The 5 Best Restaurant EPOS Systems: Our 2024 Picks

Inflation has hit food prices particularly hard in the past year. The inflation rate for food and non-alcoholic beverages was 7% in January 2024, and while the figure has fallen to around 4% since then, it’s still concerningly high.

You’ve no doubt had to raise the prices of some of your menu items, which has probably also raised your worries that customers won’t spend as much at your establishment. The best EPOS systems can help you retain customers by improving service times and order accuracy, and help you optimise your menus and ingredient usage so you don’t waste a penny.

We’ve tested a wide range of EPOS systems designed with restaurants in mind. In this guide, we’ll go over what they’re best at, as well as the features, equipment, and add-ons they offer. We’ll also run you through the transaction fees you’ll have to pay on different plans. Here’s our top five:

If you’re unsure which system is the best fit for your eatery, you can use our free comparison tool to get custom quotes straight from the providers that can best meet your needs.

1. Square: Best for Scaling and Growing Your Restaurant

Square is the best EPOS system for scaling up your restaurant business.

Its app-based software has a starting price of £0 per month, making it a good entry point for budding restaurateurs. At the same time, the advanced features of its paid plans (starting at £69 per month), and its wide range of hardware make Square equally suitable for small chains.

However, we wouldn’t recommend it for restaurants with over three locations, because buying or renting Square’s hardware can get expensive if you need to purchase sets for several locations, and its inventory management features aren’t equipped to handle a large number of establishments.

Square’s transaction fees are also on the higher side, at 1.75%, but you can get lower ones if you opt for the Premium plan. This plan has custom pricing, and is available for restaurants that process over £200,000 a year.

What Restaurant Features Are Included in Square’s EPOS System?

On Square’s free EPOS plan, you’ll be able to manage orders, do the basics – such as set up your menu and table plan – from both the front and back end, and track which dishes have run out. The free plan also allows you to create an online ordering website, where you can take orders and accept payments.

The £69 Plus plan and custom-priced Premium plan will give you access to more advanced features, such as the ability to access the EPOS system via mobile, customise your table plan, and reopen closed bills to make amendments.

You’ll also get access to in-depth reporting tools, allowing you to assess how your establishment is performing during different service hours, for example, and advanced employee management functions, such as sales reporting by team member.

What’s Square’s Restaurant Hardware Like?

Square’s EPOS system is app-based, and is compatible with both Apple and IOS tablets, although these are not provided by Square.

The equipment Square does provide is sleek and modern looking, which is a plus if aesthetics are important to your business. Available hardware includes:

• Register: A tablet stand and customer-facing touchscreen terminal
• Card machines: Most can accept contactless, chip and PIN, and mobile payments
• Solo tablet stand: Doubles as a contactless and chip and PIN card reader
• KDS: With a 21.5 inch touchscreen

Also available through Square are a variety of cash drawers, receipt printers, accessories, and replacement parts.

Is Square Easy to Use?

Square’s EPOS system is relatively easy to use, although we found that setting up the back end was a little easier than dealing with the front end. In general, however, we found it to be a rather intuitive platform.

One thing Square has going against it is that it doesn’t have a training mode, which could make teaching your staff how to use it a little tricky. That said, there’s a help centre that has a large number of guides, including on how to set up and manage different features, like creating items, and modifying orders.

2. Clover: Best Professional Restaurant Hardware

3. Lightspeed Restaurant: Best for Driving Customer Loyalty

Lightspeed Restaurant is the best EPOS system for restaurants looking to drive customer loyalty, thanks to its range of integrated marketing features. These include email and SMS marketing, loyalty programs, and automated marketing, all of which can entice customers to return.

There’s also an optional Order Anywhere feature, which allows you to give your customers more ways to order, such as online, or via a QR code. These tools can help create a loyal customer base and contribute to growth.

One major downside to Lightspeed is that it doesn’t provide you with the tablets (it only works with Apple iOS) that its system runs on. Buying them separately, if you don’t already have them, can get expensive very quickly. If you want a provider that bundles software and hardware into one payment, Epos Now is your best bet.

What Restaurant Features Are Included in Lightspeed Restaurant’s EPOS System?

Besides its marketing and loyalty tools, Lightspeed Restaurant also has a robust array of restaurant management features.

You’re able to customise your floor plan, menu, and screen, which is especially useful for customer-facing screens and KDSs. Other top features include ingredient usage tracking, cost vs profit breakdowns for menu items, and automated resupply orders.

Lightspeed’s EPOS system also has an offline function, which means it’ll log data even if you get disconnected from the wifi, and sync everything automatically when the connection returns.

What’s Lightspeed Restaurant’s Hardware Like?

Lightspeed’s EPOS software is completely app-based and only operates on iOS tablets, which aren’t available to purchase from Lightspeed.

The KDS and customer display screens are also app-based, and Lightspeed doesn’t offer dedicated hardware for these. This means you’ll need to buy additional tablets, which can really drive up costs if you need to buy tablets for multiple locations.

A lot of restaurants prefer these types of systems because they offer mobility to staff, but if you want dedicated KDS of customer display hardware, you can get them through providers like Clover, Square, or Epos Now.

When it comes to accessories, here’s what Lightspeed can provide your restaurant with:

• iPad stand: A black, Lightspeed-branded stand for the counter
• Cash drawer: Available in sizes large or small, and connects to the iPad stand
• Receipt printers: A variety of Epson models are available, although the design is slightly clunky
• Card machines: Two mobile card machines with built-in receipt printers (Castles S1F2 and Verifone V400m), and one mobile machine with a touchscreen but no receipt printer (Smart Terminal from Adyen)

Is Lightspeed Restaurant Easy to Use?

Lightspeed Restaurant is quite easy to use. We found the front end slightly more difficult to navigate, but creating and editing menus and table plans in the back end was simple enough.

Lightspeed also has a training mode, which is particularly useful if you have a large team, and its help centre contains guides on a range of common topics, such as system setup (for both hardware and software), and how to use features such as table plans and order management.

4. TouchBistro: Easiest EPOS System to Operate

TouchBistro is the easiest EPOS system to operate, thanks to its straightforward front and back-end interface, which accelerates order processing. We found it to be the most intuitive restaurant EPOS platform we tested.

Part of what makes it so easy to use is the fact that you can customise which features you have on your system, which not only means you can avoid paying for features you don’t use, but you can also declutter your dashboard.

On the downside, a lot of TouchBistro’s best features come as pricey add-ons, with features such as loyalty tools coming in at around £79 per month, and online ordering at £40 per month. This can drive up monthly overheads.

What Restaurant Features Are Included in TouchBistro’s EPOS System?

TouchBistro comes with all the features you need to successfully run a restaurant.

Its table planning tools are particularly good. Floor plans can be edited from the front or back end, and you can even create and remove walls between tables, so that your floor plan exactly matches your restaurant.

When it comes to preparing orders, TouchBistro has a separate software for KDSs, but it seamlessly integrates with the EPOS system. Your kitchen staff will be able to see tickets appear instantly on screen when an order is put through, and they’ll be able to clear completed orders in just two taps, thanks to the touch screen.

For an extra fee, you can get access to marketing and loyalty tools, which allow you to, for example, create a customer app and rewards system. Marketing and loyalty tools cost an extra £79 per month, respectively. If you don’t feel like paying that much for loyalty tools, you could try Lightspeed instead, which has them built-in.

There’s also an advanced reservation add-on, which is quite pricey at £185 per month, but it could be worth it for large, fine dining restaurants who need to treat their customers to a personalised service.

What’s TouchBistro’s Restaurant Hardware Like?

TouchBistro’s EPOS software is completely tablet-based and is compatible with iPads – these can be provided to you, or you can use your own.

The company doesn’t provide much detail on the other equipment it has in stock, but it does indicate that restaurants have two setup options:

• A light setup (suitable for small restaurants) that includes an iPad stand, cash drawer, receipt printer, and mobile card machine
• A complete setup (suitable for large restaurants) with all of the above, plus optional countertop card machines, extra tablets, and a desktop monitor

TouchBistro doesn’t disclose the cost of its hardware, nor is any hardware included along with its EPOS software packages, which is a little frustrating. For cleared hardware pricing, look to Square, and for software and hardware packages, go to Epos Now.

Is TouchBistro Easy to Use?

TouchBistro is the easiest EPOS system to use. Overall, we found it to be exceptionally user-friendly, although we did find the dashboard menu titles to be a little vague.

If you do encounter trouble, TouchBistro gives you a host of options for contacting customer support, including over the phone, live chat, email, or even social media.

There’s also a training mode, which can speed up the learning process, especially if you have a large staff.

5. Epos Now: Best for Managing Complex Inventories

Epos Now is the best EPOS system for restaurants that need to manage complex inventories.

The software is cloud-based, and comes with advanced stock management features, such as stock alerts, bulk inventory uploads, and cost vs. profit analysis. The system lets you track ingredients and automates restock orders, and is capable of tracking activity across multiple locations.

Tools like these can help your restaurant cut down on waste and identify profitable menu items, increasing your profits in the long run.

Advanced features are great, but unfortunately, they do mean that Epos Now isn’t the easiest EPOS system to use. We found it to be one of the least intuitive systems – not a good option for novices.

What Restaurant Features Are Included in Epos Now’s EPOS System?

As we’ve mentioned, Epos Now’s inventory management tools are its standout features, allowing you to track ingredient usage in real-time, across multiple locations.

When it comes to more essential restaurant features, Epos Now lets you customise and change table plans, so there’s no disconnect between what your staff see on screen and what they see in reality. The KDS syncs quickly with the EPOS system, so that last minute order changes don’t get overlooked.

Quite uniquely, Epos Now takes a hybrid approach when it comes to how its software is accessed. It can be used on a traditional EPOS terminal, and also accessed via an app on an iPad or Android tablet, or even via desktop, giving restaurant owners a lot of flexibility as to when and where they can use their system.

What’s Epos Now’s EPOS Hardware Like?

Epos Now’s basic restaurant hardware package includes a 15.6 HD touchscreen, a large customer display, a built-in receipt printer, a card machine, and a metal cash drawer.

If you go for the tablet package, you’ll get a tablet (iPad or Android), with a rotating stand, receipt printer, and card machine. It costs £149 for an Android package, and £349 for an iPad package.

Other available hardware includes:

• Card machines: Three different mobile card machines, including one with EPOS software included
• Receipt printers: Three different printers, including one that syncs orders with the kitchen or bar
• KDS: one model, a large, black touchscreen monitor

There are a few other accessories available, including employee swipe cards (for fast sign-in) and kitchen scales.

Epos Now’s hardware and software can be purchased as part of a package, with the company giving you the choice between one upfront payment or monthly payments for most items.

Is Epos Now Easy to Use?

Epos Now isn’t the easiest system to use, mainly because the more advanced a system’s features are, the less intuitive it tends to be.

During testing, we found that the front end was slightly easier to use than the back end, although we had no issue with basic tasks such as creating floor plans, and assigning ingredients to menu items facilitated stock tracking. However, sifting through all the reporting and tracking options was a little overwhelming.

Since Epos Now can be tricky, and it doesn’t have a training mode, it’s not a system we’d recommend to restaurants who have inexperienced teams. For a more beginner-friendly option, we’d recommend TouchBistro or Clover.

Buying Guide: How to Choose a Restaurant POS System

When choosing a restaurant POS system, you should first define your specific needs, which will vary depending on the size of your restaurant, how you serve your food (for example, counter ordering, table service, or QR code), and the number of locations you have.

Here’s what to consider when evaluating your choices:

Pricing

Consider upfront costs and monthly fees, as well as what’s included in them. Is it both software and hardware, or one and not the other? Make sure to include the added cost of integration, training, and transaction fees in your budgeting.

Realistically plan for any projected growth as well. Choosing a system that can accommodate your expected future needs will prevent you from having to switch systems later down the line.

Software

Make a list of must-have and nice-to-have features based on your restaurant’s operations to get a clear picture of what kind of system you genuinely need.

These could include:

• Inventory management: To help you keep on top of your ingredients and prevent you from running out of something unexpectedly
• Reservation management: To help you book out tables in advance and gather customer data
• Staff management: So you can reward your best employees and identify those that need further training
• Online ordering functionality: So you can offer your food to takeaway customers or accept online pre-orders
• Analytics: So you can learn which meals are most popular, which staff members are processing the most transactions, and more
• Customer loyalty programs: So you can offer benefits that entice customers back to your restaurant as repeat visitors

It’s worth being aware that if you prioritise features that help automate your workflows and prevent manual work, you may be able to reduce your labour costs.

Hardware

Think about the important pieces of hardware that your business needs, and how many of them you need – from POS terminals and card machines to receipt printers, kitchen printers, and cash drawers.

Not all providers automatically provide you with card machines, for example. They’re sometimes replaced with a tablet or terminal that can take payments. However, if you need your staff to do table service, you’ll need an EPOS provider that can supply you with mobile card readers.

If you have existing hardware, and want to save yourself having to buy everything new, find an EPOS system that’s compatible with your existing equipment. Most EPOS providers appreciate that you might be switching to them from another supplier, and that you won’t necessarily want a complete overhaul of all your hardware.

Add-ons and integrations

You should also pay attention to the software that your chosen EPOS system can integrate with.

If you already use software, such as accounting software, make sure the EPOS system you choose has a ready-made integration for it, as this will help you streamline operations.

It’s also a good idea to check what other add-ons or apps are available via an EPOS system. Some providers offer advanced marketing or reporting features as add-ons, usually for an extra fee – but if these seem particularly valuable to your business, they could be worth the extra spend.

Customer support

Make sure you check how available the EPOS provider’s customer support team is, and how easily reachable they are.

An EPOS provider should have a customer support phone line that’s open on weekdays, at the very least. Live chat support and community forums you can go to in a pinch are a welcome addition.

You should also check the training resources, onboarding support, and post-implementation support terms provided by the EPOS provider to ensure your team will get the support they need to learn the new system.

How much do restaurant EPOS systems cost?

When budgeting for an EPOS system for your pub or restaurant, there are a few categories to consider.

Monthly software fees and upfront payments

EPOS system providers typically charge a monthly fee for their software, although there are a few that charge a one-off upfront payment, which usually includes the cost of hardware as well.

You should expect to pay between £60-£300 per month to use EPOS software depending on your needs, and this fee usually also covers the cost of renting basic hardware. Some providers, like Square, offer their software for no cost, but you’ll buy their hardware upfront.

Hardware costs

EPOS system hardware can either be bought for an upfront, one-time cost, or paid monthly as part of one ongoing fee that covers software and hardware.

Upfront fees for card machines range from £15 to £150, while terminals can cost up to £400. Monthly fees for renting hardware are usually combined with the cost of the software.

Transaction fees

Transaction fees are a separate charge from the monthly software and hardware fees you pay. They can range from 0.2% to 1.8% per transaction, depending on your provider.

Some EPOS providers are also payment service providers, which means you can negotiate transaction fees with them. Typically, the higher your transaction volume is, the lower the fees will be – if they operate on negotiable fees.

An EPOS system such as Square, on the other hand, has fixed-rate fees, which means you pay the same rate, no matter how many orders you take.

You also have the option of going with a different company to your EPOS provider for payment processing, in which case they, and not your EPOS provider, will determine your fees.

Our methodology

We tested and compared over 10 EPOS providers, evaluating them against each other on how well they cater to the specific needs of restaurants. We rated each provider according to how it performed in six key areas of interest, which were:

• EPOS software: the breadth of features included in the EPOS software, and how valuable they are to the average restaurant
• Hardware/equipment: the variety of equipment available to purchase or rent, with special importance given to key items, such as KDSs, portable card machines, and cash drawers
• Ease-of-use: how easy the system is to use, navigate, and customise
• Help and support: how effective and reachable the customer support team is, with bonus points given to EPOS systems with help centres and training modes
• Costs: the price of the system, how it compares to competitors, and whether it’s good value for money
• User experience: whether everyday restaurant owners know and like the system, whether they’d recommend it, and what they say about it in online reviews