Ending your Epos Now membership made easy

Understanding Epos Now and its financial implications

Epos Now operates as a cloud-based point of sale system provider serving over 50,000 businesses across the United Kingdom and internationally. From a financial perspective, this software solution targets retail shops, hospitality venues, and service businesses seeking to modernise their payment processing and inventory management systems. The company positions itself as an affordable alternative to traditional POS systems, offering hardware bundles combined with monthly software subscriptions that can represent a significant ongoing financial commitment for small business owners.

Considering that Epos Now requires both upfront hardware costs and recurring monthly fees, business owners must carefully evaluate whether the system delivers sufficient return on investment. The platform provides inventory tracking, sales reporting, customer relationship management, and integration with accounting software such as Xero and Sage. However, many businesses discover that their operational needs change over time, or that alternative solutions offer better value propositions for their specific circumstances.

The financial decision to cancel Epos Now typically stems from several key factors. Business owners frequently cite the cumulative cost of monthly subscriptions, which can exceed £500 annually even for basic plans. Others find that competitors like Square, SumUp, or Zettle provide comparable functionality at lower ongoing costs. Additionally, businesses experiencing reduced trading volumes or operational changes may no longer justify the expense of a comprehensive POS system.

From a budget optimization standpoint, understanding the cancellation process becomes essential before committing to any long-term software contract. The ability to exit a service agreement without excessive financial penalties or administrative complications should factor into your initial purchasing decision. This guide examines the financial and procedural aspects of terminating your Epos Now subscription through postal methods, which provide the most reliable documentation trail for contractual matters.

Pricing structure and subscription commitments

Epos Now's pricing model combines one-time hardware purchases with ongoing monthly software subscriptions. This dual-cost structure requires careful financial analysis, as the total cost of ownership extends far beyond the initial system purchase. Understanding these financial commitments proves essential when evaluating whether to continue or cancel your subscription.

Hardware costs and initial investment

The initial financial outlay for Epos Now systems typically ranges from £399 to £999 depending on the hardware package selected. Basic retail packages start around £499 and include a touchscreen terminal, cash drawer, receipt printer, and barcode scanner. Hospitality-focused packages commanding higher prices incorporate additional kitchen display systems and handheld ordering devices. These upfront costs represent sunk expenses that cannot be recovered upon cancellation, making the timing of cancellation decisions financially significant.

Many businesses finance their Epos Now hardware through payment plans, which can extend the financial commitment over 12 to 36 months. From a financial planning perspective, these financing arrangements create additional complexity when considering cancellation, as hardware payment obligations typically continue independently of software subscription status. Business owners must account for both remaining hardware payments and ongoing software fees when calculating their total monthly Epos Now expenditure.

Monthly software subscription tiers

The recurring software costs represent the primary ongoing financial burden and the main target for budget optimization through cancellation. Epos Now offers several subscription tiers with varying functionality and corresponding price points:

Considering that these subscriptions operate on a per-terminal basis, businesses running multiple tills face multiplied costs. A three-terminal operation paying £39 monthly per terminal incurs £1,404 annually in software fees alone. This cumulative expense often prompts businesses to reassess their POS requirements, particularly when trading conditions tighten or more cost-effective alternatives emerge in the marketplace.

Additional costs and financial considerations

Beyond base subscription fees, Epos Now users frequently encounter supplementary charges that impact the total cost analysis. Payment processing fees typically range from 1.5% to 2.75% per transaction depending on the payment gateway selected. These transaction costs remain separate from the software subscription and continue regardless of plan tier.

Premium support packages add £10-£25 monthly to subscription costs, whilst advanced features like loyalty programmes, online ordering integration, and booking systems command additional fees ranging from £15-£50 monthly each. From a financial optimization perspective, businesses often accumulate these add-ons incrementally, only realising the cumulative monthly cost when conducting periodic expense reviews. A comprehensive cost audit might reveal total monthly Epos Now expenditures exceeding £100 per terminal when accounting for all subscription components.

Legal framework for cancellation in the United Kingdom

Understanding your legal rights regarding service cancellation protects you from unnecessary financial penalties and ensures compliance with contractual obligations. UK consumer and business contract law provides specific frameworks governing software subscription terminations.

Contract terms and notice periods

Epos Now subscription agreements typically specify minimum contract terms ranging from 12 to 36 months, particularly when hardware financing accompanies the software subscription. From a legal perspective, these fixed-term contracts create binding obligations that may include early termination fees if cancelled before the minimum period expires. Business owners must carefully review their specific contract documentation to identify their committed term length and any associated cancellation penalties.

Notice periods represent another critical contractual element affecting cancellation timing and financial implications. Standard Epos Now agreements generally require 30 days written notice for subscription cancellations, though some contracts specify 60 or 90-day notice periods. Providing insufficient notice may result in additional monthly charges beyond your intended cancellation date, representing avoidable expenditure that careful planning can prevent.

Early termination fees and financial penalties

Businesses seeking to cancel before completing their minimum contract term typically face early termination charges designed to compensate the provider for lost revenue. These penalties often equal the remaining monthly payments due under the original contract term, though some agreements calculate fees as a percentage of outstanding obligations.

In terms of value analysis, comparing early termination fees against continued subscription costs helps determine the optimal cancellation timing. If switching to an alternative provider offering £20 monthly savings, and your remaining Epos Now commitment spans six months at £45 monthly, the potential £120 savings over that period must be weighed against any early termination penalty. When the penalty equals or exceeds the potential savings, continuing until the contract term expires may prove more financially prudent.

Consumer Rights Act protections

The Consumer Rights Act 2015 provides certain protections for businesses purchasing software services, though these primarily apply to consumer rather than business-to-business transactions. Services must be provided with reasonable care and skill, and material misrepresentations during the sales process may provide grounds for contract termination without penalty.

From a practical financial perspective, invoking Consumer Rights Act provisions requires documenting specific service failures or misrepresentations, which can prove time-consuming and uncertain. Most businesses find that following standard contractual cancellation procedures, even when involving notice periods and potential fees, offers a more straightforward path to terminating their Epos Now subscription.

Postal cancellation methodology and procedures

Postal cancellation through Royal Mail Signed For or Special Delivery services provides the most reliable and legally defensible method for terminating your Epos Now subscription. This approach creates verifiable documentation of your cancellation request, protecting you from disputes regarding notice timing and potential unauthorised charges.

Why postal cancellation offers superior protection

From a risk management perspective, postal cancellation via tracked delivery services provides several financial and legal advantages over telephone or email methods. Signed For and Special Delivery services generate proof of posting and delivery confirmation, creating an indisputable record that your cancellation notice reached Epos Now within the required timeframe. This documentation proves invaluable if disputes arise regarding notice periods or continued billing.

Considering that subscription cancellations involve potential financial penalties for procedural errors, the £1.85 cost of Signed For delivery or £6.85 for Special Delivery represents prudent insurance against billing disputes that could cost hundreds of pounds. Email cancellation requests may be overlooked, filtered to spam folders, or claimed as never received, whilst telephone cancellations lack documentary evidence and depend on the accuracy of customer service representatives' record-keeping.

Postal cancellation also eliminates the pressure tactics sometimes employed during telephone cancellation attempts, where retention specialists may offer discounts or alternative plans that distract from your financial optimization objectives. Written cancellation allows you to clearly state your intentions without navigating persuasive conversations designed to preserve your subscription.

Required information for cancellation letters

Your postal cancellation notice must include specific information to ensure proper processing and avoid delays that could extend your financial obligations. Essential elements include your full business name exactly as it appears on your Epos Now account, your account number or customer reference number found on monthly invoices, and the complete address of your business premises registered with Epos Now.

Clearly state your cancellation intention using unambiguous language such as "I am writing to cancel my Epos Now subscription" rather than tentative phrasing like "I am considering cancelling" or "I would like to discuss cancellation options." Specify your desired cancellation effective date, ensuring this allows for the contractually required notice period to avoid additional charges.

Include your contact telephone number and email address for any necessary correspondence, though request that all formal communications regarding your cancellation be provided in writing to maintain a complete documentation trail. Request written confirmation of your cancellation and final account balance, specifying that you expect this confirmation within 14 days of their receipt of your notice.

Addressing your cancellation correspondence

Directing your cancellation notice to the correct postal address ensures prompt processing and avoids delays that could extend your financial obligations. Send your cancellation letter to Epos Now's registered office address:

• Epos Now Limited
• Ducie House
• 37 Ducie Street
• Manchester
• M1 2JW
• United Kingdom

Address your correspondence to the Customer Services Department or Subscriptions Department to facilitate routing to the appropriate team. Using Royal Mail Signed For service costs £1.85 and provides proof of delivery within 1-2 business days for UK addresses. Special Delivery Guaranteed by 1pm costs £6.85 and offers compensation up to £500 if delivery fails, providing additional security for time-sensitive cancellations where notice period deadlines approach.

Streamlining postal cancellation with professional services

Services like Postclic offer an alternative approach that combines the legal reliability of postal cancellation with modern convenience. These platforms allow you to submit your cancellation details digitally whilst they handle the physical letter printing, posting via tracked Royal Mail services, and proof of delivery documentation. From a time-value perspective, this approach proves particularly efficient for business owners whose hourly earning capacity exceeds the modest service fee.

Postclic maintains templates ensuring your cancellation letter includes all legally required information whilst providing a digital dashboard tracking your letter's delivery status. The service generates downloadable proof of posting and delivery confirmation, creating readily accessible documentation for your business records without managing physical receipts. For businesses cancelling multiple services or managing numerous subscription optimizations, this centralised approach to cancellation correspondence offers meaningful administrative efficiency.

Timeline management and financial planning

Strategic timing of your cancellation notice minimises unnecessary expenditure whilst ensuring compliance with contractual obligations. Calculate your required notice period from your intended final billing date, then subtract this period to determine your latest acceptable posting date. Allow an additional 2-3 business days buffer to account for postal delivery time and internal processing at Epos Now.

In terms of value optimization, timing your cancellation to align with your contract anniversary or end of minimum term avoids early termination penalties. If your contract renews on the 15th of the month and requires 30 days notice, posting your cancellation letter no later than the 12th of the preceding month (accounting for delivery time) ensures termination before automatic renewal triggers another contract period.

Post-cancellation financial management

Proper financial management following your cancellation notice submission protects against unauthorised charges and ensures clean service termination without lingering obligations.

Monitoring your final billing cycle

Continue monitoring your bank statements for Epos Now charges throughout your notice period and for 60 days following your intended cancellation date. Subscription billing systems occasionally fail to process cancellation requests correctly, resulting in continued charges that require dispute resolution. Early detection of erroneous billing allows prompt challenge whilst the cancellation remains recent and documentation readily available.

Your final invoice should reflect only the prorated charges through your cancellation effective date. Review this statement carefully to verify that no additional fees, penalties, or charges for subsequent months appear. Considering that disputing charges becomes progressively more difficult as time passes, immediate scrutiny of your final bill proves essential for financial protection.

Managing direct debit mandates

From a financial security perspective, consider cancelling your Direct Debit mandate with your bank after receiving written confirmation of your subscription cancellation and processing your final payment. This prevents any possibility of future unauthorised charges, though timing proves important—cancelling the mandate before your final legitimate payment processes could trigger late payment fees or collections activity.

The Direct Debit Guarantee scheme provides protection against unauthorised charges, allowing you to claim immediate refunds from your bank for any payments taken after your cancellation date. However, proactive mandate cancellation eliminates the inconvenience of disputing charges and requesting refunds, representing superior financial management.

Data export and operational continuity

Before your cancellation effective date, export all critical business data from your Epos Now system including sales history, inventory records, customer information, and financial reports. Most subscription agreements terminate system access immediately upon cancellation, potentially leaving you without access to essential business records. From a business continuity perspective, this data export represents a crucial pre-cancellation task that protects your operational capabilities.

Consider the financial implications of data loss when planning your cancellation timeline. If you require historical sales data for tax preparation, VAT returns, or financial analysis, ensure you extract comprehensive records before losing system access. The cost and difficulty of recovering data after cancellation typically far exceeds the value of maintaining your subscription for one additional month to ensure complete data migration.

Financial alternatives and cost optimization strategies

Understanding why businesses cancel Epos Now subscriptions and evaluating alternative solutions enables informed financial decisions that optimize your ongoing operational costs.

Common financial motivations for cancellation

Businesses most frequently cancel Epos Now subscriptions due to cumulative cost concerns, with annual software fees plus transaction charges representing substantial ongoing expenditure for small operations. When monthly revenue declines or profit margins tighten, fixed subscription costs become increasingly burdensome relative to business income. Many retailers and hospitality venues discovered this dynamic during economic uncertainties, prompting widespread reassessment of software expenditure.

Alternative providers offering lower-cost or commission-based pricing models attract businesses seeking to convert fixed software costs into variable expenses that scale with revenue. Square, SumUp, and Zettle operate primarily on transaction fee models without mandatory monthly subscriptions, appealing to businesses with variable or seasonal sales volumes. From a financial flexibility perspective, these alternatives reduce fixed overhead whilst potentially increasing per-transaction costs.

Comparative cost analysis of alternatives

Conducting rigorous cost comparisons between Epos Now and alternative POS solutions reveals the potential savings driving cancellation decisions. Consider a retail business processing £10,000 monthly revenue through 200 transactions:

This analysis demonstrates potential monthly savings of £39-£45 by switching to subscription-free alternatives, representing £468-£540 annually. However, comprehensive evaluation must account for functionality differences, as Epos Now's subscription includes features like advanced inventory management and multi-location support that may require paid add-ons with alternative providers.

Negotiation opportunities before cancellation

Before finalising cancellation, consider whether negotiating improved terms with Epos Now might achieve your cost optimization objectives without the disruption of switching providers. Retention departments frequently offer discounted subscription rates, waived fees, or upgraded features to prevent customer departure, particularly for businesses with lengthy relationship histories.

From a negotiation strategy perspective, having a concrete alternative provider and calculated savings figures strengthens your position. Approaching Epos Now with specific competitor pricing and a genuine willingness to cancel often yields concessions that partially close the cost gap whilst avoiding migration expenses and operational disruption. However, ensure any negotiated terms are documented in writing with clear pricing commitments for defined periods, preventing future rate increases that negate your achieved savings.

Frequently asked questions about Epos Now cancellation

How much notice does Epos Now require for cancellation?

Standard Epos Now contracts typically require 30 days written notice for subscription cancellation, though your specific agreement may specify different terms. Review your contract documentation carefully to identify your required notice period, as insufficient notice results in additional monthly charges. Calculate your notice period from your desired final billing date backward, then allow additional days for postal delivery to ensure your letter reaches Epos Now within the required timeframe.

Can I cancel during my minimum contract term?

You can request cancellation during your minimum contract term, but early termination typically incurs financial penalties. These fees often equal the remaining monthly payments due under your original contract commitment. From a cost-benefit perspective, calculate whether the early termination fee exceeds the potential savings from switching to an alternative provider. If switching saves £25 monthly and six months remain on your contract, the £150 potential saving must exceed any early termination penalty for immediate cancellation to prove financially advantageous.

What happens to my hardware after cancellation?

Hardware purchased outright remains your property after subscription cancellation, though the equipment becomes non-functional for payment processing without active Epos Now software. If you financed your hardware through Epos Now payment plans, those financial obligations typically continue independently of your software subscription status. Contact Epos Now's finance department to clarify any remaining hardware payment obligations and whether early settlement discounts are available.

Will I receive a refund for unused subscription time?

Epos Now generally does not provide refunds for unused subscription periods when you cancel mid-billing cycle. Your subscription typically remains active through the end of your current paid period, even if your cancellation notice specifies an earlier desired termination date. From a financial optimization perspective, timing your cancellation effective date to align with your billing cycle anniversary minimises payment for unused service time.

How do I retrieve my business data after cancellation?

Export all essential business data before your cancellation effective date, as system access typically terminates immediately upon subscription end. Navigate to your Epos Now back office and use the reporting and export functions to download sales history, inventory records, customer databases, and financial reports in CSV or PDF formats. Store these files securely in multiple locations, as recovering data after losing system access proves difficult and potentially costly.

Can Epos Now continue charging my account after cancellation?

Properly executed cancellations with documented proof of delivery should prevent unauthorised future charges. However, billing system errors occasionally result in continued charges despite valid cancellations. Monitor your bank statements for 60 days following your cancellation date, and immediately dispute any unauthorised charges through your bank's Direct Debit Guarantee scheme. Maintaining your proof of posting and delivery confirmation enables swift dispute resolution if billing problems arise.

Should I cancel my Direct Debit immediately?

Wait until after your final legitimate payment processes before cancelling your Direct Debit mandate to avoid late payment complications. Cancelling the mandate prematurely may trigger collections activity or late fees if your final bill cannot be collected. After confirming your final payment has cleared, cancelling the Direct Debit provides additional protection against erroneous future charges, though the Direct Debit Guarantee scheme offers refund protection regardless.

What if Epos Now claims they never received my cancellation letter?

This scenario demonstrates why postal cancellation via Signed For or Special Delivery services proves essential. These tracked services provide proof of posting and delivery confirmation that conclusively demonstrates your letter reached Epos Now's address. If disputes arise, present your Royal Mail tracking documentation showing successful delivery, which legally establishes that Epos Now received your notice within the required timeframe. Without this documentation, proving you submitted timely cancellation becomes significantly more difficult.

Are there tax implications for cancelling my POS subscription?

Subscription cancellations generally lack direct tax implications, though the timing may affect your business expense deductions for the current tax year. Any early termination fees paid become deductible business expenses in the year incurred. Consult your accountant regarding the optimal cancellation timing if you operate near your financial year-end and significant early termination penalties apply, as timing might affect which tax year claims the deduction.