How an efficient EPoS can save you more money

At Access Hospitality, we're software specialists, and we speak to hundreds of business operators looking to upgrade or improve their operations. A large number of our customer success team have extensive experience working within the hospitality sector as chefs, pub owners and bar managers, and we know the challenges of running a successful hospitality venue.  

In this article, we look at how a hospitality EPoS system can help you improve efficiency across your operations, saving you time, money, and headaches. 

Benefits of EPoS software 

Many modern hospitality businesses, such as pubs, bars and restaurants, use the EPoS (Electronic Point of Sale) system because it provides a key link between the kitchen, finance, and reservation systems, streamlining operations and improving overall efficiency.  

Here's a closer look at the specific advantages an EPoS system can bring to your business: 

• Faster transactions - compared to manual entry with traditional cash registers, EPoS systems with touchscreens make entering items and calculating totals much faster. 
• Enhanced inventory management - EPoS system automatically updates inventory levels after each sale and transaction, providing real-time visibility of stock on hand. 
• Improved kitchen communication and workflow - orders sent directly to kitchen screens or printers streamline communication, reduce errors, and speed up preparation times, improving the food pathway. 
• Better customer service - streamlining the ordering process reduces the chances of human error and speeds up ordering - menu items programmed into the system ensure accuracy and timeliness. 
• Clear business insights and forecasting - EPoS systems generate extensive reports on sales, profits, inventory movement, and KPIs in real-time, essential insights to forecast and plan for the future. 
• Simplified online ordering - whether through mobile apps, delivery partners, or self-service kiosks, the EPoS system seamlessly integrates online orders for efficient operations.  

To learn more about the benefits of EPoS, read our article - Advantages and disadvantages of an EPoS in hospitality. 

Differences between an efficient and inefficient EPoS system  

An efficient EPoS acts as a central nervous system for your business, ensuring smooth operations, improved decision-making, and better customer experiences, whereas an inefficient system causes bottlenecks, and wasted resources, ultimately impacting your bottom line.  

But efficiency isn't just about speed – it's about sustainability, too. Older model EPoS systems can be quite heavy on energy consumption, quietly driving up your utility bills. Having those devices on all day means you're paying for that inefficiency with every power bill. Upgrading to a modern EPoS can make a significant dent in your energy expenses over time - especially if you run multiple tills or operate a business with several locations. 

Let's look at how an EPoS can improve efficiency in your business. 

Efficiency in payments and cashing  

Businesses that switch from manual systems to an EPoS, often report dramatically shortened checkout and cashing-up times. That means happier customers thanks to faster service and less stressed-out staff who aren't stuck doing late-night math.  

Plus, if you're juggling a few tills in your restaurant or running an event with dozens of cash registers, an EPoS can accurately track and consolidate everything, giving you a clear view of your financials in no time. The substantial time savings improve your team's efficiency and productivity, as your staff no longer need to focus on manual administrative tasks but provide excellent customer service instead.  

Efficiency in stock management  

Running out of ingredients during a rush is nothing short of a nightmare for any business owner - you wouldn't want to find yourself on a busy Friday night with your best-selling dish unavailable because you ran out of a key ingredient. Outdated inventory systems without the resources management tool where every transaction and stock movement are available for analysis within seconds of them taking place can lead to frustrating stockouts. On the other hand, though, the fear of missing out on ingredients can lead to costly over-ordering and potential waste. 

This is where the EPoS system is winning, as it tracks every ingredient used in each dish sold, giving you real-time updates on your stock levels. That means no more surprise shortages during peak hours, less wasted food due to spoilage, and smarter purchasing decisions. Cloud-based EPoS allows you to monitor stock levels from a central point and re-order or cancel orders promptly.  

Additionally, on top of tracking stock levels, the system also analyses your sales data, highlighting slow-moving menu items so you can make informed decisions - preventing waste and keeping costs down, ultimately leading to better profitability. 

Reporting and analytics 

Pouring over spreadsheets and crunching numbers isn't how most business owners want to spend their time. Luckily, all that time-consuming math can be delegated to the EPoS system, tirelessly collecting and organising information about every aspect of your business, presenting it in clear, easy-to-understand and insightful reports that give you an instant snapshot of how things are going.  

Accessing your business data across all functions 24/7 in real-time helps manage your cash, stock and resources effectively. Additionally, you can spot trends, identify areas for improvement, and make informed decisions - especially helpful when it comes to forecasting, allowing you to identify trends and make predictions about future demands.  

Efficiency in order flow 

Manual order processing can be extremely time-consuming and often leads to miscommunication between the front-of-house and the kitchen. An EPoS system seamlessly integrated with Kitchen Display Systems (KDS) streamlines the entire order flow process, puts you in control of service times and helps improve communication between the front and back of the house.  

With a Kitchen Display System, orders are sent directly and instantly to kitchen screens or printers, eliminating errors caused by messy handwriting, minimising delays and keeping your kitchen organised and efficient, with cooks knowing exactly what to prepare and in what order. Comprehensive reporting enables you to monitor average ticket time and make data-driven adjustments to keep your customers happy and the food flowing smoothly. 

Efficiency in online ordering 

The way people order food has completely changed. Whether it's a quick lunch to-go or a leisurely dinner reservation, customers increasingly expect the convenience of online ordering. If your current EPoS can't keep up with that, it proves inefficient.  

Whether through mobile apps, delivery partners, or self-service kiosks, an efficient EPoS system seamlessly integrates online orders for smooth operations and sends delivery orders directly to kitchen screens. With open API, you can rest assured that every sale is automatically reconciled and tracked, meaning no more manual rekeying or lost revenue.  

How our software can help  

With over 30 years of experience, we're confident our own cloud-based EPoS system can help you drive efficiency, run a more profitable business, and provide exceptional guest experience.  

Access EPoS is easy to use, intuitive, and built on years of hospitality expertise and offers a range of benefits to get your business working smarter:  

• Real-time reporting - The key to complete data visibility across your business; view sales data at any time, on any device. 
• Zero downtime - Ensures uninterrupted service for your business. 
• Unstoppable reliability - Cloud-based technology means you're always up and running, even during peak times. 
• Customisable, flexible, and scalable - adapts to suit your specific requirements, whether you have multiple brands or different service styles within a single site. 
• Time is money - Dramatically reduce admin time, freeing you and your staff to focus on delivering an exceptional guest experience. You can reduced cashing-up time from 2 hours to 15 minutes (Access Laine Pub Company Case Study, 2024) 

We were able to transform a previously laborious 2-hour process of cashing up into a simple 15-minute task. And those time savings are now benefitting venue teams across multiple sites, saving hundreds of hours of time. - Laine Pub Company 

• Increased profitability – from better reporting, reduced wastage, optimised staffing, menu management, intuitive upselling, and a smoother ordering and payment process – you can increase your GP by 6% (Access Hubbox Case Study, 2021) 
• Streamlined flow of technology - Access technology is designed to work together, whether that’s within the product or across multiple Access products. With EPoS, we can deliver a streamlined flow of technology throughout your operations – for the benefit of your employees and customers. 

The flow of technology works for Slim Chickens really well - it streamlines our kitchen operations with a seamless link between kiosk and delivery partners such as Deliveroo, our POS, kitchen and to the right collection point.- Slim Chickens 

• Proven results - Increased profits, smoother operations, happier customers – see the difference Access EPoS has made for businesses like yours in our case studies. 

Ready to increase efficiency in your hospitality business with EPoS?  

In this article, we have talked a lot about the importance of a truly efficient EPoS system for the hospitality business. We've outlined major benefits such as faster transactions and streamlined inventory management, as well as enhanced customer service and the ability to make better decisions based on comprehensive reporting.  

Relying on outdated systems can hold you back, as you're not only missing out on significant time savings but also losing out on potential revenue, risking a frustrating customer experience and creating unnecessary stress for you and your staff. 

Don't let an outdated system hold you back, and discover the difference an efficient EPoS software can make for your business. Download our free, comprehensive guide to learn how our solution can help.