Why change feels daunting
Upgrading your EPOS is never just about technology.
It’s about people, processes, and peace of mind. Retailers often delay upgrading because the risks feel greater than the rewards. Risks include: downtime, lost sales, retraining staff, and the uncertainty of moving critical data.
The truth? Change is manageable if you approach it with the right plan and the right partner.
Here’s how to turn common challenges into opportunities.
Challenge 1: Contract confusion
Challenge 1:
Contract confusion
The story: You’ve been with your EPOS supplier for years. Somewhere online there’s a contract you’ve never re-read, and every month fees tick up with little explanation. When you decide to change, you discover it rolled over automatically because you didn’t give sufficient notice.
Our checklist recommendation:
- Review ALL software contracts today for renewal clauses, notice periods, and hidden fees.
- Do the same for card payments, paying attention to acquirer fees, terminal rental terms, and exit penalties.
- Ask yourself: Am I paying for modules or licences we don’t use?
The opportunity: By untangling contracts early, you free yourself to choose more appropriate solutions and upgrade to a partner who values transparency.
Challenge 2: Data migration worries
Challenge 2:
Data migration worries
The story: Years of products, PLUs/SKUs, and suppliers have piled up. Your system is full of duplicates, discontinued items, and old or out-of-date information. The thought of moving it all over feels impossible.
Our checklist recommendation:
- Treat migration as a data clean-up. Merge duplicates, tidy departments and categories, remove unused suppliers.
- Take the opportunity to export your current catalogue to Excel (or similar) and check your cost and selling prices are all up to date.
- Run a test migration with your new supplier and validate figures before go-live.
The opportunity: You don’t just move data, you improve it. Clean lists, up to date costings and accurate records make the new system faster, clearer, and easier for staff and management when it comes to reporting.
Challenge 3: Training and staff confidence
Challenge 3:
Training and staff confidence
The story: You’ve invested in a new EPOS system, but on launch day the manager who knows your products and processes best is on holiday. Staff are juggling new logins, new buttons, and customers are waiting in line.
Our checklist recommendation:
Plan training dates around staff leave.
Nominate super-users who can guide colleagues.
Keep sessions role-based and short. Provide simple “quick reference” guides.
The opportunity: A well-planned training schedule builds confidence and reduces friction. Staff who feel prepared will champion the new system from day one.
Challenge 4: Hardware and hidden costs
Challenge 4:
Hardware and hidden costs
The story: Someone said (or assumed) your old tills, scanners, and printers would work. On installation day, half the kit isn’t supported, and you’re hit with unexpected replacement costs.
Our checklist recommendation:
Audit all devices: tills, tablets, scales, printers, scanners, Wi-Fi, etc.
Confirm compatibility lists with your new supplier in advance.
Decide what’s worth reusing and what needs to be upgraded or replaced.
The opportunity: Hardware planning helps you budget realistically, reduce downtime, and avoid nasty surprises.
Challenge 5: Bottlenecks don't get solved
Challenge 5:
Bottlenecks don't get solved
The story: The old system struggled with issues like duplicate card payments, splitting bills or inaccurate/incomplete labelling. The new one is installed but those pain points remain, because no one raised them during planning.
Our checklist recommendation:
Write down every current frustration.
Link each one to a desired future state.
Test your new system’s capabilities against that list.
The opportunity: By documenting bottlenecks, you ensure the new EPOS solves today’s problems and doesn’t become tomorrow’s wish list.
Challenge 6: Payments and compliance
Challenge 6:
Payments and compliance
The story: Your EPOS runs, but your card payments feel like a black box. Fees are unclear, PCI paperwork is overwhelming, and you don’t know if you’re compliant with Strong Customer Authentication for online sales.
Our checklist recommendation:
Review card acquiring and terminal contracts.
Ask providers about PCI-listed P2PE (Point-to-Point Encryption) solutions to reduce compliance effort.
Confirm SCA (Strong Customer Authentication) support for e-commerce, if applicable.
The opportunity: Clear, modern payment solutions reduce risk and costs while keeping you compliant and secure.
Challenge 7: Total cost of ownership
Challenge 7:
Total cost of ownership
The story: Your on-premise EPOS comes with expensive database licences, support charges, and inflexible contracts. You are having to pay third-party IT Support to ensure servers have all the necessary security updates. Additionally, you find out you are paying for modules you started using but stopped some time ago, and discover you can’t cancel due to being locked into a contract. What looked like a one-off investment has turned into a heavy, ongoing cost with increasingly less flexibility.
Our checklist recommendation:
- Review today what you’re currently paying for database licences, support, and maintenance.
- List out modules in use and compare against what you’re being billed for.
- Check contract terms. Are you tied in for 12 months or more, with limited ability to scale down?
- Read our guide to Cloud-Based EPOS vs. On-Premise which explains the trade-offs and shows how a modern, hosted system can offer more flexibility and control.
The opportunity: Upgrade to a supplier with modern, cloud-based, EPOS, transparent pricing and right-sized licensing ensuring you only pay for what you use.
Making the switch with confidence
Switching EPOS doesn’t have to mean sleepless nights or wasted weekends. With the right preparation, it’s an ideal chance to reduce costs, simplify processes, and give your team the right tools to serve customers better.
Our team guides you through each step and we’re by your side the entire time: from data migration and installation to training and payments.
Because when you get the details right, the big picture takes care of itself.
Get in touch with us today if you are contemplating a move. We can arrange a no-obligation chat, discuss your requirements and advise on how you can make the switch with confidence.
💚 Retailing Better Together
