How to Choose the Best EPOS System for Your Restaurant

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Your EPOS system sits at the centre of your restaurant.

It records sales, takes payments, sends orders to the kitchen and gives your team the information they need to serve customers. A modern system may also manage online orders, table orders, deliveries, discounts, staff activity and sales reports.

Choosing the wrong EPOS system can create more work instead of reducing it.

Your staff may need to enter the same order twice. The kitchen may receive incomplete tickets. Online orders may arrive on separate tablets. Reports may not match payment totals. Support may be unavailable when the system fails during your busiest service.

The best EPOS system is not simply the one with the longest feature list.

It is the system that fits how your restaurant ortakeawayactually operates.

This guide explains what to compare, which questions to ask and how to choose an EPOS system that can support your business now and as it grows.

What Is an EPOS System?

EPOS stands for Electronic Point of Sale.

It is the combination of software and hardware used to record orders, calculate totals, accept payments and track sales.

A basic EPOS setup may include:

• A touchscreen till

• EPOS software

• A cash drawer

• A card reader

• A receipt printer

• A kitchen printer

• A customer-facing display

A more advanced restaurant EPOS system may also include:

• Kitchen display screens

• Online ordering

• Delivery and collection management

• QR table ordering

• Table reservations

• Menu management

• Stock tracking

• Customer loyalty

• Staff permissions

• Multi-location reporting

• Accounting integrations

OrderApps describes its EPOS as an all-in-one restaurant system that brings counter, table, phone and online orders into one place, with kitchen printing, payments and reporting connected to the same workflow.

What Is the Difference Between POS and EPOS?

POS means point of sale. It can refer to the place where a transaction happens or the system used to complete it.

EPOS usually refers to an electronic system that records and manages those transactions digitally.

In practice, providers often use POS and EPOS to describe the same type of restaurant technology. The product’s actual features matter more than which term appears on the website.

Why Restaurants Need a Specialist EPOS System

A general retail till may be able to sell a fixed product, take payment and print a receipt.

Restaurant service is more complicated.

A restaurant order might include:

• Different courses

• Product modifiers

• Cooking preferences

• Allergy notes

• Table numbers

• Seat numbers

• Split bills

• Service charges

• Kitchen routing

• Bar routing

• Takeaway packaging

• Delivery details

A takeaway may receive orders from walk-in customers, phone calls, its own website and several marketplace apps at the same time.

The EPOS system must organise these orders without slowing down the team.

A restaurant-specific system should understand food-service workflows rather than forcing the business to work like a conventional shop.

Start with Your Restaurant’s Actual Needs

Do not begin by comparing software packages.

Start by mapping how your business works.

Write down every way an order can enter your restaurant.

For example:

1. A customer orders at the counter.

1. A waiter takes an order at the table.

1. A customer calls the restaurant.

1. A customer orders from your website.

1. A customer orders from your mobile app.

1. A guest uses a QR code at the table.

1. A marketplace sends an order.

1. A customer schedules a collection.

Then follow each order through the business.

Ask:

• Who receives it?

• Does someone need to enter it manually?

• Where is payment taken?

• Which kitchen station prepares it?

• How does the customer receive an update?

• How is the sale recorded?

• How is a refund processed?

• Where does the order appear in reports?

This exercise reveals the problems your new EPOS system needs to solve.

1. Choose an EPOS System Built for Food Businesses

Restaurant EPOS software should support menus with multiple layers.

A customer may choose a pizza, select a size, remove an ingredient, add extra cheese and choose a drink. The system must record every choice clearly.

Look for support for:

• Categories and subcategories

• Product variants

• Required and optional modifiers

• Add-ons

• Meal deals

• Combo offers

• Cooking instructions

• Allergy notes

• Product availability

• Time-based menus

• Different dine-in and takeaway prices

During the demonstration, ask the provider to build one of your most complicated real orders.

Do not accept a demonstration that only shows a simple coffee or single-item sale.

2. Make Sure Every Order Reaches One System

One of the biggest restaurant technology problems is tablet overload.

A restaurant may have one device for direct orders, another for a delivery marketplace, a separate booking system and a till that staff use for walk-in sales.

Employees then copy orders manually from one system to another.

This creates several risks:

• Missed orders

• Duplicate orders

• Incorrect items

• Wrong prices

• Delayed kitchen tickets

• Inaccurate reporting

A connected EPOS system should bring relevant order channels into one operational view.

OrderApps states that its EPOS can combine online, in-store and phone orders on one screen. It is also designed to work with the restaurant’s branded website, mobile app and table-booking tools.

When evaluating any provider, confirm exactly which channels connect directly.

Ask whether the integration is:

• Already available

• Included in your plan

• Supplied by a third party

• Charged separately

• Still being developed

• Limited to certain hardware

Do not assume that a logo on an integrations page means every feature is fully supported.

3. Test the System During a Simulated Rush

A system that looks impressive in a quiet demonstration may feel completely different during a Friday evening rush.

Your staff need to take orders quickly with minimal taps.

Test common tasks such as:

• Opening a table

• Adding several customers

• Applying modifiers

• Removing an item

• Moving an order to another table

• Splitting a bill

• Adding a service charge

• Processing a refund

• Reprinting a kitchen ticket

• Marking an item unavailable

• Switching from dine-in to takeaway

The best interface is not necessarily the most attractive one.

It is the one your team can use accurately when several customers are waiting.

OrderApps promotes a touchscreen interface designed to help staff take orders quickly and keep queues moving during busy service.

4. Check Kitchen Printing and Order Routing

An order should reach the correct preparation area immediately.

A drinks order may need to go to the bar. A pizza may go to one kitchen station, while a dessert goes to another.

A suitable restaurant EPOS system should allow you to route items by:

• Product

• Category

• Preparation station

• Floor

• Location

• Order type

You may choose kitchen printers, kitchen display screens or a mixture of both.

Kitchen printers

Printed tickets are familiar and simple.

Check whether the system can:

• Print automatically

• Show the table or order number

• Display modifiers clearly

• Highlight allergy notes

• Print duplicate tickets

• Route items to several printers

• Continue working when the internet fails

Kitchen display systems

Kitchen display screens can organise orders by preparation status.

They may allow staff to mark orders as:

• Received

• Preparing

• Ready

• Completed

Before selecting a screen-based workflow, make sure it is practical for your kitchen environment. Consider heat, steam, grease, available space and how staff will interact with the screen.

OrderApps lists instant kitchen receipt printing and order status updates among its EPOS capabilities.

5. Confirm Which Payment Methods Are Supported

Customers expect flexible payment options.

Your EPOS should support the payment methods your business accepts, such as:

• Cash

• Debit cards

• Credit cards

• Contactless payments

• Apple Pay

• Google Pay

• Online payments

• Gift cards

• Vouchers

• Split payments

Card-present payments happen when the customer uses a physical card or compatible digital wallet at the point of sale. Online orders are normally treated differently because the customer and card are not physically present at the till.

Ask the provider:

• Is the card reader integrated with the till?

• Does the amount transfer automatically?

• Can staff accidentally enter a different amount?

• Which payment processor is used?

• How long do payouts take?

• What happens when a payment fails?

• How are chargebacks managed?

• Can payments be refunded from the EPOS?

• Are online and in-person rates different?

• Is there a minimum monthly charge?

An integrated terminal reduces manual entry. The till sends the correct amount to the card reader, and the payment result returns to the order.

6. Review Payment and Data Security

An EPOS system may process payment information, customer contact details, delivery addresses and staff records.

Security should not be treated as an optional feature.

PCI DSS is the payment-card industry standard intended to protect card account data. It applies across organisations involved in card processing, including merchants and service providers. Even small merchants should confirm their obligations with their payment provider or acquiring bank.

Ask the EPOS provider:

• Is the payment hardware PCI approved?

• Does the business ever store full card details?

• How is payment information encrypted?

• Who is responsible for PCI compliance?

• Are software updates automatic?

• Is multi-factor authentication available?

• Can staff accounts have separate permissions?

• Are logins and actions recorded?

• What happens after a suspected data breach?

• How frequently is data backed up?

The PCI Security Standards Council recommends using approved point-of-interaction devices and managing payment equipment according to the applicable security requirements.

UK data-protection principles also require personal information to be kept securely. The ICO recommends practical controls such as multi-factor authentication and clear responsibility for information security.

7. Check What Happens When the Internet Fails

An internet outage should not automatically stop the entire restaurant.

Ask whether the EPOS has an offline mode.

A useful offline mode may allow staff to:

• Continue entering orders

• Print kitchen tickets

• Record cash transactions

• Store data locally

• Synchronise transactions after reconnection

Payment capability during an outage depends on the payment provider, terminal and configuration. Do not assume offline card payments will always be available.

Ask the provider to demonstrate an internet failure rather than simply promising that the system works offline.

OrderApps says its EPOS can continue processing orders during an internet interruption and synchronise them when the connection returns. Confirm the exact offline functions available for your chosen hardware and payment setup.

8. Look for Fast Menu Management

Restaurant menus change regularly.

You may need to:

• Update a price

• Add a seasonal item

• Remove a sold-out dish

• Change a modifier

• Introduce a meal deal

• Edit an allergy note

• Create a lunch menu

• Change availability by location

If your business uses several ordering channels, updating each one separately wastes time and increases the chance of inconsistent information.

A connected EPOS should let you update the menu centrally and apply changes across relevant channels.

OrderApps says that menu and price changes made in its system can be applied across the till and connected ordering channels.

During your demonstration, ask the provider to:

1. Change a product price.

1. Mark an item sold out.

1. Add a new modifier.

1. Restrict an item to certain hours.

1. Apply the changes to online ordering.

1. Reverse the changes.

This shows how much work menu management will require in real life.

9. Evaluate Online Ordering Integration

Your own ordering website should not operate as an isolated system.

A strong EPOS integration can:

• Send online orders directly to the kitchen

• Apply the correct menu and prices

• Manage delivery and collection

• Update product availability

• Record payments

• Include online sales in reports

• Reduce manual order entry

OrderApps includes a branded online ordering website and built-in point of sale across its published plans. It states that direct orders and in-store transactions can be managed within the same restaurant platform.

Ask how the EPOS handles:

• Scheduled orders

• Delivery zones

• Minimum order values

• Busy-period throttling

• Collection times

• Customer notifications

• Cancelled orders

• Online refunds

• Failed payments

• Menu availability

For takeaways, the ability to manage walk-in, phone and online orders from one queue can be more valuable than a long list of unrelated features.

10. Check Table Management Features

Full-service restaurants need more than a basic till.

Your EPOS may need to support:

• Floor plans

• Table status

• Open tables

• Seat numbers

• Course management

• Moving tables

• Merging tables

• Splitting bills

• Partial payments

• Tips and service charges

• Reservations

• QR table ordering

Ask whether table information updates in real time across every device.

For example, if a customer orders another drink through a QR code, does it appear on the existing table bill or create a separate order?

OrderApps connects its restaurant platform with table reservations and QR or NFC table ordering on qualifying plans. Its table-ordering feature allows customers to order and pay from their phone while the order is associated with the relevant table.

11. Review Takeaway and Delivery Features

A takeaway EPOS system needs different controls from a fine-dining restaurant.

Useful takeaway features include:

• Delivery and collection options

• Customer address records

• Postcode or zone validation

• Delivery charges

• Minimum order rules

• Estimated preparation times

• Scheduled orders

• Driver assignment

• Customer order history

• Telephone order entry

• Kitchen printing

• Busy-period controls

OrderApps presents its takeaway EPOS as a system that can place online, phone and walk-in orders on one screen and send them directly to kitchen printing.

Ask whether delivery management is included in the EPOS or requires another service.

Also confirm whether the provider supplies drivers. An EPOS system may organise delivery orders without providing the courier who completes them.

12. Compare Reporting and Analytics

Your EPOS should help you understand what is happening in the business.

Useful reports include:

• Total sales

• Sales by hour

• Sales by day

• Sales by location

• Sales by order channel

• Sales by product

• Sales by category

• Best-selling items

• Discounts

• Refunds

• Voids

• Payment types

• Staff activity

• Tax totals

• Average order value

OrderApps says its EPOS provides live reporting across in-store and online orders, including best sellers, quiet periods, discounts, refunds and staff activity. It also supports management of one or several locations from the same dashboard.

Reports should be easy to understand and export.

During the demonstration, ask the provider to show how you would answer a real question, such as:

Which five products generated the most sales last month, and how many were sold through delivery rather than in-store?

If the provider cannot produce a useful answer during the demonstration, the reporting may not meet your needs.

13. Check VAT and Accounting Requirements

Your EPOS records may feed into your bookkeeping and VAT process.

Ask whether the system connects to your accounting software or exports data in a usable format.

Possible accounting features include:

• Daily sales summaries

• VAT breakdowns

• Payment reconciliation

• Refund records

• Cash totals

• Tips

• Service charges

• Exportable reports

• Accounting integrations

VAT-registered businesses covered by Making Tax Digital must keep certain VAT records digitally. HMRC guidance also explains that businesses using a retail scheme may need to keep digital records of daily gross takings.

Your accountant should review the proposed workflow before you switch systems.

An EPOS provider may supply sales data, but your business remains responsible for keeping accurate accounting and tax records.

14. Consider Staff Management and Permissions