When setting up a point-of-sale (POS) system for your small business, it's essential to understand the associated costs. Below is a breakdown of the various expenses you'll encounter.
Initial Hardware Costs
POS Terminals and Registers
- Entry-Level Terminals - £300 - £600
- Mid-Range Terminals - £600 - £900
- High-End Terminals - £900 - £1,200
Receipt Printers
- Thermal Printers - £100 - £300
- Impact Printers - £150 - £250
- Inkjet Printers - £200 - £400
Barcode Scanners
- Handheld Scanners - £50 - £300
- Stationary Scanners - £200 - £500
- Wireless Scanners - £300 - £700
Cash Drawers
- Standard Cash Drawers - £50 - £200
Payment Terminals
- Basic Payment Terminals - £100 - £300
- Integrated Payment Terminals - £300 - £600
Card Readers
- Mobile Card Readers - £19 - £150 (varies by provider and model)
Tablet Stands
- Basic Stands - £20 - £50
- Premium Stands - £50 - £150
Networking Equipment (Routers/Switches)
- Basic Router - £50 - £100
- Advanced Router - £100 - £300
Summary of Hardware Costs
- Low-End Setup - £600 - £1,000
- Mid-Range Setup - £1,000 - £2,000
- High-End Setup - £2,000+
Software costs
One-Time Purchase
- Basic POS Software - £500 - £1,000
- Advanced POS Software - £1,000 - £2,000
Subscription Model
- Basic Plan - £20-£50/month (£240-£600/year)
- Advanced Plan - £60 - £150/month (£720 - £1,800/year)
- Premium Plan - £150+/month (£1,800+/year)
Cloud-Based Systems
- Monthly Cost - £20 - £100
On-Premise Systems
- Upfront Cost - £500 - £2,000
Mobile POS Apps (mPOS)
- Monthly Subscription - £10 - £40
- One-Time Cost - £200 - £1,000
Software Customisation
- Basic Customisation - £500 - £1,000
- Extensive Customisation - £1,000 - £5,000+
Summary of Software Costs
- Basic Setup - £240-£600/year (subscription) or £500-£1,000 (one-time)
- Advanced Setup - £720 - £1,800/year (subscription)
Installation and setup fees
Installation Costs
- Professional Installation - £100-£500 per terminal
- Self-Installation (DIY Kits) - £0 - £100 (excluding your time)
Training Costs
- Basic Training - £50 - £200/hour
- Comprehensive Training - £200 - £500/day
Network Setup
- Basic Setup - £100 - £300
- Complex Setup - £500 - £1,000+
System Configuration
- Basic Configuration - £50 - £200
- Advanced Configuration - £200 - £500
Summary of Installation and Setup Fees
- Basic Installation and Training - £150-£700/terminal
- Comprehensive Setup - Up to £1,000+/terminal
Ongoing Maintenance and Support Costs
Software Updates
- Included in Subscription - £0
- Standalone Updates - £50-£200/update
Technical Support
- Basic Support Plan - £20-£100/month (£240-£1,200/year)
- Premium Support Plan - £100-£300/month (£1,200-£3,600/year)
Hardware Maintenance
- Routine Maintenance - £50 - £150/visit
- Extended Warranty - £100-£300/year
Payment Processing Fees
- Transaction Fees - 1%-3% per transaction
- Monthly Service Fees - £10 - £50
Data Backup Services
- Basic Backup - £10-£50/month
- Advanced Backup - £50-£200/month
Cloud Storage
- Basic Plan - £5-£20/month
- Advanced Plan - £20-£100/month
Summary of Maintenance and Support Costs
- Basic Support - £240 - £1,200/year
- Comprehensive Support - £500 - £1,000+/year
Total Cost Estimate for a Small Business POS System
Given the variations in setup and requirements, here’s what you might expect to pay
- Basic POS System - £1,000 - £2,500 (initial) + £240 - £1,200 (annual)
- Mid-Range POS System - £2,000 - £4,000 (initial) + £720 - £1,800 (annual)
- High-End POS System - £4,000+ (initial) + £1,200+ (annual)
Additional Costs to Consider
- Payment Processing Costs - These are ongoing costs that will impact your bottom line profit. Expect to pay 1%-3% per transaction, depending on the provider and the type of card used.
- Licensing and Compliance Fees - Depending on your industry, you may need to pay additional fees to comply with regulations. These could range from £50 to £500 annually.
- Third-Party Integrations - If your POS system needs to integrate with other software (like accounting tools or CRM systems), additional fees may apply, typically between £100 and £1,000, depending on the complexity.
- Custom Reports - If you require specific reporting tools or analytics beyond the standard offering, custom reporting can cost anywhere from £200 to £2,000, depending on your needs.
- Staff Training and Turnover - Regular training sessions for new employees can cost between £100 and £500 per session. It’s essential to budget for ongoing training, especially if you have high staff turnover.
Conclusion
The cost of a POS system for a small business in the UK varies widely depending on your specific needs and the complexity of the system. A basic setup might cost you between £1,000 and £2,500 initially, with ongoing costs ranging from £240 to £1,200 per year. More advanced systems could set you back £4,000 or more upfront, with annual costs exceeding £1,800. Check out the FAQ section from 3S POS, the leading complete EPOS system in the UK, to get the exact price based on your requirements.
Understanding these costs upfront can help you budget more effectively and ensure that you select the right POS system that meets your business needs both now and in the future.
For almost 20 years, 3S POS has offered one of the most flexible EPOS systems to international brands such as Caffe Concerto, Chaiiwala, Heavenly Desserts, Pepe’s Piri Piri, GDK and thousands more delighted customers.
If you are looking for an Restaurant POS System that will not just help you accept payments but includes inventory management, multi-site management, loyalty programs, and much more, speak to our sales for a free demo.