Pub EPOS systems - cloud vs. onsite

Frankie Neale • 20 February 2019

One of the biggest decisions you will need to make if you are looking for a new pub EPOS system is whether to go for a traditional till system with the server built in (or based onsite), or one of the newer cloud-based pub EPOS systems.

This article talks through the main differences between these two options to help you make an informed decision.

Internet dependence

A cloud epos system connects to a server that is hosted in the cloud (in a data centre somewhere). This means there will be some dependency on an Internet connection.

Most cloud epos systems can still function while offline, but there may be some limitations to the functionality that is available.

A system that has a built in server, or connects to a server-based onsite, should not have a reliance on an Internet connection for its day to day use. This could make this a good option if your pub or bar has a very poor Internet connection.

On the flipside, you will always be able to access your data on a cloud EPOS wherever you are. Whether you can do this with a traditional till system depends on the particular system, and will need an Internet connection at the site & some specific network configuration.

Hardware & set up costs

Having a server onsite adds to the up front cost of an epos system. This additional cost relates to the hardware itself and any associated installation cost, such as network changes.

With a cloud epos system, hardware and set up costs are generally much lower, as no server is required to be purchased, installation is much simpler (and can be DIY), and the epos hardware is usually less expensive.

Software updates

With many traditional onsite systems you pay for your software up front along with your hardware. While this may (and should) reduce any ongoing fees, it will usually also mean you do not benefit from any significant software updates or improvements.

To update your software you are likely to need to pay for an upgrade, which may also lead to costs to upgrade your hardware.

With a cloud epos system, you will usually pay for your software as a service. This means you will always have access to the latest software available from your provider without having to pay to upgrade software or hardware.

With the pace of change of technology today, a static system can become out of date very quickly.

Cost of switching

One of the big benefits of a cloud EPOS is it is very easy and inexpensive to switch to a different EPOS provider if your system doesn’t live up to your expectations. Most cloud EPOS systems make use of off-the-shelf hardware that can be re-used with a different epos system should you decide to switch. As the software is usually paid for monthly, you can simply stop paying the old provider and start paying the new.

With onsite server epos systems the costs to switch can be very high. We speak to many publicans who have paid a large up front fee for a new pub EPOS system, only to find it doesn’t live up to their expectations. Unfortunately, these systems can often be very hard to resell and so the cost incurred is frequently unrecoverable.

A hybrid approach

In our experience most sites run perfectly well via the cloud. Internet outages these days are very rare and offline mode keeps things going if outages do occur.

There are some sites though that do have unreliable Internet and would benefit from having a server onsite.

At Tabology, we do offer a local server option so that sites that can’t rely on their Internet connection can still take advantage of many of the other benefits of a modern cloud EPOS system.

Which is the right option depends, not only on Internet reliability, but how you use the system.

If you are looking for a new EPOS and would like some advice on which option would work best for you, just contact one of our experienced team who will be happy to help.

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How to make sure your venue is ready for Christmas

by Matt Hall • 10 September 2025

There’s no such thing as ‘too early to think about Christmas’ when you work in hospitality. And after a bruising year that’s brought major challenges for the industry, December is more important than ever for many businesses. When it comes to crafting the perfect festive atmosphere, you’re the experts there – we’re simply here to show you how getting things like your tech systems, menus, staffing, and gift cards sorted now, means you’ll make the most of Christmas and manage your venue more effectively. Optimise your offerings and boost profit margins No doubt you’ll want to capture the spirit of the season with a festive menu. Roast meats and Christmas puddings are a must, but don’t forget a vegan option too. Whatever you choose, make sure your dishes balance popularity and profitability. Recipe management tools let you input ingredient costs and amounts, so you get precise costs for every item on your menu. It then automatically calculates GP so you can easily set the right prices both for individual items and festive set menus. This works really well for food, but also for cocktails, and festive drinks you might make on-site, such as mulled wine or cider. Using technology to manage bookings When it comes to Christmas bookings, balance is key. You want more bums on seats, but you don’t want to overwhelm your kitchen and Front-of-House staff – especially when bookings around Christmas tend to be larger. A flexible booking system helps you maintain control. Those office Christmas lunches often have ten or twenty guests, so it helps to keep them separate from your usual bookings. Asking for pre-orders and prepayments makes it much easier to manage those big complicated bookings. Email links go out to organisers so everything can be booked and paid for in advance. This guarantees your cash flow ahead of time and means your kitchen can prepare and ensure the right amount of stock. You can also create custom drink packages to upsell during the booking process.