Most small businesses end up spending £150–£400 per month on their POS system, depending on the provider they choose and how many card payments they process each month. This guide breaks down real-world costs, explains what you can realistically expect to pay, and compares major providers, including POSApt, Square, SumUp, Lightspeed, and Epos Now.
In 2026, POS systems have become essential for almost every business, but that doesn’t mean they should drain your profits. Whether you run a café in Manchester, a bakery in Birmingham, or a retail shop in London, the price of a POS system can be surprisingly confusing. Each provider advertises a different figure, card rates vary, hardware costs differ, and some companies only reveal the real fees once you’ve already joined.
Because of this, we examined the pricing that is publicly available as carefully as possible. If a POS system is not mentioned in this guide, it usually means its pricing was unclear, not fully published, or likely to include higher hidden costs that small businesses should be cautious about.
What Makes Up the Cost of a POS System?
Before comparing the systems, it helps to understand the parts that make up the total cost of a POS setup in the UK. A POS system is not just a screen on a counter—it’s a combination of software, hardware, and payment processing.
1. Software Subscription
This is the monthly fee you pay to use the POS platform.
In the UK, software fees range from £0 to £100+ per month, depending on the system and industry.
2. Card Processing Fees
Every card payment has a small percentage fee.
These fees are often the biggest cost for busy businesses.
UK POS systems typically charge between 0.79% and 2.75% per transaction.
3. Hardware
This may include:
- POS terminal/tablet
- Receipt printer
- Cash drawer
- Barcode scanner
- Customer display
- Kitchen printer (for restaurants)
Some systems work with devices you already own, while others require you to purchase their branded hardware.
4. Add-ons
These could include:
- Online ordering
- Advanced reporting
- Multi-site management
- Loyalty programmes
- Integrations with accounting or delivery platforms
Some providers include these; others charge extra.
5. Support and Setup
Support can be:
- 24/7 live help
- Email-only
- Paid support plans
Setup costs vary. Some providers charge a one-off installation or onboarding fee.
Average POS System Cost in the UK for Small Businesses in 2026
For a small café, takeaway, or shop turning over around £18,000 per month in card sales, here’s what the breakdown usually looks like:
| Cost Area | Typical Range |
| Software | £0 – £100+ per month |
| Card fees | 0.99% – 2.75% |
| Hardware | £0 – £1,200 (one-off) |
| Support | Free – £40/month |
| Add-ons | £0 – £70/month |
Most small businesses end up spending £150–£400 per month, depending on their POS provider and card volume.
POS Price Comparison (2026)
Below is a comparison of the most commonly used POS systems in the UK.
We use the example of:
- £20,000 monthly sales
- 90% card payments
- £18,000 processed by card
Card Fee Comparison
| Provider | Card Rate | Estimated Monthly Card Cost |
| POSApt | <0.99% | ~£178 |
| SumUp | 1.69% | £304 |
| Square | 1.75% | £315 |
| Lightspeed | 1.5% (average) | £270 |
| Epos Now | 1.5% | £270 |
POSApt has the lowest card rate, which significantly reduces the monthly cost.
Monthly Software Cost Comparison
| Provider | Software Fee |
| POSApt | from £29/month |
| SumUp | £0 |
| Square | £0 |
| Lightspeed | from £79/month |
| Epos Now | £25/month |
Total Estimated Monthly Cost (Card + Software)
| Provider | Total Monthly Cost |
| POSApt | ~£207 |
| SumUp | ~£304 |
| Square | ~£315 |
| Lightspeed | ~£349 |
| Epos Now | ~£295 |
A business with high card turnover saves the most with POSApt due to the low transaction rate.
The Complete Cost Breakdown of POS Systems in the UK
POSApt — Low Monthly Fee & Very Low Card Rate
POSApt is growing quickly among small UK restaurants and shops because of its cost structure. While other providers look cheap upfront, POSApt remains affordable even as your card sales increase.
Cost Breakdown
- Software: from £29/month
- Card Rate: less than 0.99%
- Hardware: Uses Android devices (affordable to buy)
- Setup: Low cost or included
Why It’s Cheaper
Most cafés, takeaways, and retail shops process a high volume of card payments.
When you compare 0.99% to 1.69% or 1.75%, the difference becomes hundreds of pounds per month.
Who It Suits
- Restaurants
- Cafés
- Takeaways
- Fast food
- Convenience stores
- Retail shops
- Small multi-site businesses
Strengths
- Kitchen Display System
- Online ordering ability
- Detailed stock management
- Staff tracking
- 24/7 live support
- Quick setup
- Works with low-cost hardware
Typical Monthly Total: ~£207
One of the lowest in the market for businesses with high card volume.
SumUp — Cheapest Upfront but High Card Fees
SumUp is well-known for allowing small businesses to start with almost no upfront cost. The card readers are inexpensive and the app is free.
Costs
- Software: £0
- Card Rate: 1.69%
- Hardware: £39–£199
- Support: Basic
SumUp can be the cheapest option for very small businesses, especially those earning under £4,000 per month by card.
But card fees make it expensive for restaurants and busier shops.
Example Cost
- On £18,000 card sales → £304/month in fees
This is more expensive than POSApt, Lightspeed, and Epos Now.
Who It Suits
- Hobby sellers
- Market stalls
- Mobile trades
- Part-time businesses
Not ideal for full-time hospitality.
Square — Very Easy to Use, Mid to High Card Fees
Square is known for its clean interface and quick setup. Many small cafés use it because it’s simple and has no subscription fees. However, the card rate is higher than POSApt.
Costs
- Software: £0
- Card Rate: 1.75%
- Hardware: £19–£599
- Add-ons: Extra cost
Example Cost
- On £18,000 card sales → £315/month
Square is good for simplicity but expensive for high-volume card businesses.
Best For
- Small cafés
- Pop-ups
- Low sales volume
- Single-device setups
Lightspeed — High-End POS, High-End Price
Lightspeed focuses on larger restaurants, retail chains, and multi-store setups. The system is powerful, but the price reflects that.
Costs
- Software: from £79/month
- Card Rate: around 1.5% (varies)
- Hardware: Required
- Support: Premium levels
Example Cost
- On £18,000 card sales → £270 card fees + £79 software
- Total: ~£349/month
Lightspeed is one of the most expensive options for small businesses, but it suits larger or complex operations.
Who It Suits
- Large restaurants
- Retail chains
- Multi-site hospitality
- Businesses with advanced reporting needs
Epos Now — Low Monthly Fee but Higher Total Cost
Epos Now is a long-standing UK provider with a simple cost model.
Costs
- Software: £25/month
- Hardware: ~£150 upfront
- Card Rate: 1.5%
- Support: Often an add-on
Example Cost
- On £18,000 card sales → £270 card fees + £25 software
- Total: ~£295/month
Reasonably priced, but still more expensive monthly than POSApt.
Who It Suits
- Bars
- Pubs
- Retail
- Small restaurants
Full Cost Calculation for a Small Restaurant or Café
To show the real difference, let’s calculate the actual total cost for each POS provider for the same business scenario:
- Monthly sales: £20,000
- 90% card payments
- Card turnover: £18,000
- One terminal
- Basic POS setup
Card Fees Calculation
| Provider | Rate | Cost on £18k Card Sales |
| POSApt | <0.99% | ~£178 |
| SumUp | 1.69% | £304 |
| Square | 1.75% | £315 |
| Lightspeed | 1.5% | £270 |
| Epos Now | 1.5% | £270 |
Total Monthly Cost (Card + Software)
| Provider | Total Cost |
| POSApt | ~£207 |
| SumUp | ~£304 |
| Square | ~£315 |
| Lightspeed | ~£349 |
| Epos Now | ~£295 |
Conclusion from the Calculation
POSApt is the lowest-cost option for businesses that rely heavily on card payments.
Systems with higher card fees look cheap upfront but cost far more every month.
What Affects POS Pricing in the UK?
1. Type of Business
Restaurants need different tools from retail shops.
Hospitality POS often costs more.
2. Card Volume
If most of your sales are card payments, card rates matter more than monthly fees.
3. Hardware Requirements
Some providers force you to buy their equipment.
Others allow Android devices (much cheaper).
4. Number of Terminals
More terminals means additional software licences or hardware.
5. Support Level
Restaurants benefit from 24/7 support, which some systems offer while others do not.
6. Add-ons
Extras like loyalty or online ordering can double your monthly cost.
Which POS System Is the Cheapest Overall? (Honest Answer)
It depends on your business type and card volume, but here’s the truthful breakdown:
Cheapest for Restaurants & Cafés (High Card Volume)
👉 POSApt
Because the low card rate saves the most money every month.
Cheapest Upfront Cost
👉 SumUp
No subscription, very cheap hardware.
Cheapest for Very Small Businesses with Low Sales
👉 SumUp or Square
If your card sales are below £4,000–£5,000/month.
Best for Large, Multi-Site Businesses
👉 Lightspeed
Advanced features justify the price for bigger operations.
Balanced but Not Cheapest
👉 Epos Now
Still higher cost than POSApt when factoring in card rates.
Learn More: Cheapest POS Systems in the UK
Final Thoughts — What You Should Expect to Pay in 2026
Most UK small businesses fall into two groups:
Group 1: Businesses with high card volume (restaurants, cafés, takeaways, fast food)
Expect £200–£350 per month, depending on the system.
POSApt is the cheapest in this category.
Group 2: Small retail or low-volume traders
Expect £0–£50 per month, unless card fees are high.
SumUp and Square can work well here.
Main takeaway:
The card rate matters more than the monthly subscription for most businesses. Even a 0.5% difference in card fees can mean £150–£200 extra per month.
Conclusion
POS systems cost in the UK vary widely, but once you calculate your actual monthly card sales, the picture becomes clear. While providers like SumUp and Square seem cheap upfront, their higher card rates make them more expensive for busy businesses.
POSApt stands out as the most cost-effective solution for restaurants, cafés, and retail businesses with consistent card volume, thanks to its £29/month software fee and less-than-0.99% card rate.
Lightspeed and Epos Now offer strong features but at a higher cost, making them better suited for larger or multi-site businesses.
By understanding how these costs work, you can choose a POS that supports your growth without hurting your margins.
Note: Prices mentioned in this guide are based on the most recent information available at the time of writing. POS providers can change their fees at any time, so always check the latest pricing before making a decision.
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