EPOS Running Costs: What Will Your Business Pay Each Month?

Your monthly EPOS running costs can include software subscriptions, card processing, terminal rental, support, integrations and consumables. Zivaro advertises EPOS software plans from £12 per month + VAT, but that starting subscription isn’t your complete monthly operating cost. Your total depends on your package, equipment and payment agreement. 

Buying the till is one decision. Understanding what leaves your bank account every month is another.

For a small shop, café or takeaway, a manageable monthly bill matters. You need to know what’s fixed, what changes with sales and which extras could appear later.

This guide breaks down EPOS running costs so you can build a useful budget and ask the right questions before signing.

What counts as an EPOS running cost?

EPOS stands for electronic point of sale: the digital till system you use to record sales and manage related business information.

Running costs are the continuing expenses associated with using that setup. They’re separate from an outright hardware purchase, although monthly equipment repayments also belong in your cash-flow budget.

Some charges stay broadly the same each month. Others change with how much you trade.

Fixed monthly costs

Fixed costs can include your software subscription, an agreed support plan or terminal rental.

If your subscription is £25 a month, you’ll generally budget for that amount whether you have a busy month or a quiet one, subject to the agreement’s terms.

Check whether adding another device changes the subscription. Two tills using the same product catalogue may still require separate licences.

Variable monthly costs

Variable costs move with activity. Card processing is an obvious example because charges can depend on the value and number of payments you accept.

Receipt paper usage can change too. A takeaway printing customer receipts and kitchen tickets may use more rolls during busy periods.

Separating fixed and variable costs helps you budget for both normal trading and seasonal peaks.

Software subscriptions and additional tills

Your software subscription pays for access to the EPOS platform and the functions covered by your plan.

The useful question is: what can your team actually do for that monthly price?

Check the features you need rather than judging the subscription in isolation.

Confirm what the plan includes

A grocery shop might need stock alerts, barcode scanning and product reports. A café may care more about menu options and order changes.

Zivaro’s EPOS system advertises stock management, staff permissions, cloud reporting and AI-assisted insights. 
Ask which functions are available in your proposed configuration and have the team demonstrate them.  For AI features, request a practical example. What information does the feature use, what does it produce and how would you act on it?

Ask how extra devices are charged

Imagine your convenience shop starts with one till. Six months later, you add a second checkout for the evening rush.

The equipment is only part of that decision. You’ll also need to know whether the second till brings another subscription or changes your support arrangement.

Ask for the cost of expanding before you buy the first system. That gives you a clearer picture of what growth would cost.

Card processing and terminal charges

Card processing deserves its own line in your monthly budget.

A card machine being included in a hardware bundle doesn’t establish what accepting payments will cost. Read the payment agreement alongside the EPOS quote.

Understand the charging structure

Depending on the agreement, payment charges may include a percentage of the transaction value, a fixed fee per payment, terminal rental or other service charges.

Ask which charges apply to your business and how they appear on your statement.

For example, an illustrative percentage-only rate of 1.2% on £10,000 of monthly card takings produces a £120 percentage charge:

£10,000 × 0.012 = £120

That’s a calculation example, not a Zivaro rate or market estimate. It excludes fixed transaction fees and any other charges.

Use your actual trading figures

Two businesses with the same card turnover can have different transaction patterns.

A café taking hundreds of small payments needs to understand the effect of fixed transaction fees. A mobile phone shop handling fewer, larger purchases should still check the applicable card categories and rates.

Use a recent merchant statement when comparing offers. Zivaro’s card payment service offers a statement review so proposed charges can be assessed against your existing activity. www.zivaro.uk

Check the cost of integration

Integrated payments connect a compatible card terminal with your till, allowing the sale amount to pass between them.

Ask whether the connection is included in your package. Confirm any activation charge, ongoing fee and compatibility requirements before agreeing to the setup.

Support, integrations and everyday supplies

Smaller recurring expenses are easy to overlook when your attention is on the main subscription.

They still belong in the budget.

Support and replacement arrangements

Zivaro states that its plans include UK-based support and a cloud dashboard. Confirm the support scope and arrangements for your chosen package. www.zivaro.uk

Ask what happens when something stops working. Software assistance, hardware repairs, replacement delivery and on-site visits can involve different arrangements.

For a restaurant, support availability during service may matter more than a small subscription difference. Make sure the service fits your opening hours.

Connected services

An integration links your EPOS with another system, such as accounting software or an ordering service.

Check both sides of the connection. Your EPOS supplier might include access while the connected service charges separately.

For a takeaway, ask about the full cost of the order journey: receiving the order, sending it to the kitchen and processing payment.

Receipt rolls and labels

These aren’t usually the largest costs, but they’re predictable expenses you can plan for.

Record how many rolls or labels you use in an ordinary month. Revisit the estimate after a busy period.

Also check the correct paper specification before buying supplies. Using suitable rolls helps avoid wasted purchases.

Why running costs vary between businesses

Your workflow affects the equipment, services and supplies you need.

Grocery and retail shops

A grocery shop may need several staff logins, stock reporting and a second checkout.

Keep an eye on charges for extra tills and any connected equipment. If you sell weighed produce, confirm compatibility and applicable costs before ordering scales.

Cafés and takeaways

A café might need a single counter terminal and a kitchen printer. A takeaway may also use online ordering or additional preparation stations.

Each extra service should have a clear purpose. Ask whether it solves a daily problem and what it adds to the monthly bill.

Restaurants and bars

Table service can involve handheld devices, split bills and several printers or screens.

Price the complete working setup. A low subscription for the main till won’t tell you the cost of equipping the whole venue.

Mobile phone shops

A mobile shop may combine accessory sales with repairs.

Confirm whether repair-related requirements are covered by the proposed software or need another service. That could affect both your workflow and recurring budget.

How to keep monthly costs under control

Start by listing every recurring charge in one place. Include separate payment agreements and connected services.

Then review the bill against what your team actually uses.

Remove unnecessary extras where your contract allows. Before cancelling a feature, check whether another part of your setup depends on it.

Compare quotes using the same number of tills, similar features and the same estimated payment activity. Otherwise, a lower figure may simply cover less.

Finally, check scheduled price changes and renewal terms. A useful budget should reflect what you’re committed to paying, not just the introductory price.

Keep occasional expenses separate too. Hardware repairs and replacements may not occur monthly, but setting aside a reserve can make them easier to manage.

Get a clear monthly breakdown from Zivaro

Before choosing a package, ask for a written breakdown showing the software subscription, equipment payments, payment charges and any optional services.

Explain how you trade and which tasks your current till makes difficult. That helps the team recommend a setup around your needs.

Browse Zivaro’s EPOS bundles, then confirm the complete monthly commitment for your business.

Zivaro helps UK businesses explore AI-powered EPOS systems and card payment solutions that fit their day-to-day work. Check your potential savings today.

Contact Zivaro for a tailored quotation and demonstration, or call 0333 0389707.

Frequently asked questions

What are EPOS running costs?

They’re the continuing expenses associated with using your EPOS setup. These can include software, payment processing, terminal rental, support, integrations and consumables.

Does buying an EPOS system remove monthly fees?

Buying hardware outright doesn’t necessarily remove software subscriptions, payment charges or connected service fees. Ask which charges continue after the equipment is paid for.

How much does Zivaro software cost each month?

Zivaro advertises plans from £12 per month + VAT. Confirm the applicable package, billing basis and included services before ordering. www.zivaro.uk

Will my EPOS bill change when sales increase?

Fixed subscriptions may stay the same, subject to your agreement. Payment processing and consumables can increase with trading activity. Extra tills or services may also change the bill.

Are integrated payments free?

That depends on the package and payment agreement. Confirm any connection, subscription, terminal and processing charges in writing.

How often should I review running costs?

Review them when contracts renew, prices change or your setup expands. Comparing actual bills with your budget also helps you spot unfamiliar charges early.