What Equipment Do You Need for an EPOS System?

By Olivia Johnson - Trusted UK Business Expert

Last Updated 8th of April 2026

5 minute read

Choosing the right EPOS system can feel hard, but it does not have to be. With the right advice, you can set up a system that fits your business and works every day. We help UK businesses understand exactly what EPOS equipment they need, without jargon or stress.

An EPOS system needs core equipment such as a POS terminal or tablet, EPOS software, receipt printer, card machine, cash drawer, barcode scanner, and a stable internet connection. Extra tools depend on business size, type, and payment needs.

There is more to EPOS than just a screen and a card reader. Below, we explain each piece of equipment in simple terms and help you decide what you really need. Read on to build the right EPOS setup for your business.

Click the link below to see what hardware you need and how to set up an EPOS system that fits your business.

What Equipment Do You Need for an EPOS System?

An EPOS system is made of hardware and software that work together. Each part has a clear job. Some items are essential for all businesses. Others are optional and depend on how you sell, where you sell, and how big your business is.

At its core, EPOS helps you take payments, track sales, manage stock, and run reports. To do this well, the equipment must be reliable, easy to use, and fit your daily work. Below is a full and clear guide to EPOS equipment, written for UK businesses.

If you’re unsure how EPOS differs from traditional POS, see our Difference Between POS and EPOS guide.

EPOS Terminal or Device

This is the main screen you use to run your EPOS system.

Most businesses choose one of these:

• Touchscreen EPOS terminal
• Tablet (like iPad or Android)
• Laptop or desktop computer

Touchscreen EPOS terminals are built for shops, cafés, and restaurants. They are strong, fixed in place, and made for long hours.

Tablets are popular with small businesses. They are cheaper, portable, and easy to use. Many cloud EPOS systems work well on tablets.

Computers are less common now but still used in offices or trade counters.

Why it matters:

This device is where staff take orders, enter prices, and manage sales. It must be fast and clear.

EPOS Software

EPOS software is the brain of the system. To understand what features you should look for in your EPOS software, check our guide to the key EPOS system features your business needs.

It allows you to:

• Take payments
• Track sales
• Manage stock
• View reports
• Add staff logins
• Set prices and VAT

Most modern EPOS software is cloud-based. This means it runs online and updates itself.

Key things to look for:

• Easy layout
• UK VAT support
• Secure login
• Regular updates

Why it matters:

Without software, the hardware does nothing. Good software saves time and cuts errors.

Receipt Printer

A receipt printer prints a paper receipt after a sale.

There are two main types:

• Thermal printers (most common)
• Impact printers (older style)

Thermal printers are fast, quiet, and use heat instead of ink.

Some businesses also send digital receipts by email or SMS, but many customers still want paper.

Why it matters:

Receipts help with refunds, records, and customer trust.

Card Payment Machine

This lets customers pay by card, phone, or contactless.

Most UK businesses need:

• Debit card support
• Credit card support
• Contactless payments
• Apple Pay and Google Pay

Card machines can be:

• Integrated with EPOS
• Standalone devices

Integrated machines link to your EPOS system. This reduces errors and speeds up checkout.

Why it matters:

Most customers now pay by card. A slow or faulty card machine can lose sales.

Cash Drawer

A cash drawer stores notes and coins safely.

It opens:

• When a sale is made
• With a key
• Through the EPOS system

Even if most payments are card, many UK businesses still take some cash.

Why it matters:

It keeps cash safe and organised.

Barcode Scanner

A barcode scanner reads product barcodes.

It helps you:

• Add items quickly
• Reduce pricing mistakes
• Track stock levels

Scanners can be:

• Handheld
• Fixed on the counter
• Wireless

Retail shops benefit most from scanners, but cafés with packaged goods may also need them. Learn more about how EPOS helps with real-time stock control in our EPOS inventory management guide.

Why it matters:

Scanning is faster than typing and reduces errors.

Internet Connection

Most EPOS systems need the internet.

You may need:

• Broadband
• Fibre
• Mobile data backup

A stable connection allows:

• Cloud access
• Payment processing
• Software updates

Some EPOS systems have offline mode, but full features need the internet.

Why it matters:

No internet can mean no payments.

Router and Network Equipment

Your router connects your EPOS system to the internet.

You may also need:

• Ethernet cables
• Wi-Fi extenders
• Network switches

Larger sites may need stronger network gear.

Why it matters:

A weak network can slow the whole system.

Kitchen or Order Printers (Hospitality)

Restaurants and cafés often use kitchen printers.

These send orders:

• From till to kitchen
• From bar to staff area

This reduces shouting and mistakes.

Why it matters:

It keeps service smooth and orders clear.

Customer Display Screen

A customer display shows:

• Item prices
• Total cost
• Payment status

This builds trust and reduces disputes.

Why it matters:

Customers like to see what they are paying for.

Weighing Scales (Optional)

Some food shops need scales linked to EPOS.

Used in:

• Butchers
• Greengrocers
• Delis

They weigh items and send prices to the till.

Why it matters:

It ensures fair pricing and saves time.

EPOS Equipment by Business Type

Different businesses need different EPOS setups.

Tip:

Do not overbuy. Start with what you need now.

For tailored advice on picking EPOS systems for small UK businesses, read our EPOS systems for small UK businesses guide.

Buying vs Renting EPOS Equipment

You can buy or rent EPOS equipment.

Buying

• One-off cost
• You own the hardware
• Higher upfront spend

Renting

• Lower monthly cost
• Support often included
• Easier upgrades

“Renting EPOS helped us spread costs and stay flexible.”

Tip:

Small businesses often prefer renting.

How to Choose the Right EPOS Setup

Ask yourself:

• How many sales per day?
• Card, cash, or both?
• One site or many?
• Fixed or mobile sales?

Checklist:

• Easy to use
• UK support
• Secure payments
• Scales with your business

Choosing the right equipment saves time and money.

Ready to choose the right EPOS system for your business?

👉 Click the link below to compare EPOS solutions and get expert help today.

FAQ

Do all EPOS systems need the internet?

Most do, especially cloud EPOS. Some work offline for short times.

Can I use my own tablet for EPOS?

Yes, many EPOS systems work on iPads and Android tablets.

Is a cash drawer still needed?

Only if you take cash. Card-only businesses may not need one.

Are EPOS card machines secure?

Yes, if they meet UK payment security rules and PCI standards.

How much does EPOS equipment cost in the UK?

Costs vary, but small setups often start from a low monthly fee.

This guide gives you a full and clear view of what equipment you need for an EPOS system. With the right setup, your business can run faster, safer, and smarter every day.