UK COFFEE SHOP CONSULTING
Independent Café EPOS Consultant (UK)
Quick answer
We help UK cafés and coffee shops choose and set up an EPOS system without being sold one. We are not paid by any supplier. Work typically costs £500–£2,500 for a single site — requirements, a shortlist of three systems, card-fee and contract review, menu and stock build, staff training and go-live support — and the card-fee review alone often recovers more than the fee within the first year.
Most cafés pick an EPOS from a sales demo and discover the real cost later: a card-processing rate that is higher than quoted, a 36-month contract they cannot leave, hardware they had to buy outright, or reporting that cannot show margin by product. Choosing well is mostly about asking the right questions before signing, and setting up properly is mostly about building the menu, modifiers and stock correctly on day one.
Who this is for
What's included
Requirements in writing
A one-page brief covering covers per hour, table service or counter, kitchen printing or screens, loyalty, online ordering, delivery integrations, stock control and accounting software. Every supplier quotes against the same brief.
Independent shortlist of three
We shortlist three systems that fit the brief and your budget, with the trade-offs of each. We take no referral payment from any supplier, so the shortlist is based on fit, not commission.
Card-fee and contract review
We compare the blended card rate on your real sales mix, monthly software fees, hardware cost or rental, contract length, notice period and exit fees, and flag anything that is negotiable.
Menu, modifiers and stock build
We build the menu, milk and syrup modifiers, recipes and stock links so the system reports gross margin by product from the first day of trading.
Staff training and go-live
A short training session for the team, a test day before opening or switch-over, and support during the first week of live trading.
Typical outcomes
- A signed EPOS contract you understand, with exit terms you can live with
- A card-processing rate checked against your real sales mix
- Margin by product and by hour visible from week one
- A switch-over or opening with no lost trading day
Relevant project experience
See how this work looks in a real café
Our case studies distinguish hands-on café ownership, named client project support and pre-opening analysis. They explain the work and link to public sources rather than promising identical outcomes.
Pearl Lemon Café — built in Fulham
Our 2022 premises, equipment and opening decisions.
Read case studyHow Matcha — takeover and operations
Lessons from a real, trading specialty café.
Read case studyPearl Lemon Boba — drink retail build
Practical supplier testing, recipe systems and delivery-menu setup.
Read case studyLeBell Café — launch coordination
A named independent founder project with defined consulting contributions.
Read case studyFrequently asked questions
Why use an independent EPOS consultant rather than a supplier?
A supplier can only recommend its own system. We are not paid by any EPOS provider, so we compare systems on fit, total cost over the contract and exit terms.
How much does café EPOS consulting cost?
Typically £500–£2,500 for a single site depending on whether you need selection only or the full menu build, training and go-live. Multi-site work is quoted per project.
Can you help us leave an existing EPOS contract?
Yes. We review the notice period, exit fees and hardware ownership, then plan the switch so the new system is ready before the old contract ends.
Which EPOS is best for a coffee shop?
It depends on covers per hour, whether you serve food, and whether you need loyalty or online ordering. Our comparison article covers the main options; the consultation turns that into a choice for your site.
Do you install hardware?
No. The supplier installs hardware. We make sure what is installed matches the brief, and we build and test the menu and stock setup.
New to the sector? Read the full how to open a coffee shop UK guide — the pillar walkthrough for first-time operators.
BOOK A CALL
Book a café epos consultant strategy call
20 minutes. Free. No obligation. Come with a concept, lease, or set of numbers — leave with a clear next step.
Calendar taking a moment? Open the booking page directly.
Free 20-minute call. Times load as you reach this section.
Prefer to speak to us directly?
Call, WhatsApp, or email the team and we will help you find the right next step.