside dine-in operations.

Inventory Management

Epos Now includes a powerful inventory management system that gives businesses real-time visibility into their stock levels. Products are automatically tracked as they are sold, and the system can be configured to send alerts when stock levels fall below a specified threshold. This proactive approach to inventory management helps businesses avoid stockouts that lead to lost sales and overstocking that ties up capital. The inventory system supports bulk import of products via CSV files, making it straightforward to set up even for businesses with thousands of SKUs.

The inventory management module also includes purchase order management, allowing businesses to create and send purchase orders to suppliers directly from the POS system. When stock arrives, it can be received into the system with a few taps, automatically updating inventory levels. Epos Now also supports stock takes, where businesses can perform physical counts of their inventory and reconcile any discrepancies with the system records. For businesses that deal with perishable goods, the system can track expiry dates and flag items that are approaching their sell-by date, helping to reduce waste and maintain compliance with food safety regulations.

Staff Management

Managing employees is a critical aspect of running any retail or hospitality business, and Epos Now provides a suite of staff management tools to streamline this process. The system includes a built-in time clock that allows employees to clock in and out directly from the POS terminal, providing accurate records of hours worked. Managers can set up individual staff profiles with different permission levels, ensuring that sensitive functions such as voiding transactions, applying discounts, or accessing reports are restricted to authorised personnel.

Epos Now's staff management features also include performance tracking, which allows managers to monitor individual sales performance, average transaction values, and items sold per hour. This data can be used to identify top performers, spot training needs, and make informed decisions about staffing levels during peak and off-peak periods. The system can also generate rotas and schedules, helping managers plan shifts efficiently and ensure adequate coverage at all times. Staff costs can be tracked alongside revenue data, giving business owners a clear picture of their labour costs as a percentage of sales.

Reporting and Analytics

One of the standout features of Epos Now is its comprehensive reporting and analytics dashboard. The system generates detailed reports on every aspect of business performance, including sales by product, category, time period, and staff member. Profit margin reports help businesses understand which products are most profitable, while trend analysis tools reveal seasonal patterns and growth trajectories. The dashboard presents data in clear, visual formats including charts, graphs, and heat maps, making it easy to spot trends and make data-driven decisions.

Epos Now's analytics go beyond basic sales reporting to include customer behaviour analysis, identifying patterns such as peak trading hours, average basket size, and product affinity (which products are frequently purchased together). For hospitality businesses, the system provides insights into table turnover rates, average dining duration, and menu item popularity. All reports can be exported in various formats for further analysis or sharing with accountants and business partners. The real-time nature of the cloud platform means that reports are always up to date, and business owners can check their performance metrics at any time from any device.

Integration Ecosystem

Epos Now boasts an extensive integration ecosystem with over 100 third-party apps and services available through the Epos Now AppStore. These integrations cover a wide range of business functions including accounting (Xero, QuickBooks, Sage), e-commerce (Shopify, WooCommerce, BigCommerce), marketing (Mailchimp, Loyalzoo), delivery (Deliveroo, UberEats, Just Eat), and payment processing (Worldpay, Barclaycard, SumUp). This open ecosystem approach means that businesses can build a connected technology stack that suits their specific needs without being locked into a single vendor's tools.

The Epos Now API also allows developers to build custom integrations for specialised requirements. This is particularly valuable for businesses with bespoke software systems or unique operational workflows that need to connect to their POS data. The API provides access to sales data, product information, customer records, and inventory levels, enabling a wide range of custom applications. Epos Now's willingness to support an open integration platform distinguishes it from many competitors that take a more closed approach and restrict businesses to their own proprietary tools.

Pricing and Value

Epos Now positions itself as an affordable POS solution for small and medium-sized businesses. The software subscription starts from 25 pounds per month, which includes the core POS functionality, cloud storage, automatic updates, and basic support. Hardware packages are available for purchase outright or on finance plans, with complete starter bundles typically priced from around 399 pounds. This straightforward pricing model is refreshing compared to some competitors that charge percentage-based transaction fees or require long-term contracts with hidden costs.

For businesses that need additional features, Epos Now offers premium add-ons such as advanced reporting, marketing tools, and enhanced support packages at additional monthly fees. The AppStore integrations are priced individually, with many offering free tiers or trial periods. While the total cost of ownership depends on the specific configuration and add-ons chosen, Epos Now generally offers competitive pricing compared to both US-based alternatives like Square and Toast, and other European POS providers. The absence of long-term contracts on the standard plan gives businesses the flexibility to scale up or down as their needs change.

GDPR Compliance and Data Security

As a UK-based company, Epos Now takes data protection seriously and is fully compliant with GDPR and the UK Data Protection Act 2018. Customer data, transaction records, and business information are stored securely in the cloud with encryption both in transit and at rest. Epos Now's data centres are located in secure facilities with robust physical and digital security measures, and the company maintains comprehensive data processing agreements for businesses that need to demonstrate compliance with data protection regulations.

Epos Now provides tools to help businesses manage their own GDPR obligations, including customer data management features that support the right to access, rectification, and deletion of personal data. The system's role-based access controls ensure that staff only have access to the data they need to perform their duties, reducing the risk of unauthorised access to sensitive information. For European businesses concerned about data sovereignty and the implications of using US-based POS providers that may be subject to the CLOUD Act, Epos Now's European headquarters and data processing infrastructure provide an additional layer of reassurance.

Epos Now vs Square POS, Toast, and Clover

When compared to US-based alternatives, Epos Now holds its own on features while offering distinct advantages for European businesses. Square POS is popular for its zero monthly fee model, but charges higher transaction fees that can add up significantly for businesses with large volumes. Toast is focused primarily on the US restaurant market and has limited European availability. Clover offers attractive hardware but ties businesses into its payment processing ecosystem with less flexibility for third-party integrations.

Epos Now's key advantages over these US competitors include its European data processing and GDPR compliance, flexible hardware options that are not tied to a single payment processor, a broader integration ecosystem for European-specific services and accounting tools, and dedicated support for European business practices including VAT handling and local payment methods. For businesses that value data sovereignty and want a POS provider that understands the European market, Epos Now is a strong choice that does not compromise on features or usability.

Who Should Use Epos Now

Epos Now is ideal for small to medium-sized retail stores and hospitality businesses that need a comprehensive, cloud-based POS system without the complexity or cost of enterprise-level solutions. Fashion retailers, convenience stores, specialty shops, restaurants, cafes, bars, and pubs will all find features tailored to their specific needs. Multi-location businesses benefit from centralised management, while single-site operations appreciate the simplicity and ease of setup. Any European business that wants a capable POS system with strong GDPR compliance, flexible hardware options, and an extensive integration ecosystem should consider Epos Now as a top contender. With its combination of affordable pricing, powerful features, and European roots, Epos Now represents the best of British technology innovation in the POS space.