The power of a POS system lies in how much faster and more profitable it makes your business.
Unlock the power of a POS system
B-Spoke Systems is the UK’s largest independent distributor of HiStone EPOS hardware and also supplies Hisense commercial displays, with trade supply, UK-based support and showroom demonstrations for businesses across the UK and Ireland.
Looking for HiStone EPOS hardware? Browse our HiStone self-checkout kiosks, mobile tablet EPOS systems and all-in-one EPOS terminals, or contact B-Spoke Systems for trade supply across the UK and Ireland.
What Is an EPOS System?
An EPOS system (electronic point of sale) is the combination of hardware, software, payments and back-office tools that a business uses to take orders, accept money and keep track of what it sells. It replaces the single-purpose till with a connected setup that records every transaction as data.
In practice, a modern EPOS system does four jobs at once. It rings up the sale, takes the payment, updates stock and feeds the figures into reporting. That’s why owners often find it changes how they run the whole business, not just the counter.
The Four Layers of an EPOS System
Thinking in layers makes the technology easier to understand. Each layer can be chosen separately, but they have to work together.
- Hardware – the terminal, scanner, receipt printer, cash drawer, customer display and any handheld or kiosk devices at the front of the business.
- Software – the application that handles products, prices, tax, discounts, staff logins and the sales screen itself.
- Payments – the card terminal or integrated payment service that takes contactless, chip and PIN and mobile wallet payments.
- Back office – reports, stock control, supplier ordering, multi-site management and links to accounts packages.
EPOS vs Cash Register vs POS: What Is the Difference?
The three terms are often used as if they mean the same thing, but they don’t. A cash register records a sale and opens a drawer, and not much more. It stores little data and usually can’t talk to other systems.
POS simply means point of sale, the place and moment a customer pays. EPOS adds the “electronic” part, meaning the sale is captured digitally. In everyday UK usage, people use EPOS and POS interchangeably, and suppliers do the same.
The practical difference is capability. A cash register tells you the day’s takings, whereas an EPOS system can tell you which products sold at which hour, which staff member processed them and what needs reordering tomorrow.
Components of an EPOS System
Which parts you need depends on the business. A compact retail site may need only a few, while a busy restaurant or a self-service operation will use many more. Browse the full range of EPOS hardware products to see how these pieces fit together.
Terminals and Screens
The terminal is the heart of the EPOS system. An all-in-one POS terminal combines screen, computer and often a customer display in one unit, which keeps the counter tidy. A box POS separates the computer from the screen, which suits installations that need a specific touch screen monitor or a flexible layout.
Scanners, Printers and Cash Drawers
In any EPOS system, barcode scanners speed up the queue and cut keying errors. Receipt printers produce customer receipts and, in hospitality, kitchen tickets. The cash drawer is triggered by the terminal, so every opening is tied to a recorded sale or an authorised no-sale. Businesses selling by weight may also need a scale POS.
Customer Displays and Card Terminals
A customer-facing display shows the running total and builds trust at the counter. The card terminal handles payment, and where it’s integrated with the EPOS software the amount is passed across automatically. This reduces mistakes and speeds up reconciliation. Any business taking cards should be aware of the PCI Security Standards Council requirements.
KDS, Handhelds and Kiosks
Hospitality and busy retail operations add more devices around the premises. These extend the EPOS system beyond the counter.
- Kitchen display systems – a kitchen display system replaces paper tickets with a screen that shows orders in sequence and flags delays.
- Handheld devices – mobile POS lets staff take orders at the table or serve customers on the shop floor.
- Self-service kiosks – self-checkout and self-order kiosks let customers order and pay themselves, freeing staff for other work.
Cloud vs On-Premise EPOS Software
The software side of an EPOS system generally follows one of two models. Both can work well, so the right choice depends on how you trade and how reliable your internet connection is.
Cloud software runs over the internet and is usually paid for by subscription. Updates arrive automatically, and you can check sales from anywhere. The trade-off is dependence on connectivity, although many cloud products can keep trading offline for a time and sync later.
On-premise software is installed on your own equipment, often with a local server. It can continue working without internet and gives you more control over the environment. However, you’re responsible for backups, updates and support, which may need an IT provider.
Many businesses now sit somewhere in between, using local software with cloud reporting. Whichever route you take, check that the software supports your EPOS hardware before you buy, as compatibility is the most common stumbling block.
How to Choose an EPOS System, Step by Step
A clear process stops you buying on price or a sales pitch alone. Work through these stages in order.
Start With How You Trade
List what you actually do each day. Do you take table orders, sell by weight, run click-and-collect, or have several sites? The retail EPOS and hospitality EPOS pages show how needs differ between sectors.
Choose the Software First
Software determines what the system can do, so shortlist it before the devices. Ask about stock control, reporting, integrations, allergen handling if you serve food, and what support is offered. Our partner ICRTouch provides TouchPoint software for both retail and hospitality.
Match the Hardware to the Software
Once the software is chosen, confirm which terminals and peripherals it supports. Think about counter space, durability and how many stations you need at peak times.
Plan Payments and Connectivity
Decide how card payments will be integrated, and check your network, Wi-Fi coverage and what happens if the connection drops. A system that stops trading during an outage is a risk, however good it looks in a demo.
Test Before You Commit
See the equipment in person if you can. Handle the screen, try the printer speed and check the layout works for your staff. You’re welcome to visit the Leicester showroom to see the range first-hand.
Costs to Consider When Buying an EPOS System
The purchase price is only part of the picture. Looking at every type of cost helps you compare options fairly.
- Hardware costs – terminals, scanners, printers, drawers, displays, handhelds and any kiosks, plus cabling and mounting.
- Software costs – licences or subscriptions, with extra charges possible for additional terminals, sites or modules.
- Payment costs – card terminal charges and transaction fees, which vary by provider.
- Installation and training – set-up, menu or product loading, and time to bring staff up to speed.
- Support and maintenance – help desk access, software updates, warranty cover and repair arrangements.
- Future growth – the cost of adding a new till, a new site or new features later.
Switching From a Cash Register to an EPOS System
Moving from a cash register to an EPOS system is simpler than many owners expect, provided you prepare. Begin by gathering your product list, prices, tax rates and any barcodes, as these need to be loaded before launch.
Plan the changeover for a quiet period, and consider running the old register alongside the new equipment for a short time. Train staff before go-live, not on the day. Make sure someone knows how to handle refunds, voids and end-of-day cash-up.
Finally, review your reports after the first few weeks. This is when an EPOS system starts to repay the effort, because you can see best sellers, slow lines and busy periods that a cash register never recorded.
Why Buy EPOS Hardware From a Specialist EPOS Distributor
Buying from a general electronics seller can leave you with equipment that isn’t tested for till use, or that no one can support. A specialist EPOS distributor focuses on retail and hospitality equipment and understands how it will be used day to day.
B-Spoke Systems has supplied EPOS hardware from Leicester since 2003 and is the official UK distributor for HiStone. We hold UK stock, and our ISO9001 certified processes cover configuration, operating system installation, software loading, peripheral testing and asset tagging.
For software houses, resellers and IT providers, we also offer imaging, kitting by site, drop-shipping in plain packaging, and UK warranty handling, repairs and spares. If you sell EPOS systems yourself, see our EPOS distribution programme.
EPOS System Frequently Asked Questions
What does an EPOS system include?
An EPOS system includes a terminal, software, a receipt printer, a cash drawer and a card payment device, plus optional extras such as scanners, customer displays, handhelds, kitchen screens and kiosks. The back office reporting is part of the software.
Is EPOS the same as POS?
In everyday UK usage, yes. POS means point of sale, while EPOS stresses that the sale is recorded electronically. Suppliers use both terms for the same type of system.
Is cloud or on-premise EPOS software better?
Neither is better in every case. Cloud software offers easy updates and remote access but relies on connectivity, while on-premise software gives more local control but needs more maintenance. Choose based on your trading pattern and internet reliability.
Can I use my existing hardware with a new EPOS system?
Sometimes. It depends on whether the software supports your devices and whether they’re still reliable. Check compatibility with the software supplier before buying anything new.
How long does it take to switch from a cash register to an EPOS system?
The equipment can often be set up quickly, but preparation takes longer. Allow time to gather product data, load prices, test peripherals and train staff before launch.
How can I get advice on EPOS hardware for my business?
Speak to our team on 0116 260 3100 or email sales@b-spokesystems.com. You can also use the contact page to ask about stock, configuration or the right setup for your business.
About B-Spoke Systems: B-Spoke Systems is a UK EPOS hardware distributor with more than twenty years of experience in EPOS distribution. We supply, configure and support HiStone EPOS hardware for businesses, resellers and software houses. Find out how our EPOS distribution service can support your next rollout.