How to set up your till and payment system

To get paid, you need a reliable way to take card and contactless payments. Your two main options are a simple, mobile card reader (like Zettle or SumUp) or a more comprehensive Electronic Point of Sale (EPOS) system. The right choice depends entirely on the complexity of your business; a market stall has very different needs to a busy café with table service.

What are your options?

Let's break down the two main paths you can take. There's no single 'best' option, only what's best for your specific business.

Option 1: Simple Card Readers

These are small, handheld devices that connect to an app on your smartphone or tablet. Think of brands like SumUp, Zettle (by PayPal), and Square. You open the app, enter the amount, and the customer pays using the card reader.

• Pros: Very low upfront cost (you just buy the reader), easy to set up in minutes, highly portable, and transparent pay-as-you-go transaction fees (e.g., a flat 1.69% per transaction).
• Cons: Features can be basic. While they track sales, they offer limited inventory management and reporting compared to full EPOS systems. They can also be slower if you have long queues.
• Best for: Market stalls, mobile services (plumbers, dog walkers), pop-up shops, or any new business wanting a simple, low-cost way to start taking card payments.

Option 2: Integrated EPOS Systems

An EPOS is a complete till system, usually built around a tablet (like an iPad), that combines software and hardware. It includes a card reader but also connects to a cash drawer and receipt printer. Popular providers in the UK include Lightspeed, TouchBistro, and Square for Restaurants.

• Pros: An all-in-one solution. It handles payments, tracks inventory in detail, provides powerful sales reports, manages staff accounts, and can even handle table plans or online bookings. It makes for a much faster and more professional checkout process.
• Cons: Higher initial cost for the hardware bundle (tablet, stand, printer) and usually involves a monthly software subscription fee on top of transaction fees.
• Best for: Cafés, restaurants, pubs, and retail shops that need to manage a wider product range, track stock levels, and serve customers quickly and efficiently.

How to choose the right system for you

Ask yourself these three questions to find your perfect match:

1. What's my budget? If cash is tight, a simple card reader is the perfect starting point. If you can invest a bit more for greater efficiency, an EPOS system is worth it.
2. How complex is my business? If you just sell a handful of products, a simple reader is fine. If you have a menu with 50 items, need to track ingredient stock, and manage three members of staff, you will benefit hugely from an EPOS.
3. What are the total fees? Don't just look at the hardware cost. Compare the transaction fees (the percentage taken from every sale) and any monthly software fees. Add them up to understand the true cost to your business.

Top Tip: Don't get overwhelmed. You can always start with a simple card reader and upgrade to a full EPOS system later as your business grows and your needs change. The most important step is to have a secure and reliable way to get paid from day one.