XEPOS provides businesses with an Electronic Point of Sale (EPOS) system and all of the necessary tools to effectively run their stores. It comes with inventory management systems, order placement options, different payment methods, reporting tools, and many more useful features.
We’ll go over the most important features and cover how much this service will cost you, among other things, so let’s get to it.
Features
This POS system comes with an impressive number of features, so here are the ones we consider to be the most important that’ll help you decide whether this is the right service for your business.
Inventory Management
Stock List – Creating a stock list using this system is a matter of clicking a few buttons. You’ll be able to add items to this list whenever you want, and the inventory number will automatically decline and adjust itself when a purchase has been made.
Pricing – Adding prices for your products is another simple task you can do; just click on a product in the inventory menu and add the price. You can change the prices at any time, and if you have multiple stores, the price change can be implemented in every one of them.
Scanning – The POS can be integrated with a barcode scanner. This will allow you to simply scan a product in order to enter it into the system, ring it up or display it on your screen, and make changes to its information or tags.
Discounts – Running promotions and special discounts is a matter of selecting a discount rate and selecting all of the products that these price reductions should apply to in one or multiple stores. You can also separate the products into groups and assign each group different discounts.
Tax – The product tax is calculated automatically, which is especially useful if you’re working with a variety of different products, all of which have different tax calculations that need to be applied. Once you’ve set a tax rate for a certain group of products, any new product that you enter into that group will automatically have the same tax applied.
Live Monitoring – Your dashboard can show you real-time info on the numbers in your inventory, like when a delivery of new products has been entered into the system or a product has been sold.
Smart Notification System – Once you set a minimal product number threshold, any product stock that drops to that designated number will automatically send a notification to your dashboard. The notification will tell you exactly how many products you still have in stock and when it’s time to order a new batch.
Stock Transfer – If you run more than one store, you can easily migrate some products from one store to another. This is an easy way to make sure that a certain product is in stock in every location, while also creating a report that tells you exactly when you made such a transfer, what product was transferred, in what quantity, and everything else you need for good bookkeeping.
Importing – If you’re transferring your products from another POS system, or if you’re trying to import the data from a catalogue, XEPOS makes the process seamless. As long as the product files are in a CSV file format, you can upload them and have them appear in your POS dashboard almost immediately.
Product Variation – Any variations of a product can be added to the system and provided with a unique tag and picture. This feature is especially useful in the retail business where you have multiple clothing articles with similar designs but different colours.
Categories and Subcategories – As you might have guessed by looking at the features that we’ve covered up until now, keeping track of your items is vital for any business. That’s exactly why this feature will allow you to split them into as many categories and subcategories as you need so you can search and find them more easily.
Suppliers – You’ll be able to add your suppliers’ contact info, the name of the representatives that you’ve spoken to in the company, the types of products that you get from them, and any other info that might be relevant. This will significantly improve the efficiency of placing an order as you’ll have all of this information readily available.
Sort By Multiple Factors – This sort of plays into the previous two features, but you’ll be able to sort all of your products based on whichever categories you’d like. You can organise them based on suppliers, price, product type, ingredients used, and so on.
Trouble-Free Ordering – Once an order is placed, you’ll be able to write down the number of products that were ordered, the estimated arrival date, pro-log your stock, and do a number of other things that are designed to make the whole process a lot easier.
Detailed Reporting – We already mentioned the tags and categorization methods that you can use for your inventory to keep track of all of your products, but these same tools can also be used to create detailed reports. You can also generate reports on the popularity of each of your items and do a few other things that can help you analyse and figure out any flaws in your system and how you can improve your business.
Multi-Store Report – Take what we just said in the detailed reporting section, and simply apply it to all of the stores that you run. All of the reports can be sorted by the store that they came from, and they can all be sent to your dashboard for review.
Cloud Management – All of your reports can be backed up on a Cloud account in the form of a CSV file. These files can then be accessed and viewed by anyone with the proper authorization.
Adjustable Floor Plan – Any restaurant or bar can set up their tables to be displayed however they want on the device screen. The tables can also have notes or tags placed on them so that they’re easier to keep track of. This will allow your servers to keep things organised and easily find out info like which tables are free or reserved, which have a pending order, and so on.
Payment
Splitting the Bill – Any bill with two or more items can be split however the customer wants. Either your cashier or the customers themselves can simply choose which product goes on which bill and both will be printed out.
Receipt Customisation – Your receipts can be customised to have your logo and small text, like slogans or whatever else you’d like. Your servers can even add little notes to the bottom of the receipts if needed.
Return and Refund – You’ll be able to accommodate your customers if they ask for a refund on a certain product and give them their cash back. Alternatively, you can put the money in their in-store account and give them store credit (if you provide that service). You can also add specifications on the receipt that tell customers how long the refund window lasts and which products can and can’t be returned.
Delivery Charge – The customer will be informed if the delivery is free or if there’s a delivery charge that needs to be covered before the product is sent to them.
Delivery Times – Takeaways and delivery-oriented businesses can send customers a message specifying the estimated delivery times for any products they’ve ordered online.
Transaction History – You can open the transaction history to see all of the payments that were made in a certain period of time. These can be sorted by the height of the payment, the date, the number of products, and so on. The transactions can then be turned into reports and printed out, sent to your dashboard, or saved onto the cloud.
Reporting
With the XEPOS POS system, you can generate reports on any aspect of your business. You can give specific parameters to the system and generate detailed reports containing the pertinent information that you were looking for. The reports can be generated in a matter of minutes and you can create as many as you want, so you can always have accurate info on every aspect of your business. These reports can also then be saved on the cloud and accessed at any time.
The types of reports that you can generate include the following:
- Customer Reports – For your customer account balance in your store, the orders that they’ve made, their preferred payment method, and so on.
- Sales Reports – For finding out how many sales were made on a certain day, what products they contained, and the time of each sale.
- Stock Reports – For inventory numbers on your products.
- User Sale Reports – For employee-specific sales made in a certain period of time.
- Sales per Product Reports – For finding out how many articles of a certain product were sold.
- Register Closure Reports – For information on who opened and closed the register on a specific day and who’s responsible for any discrepancies in the received payments.
- Time Attendance Reports – For tracking the average log-in and log-out times of your employees, as well as tracking how much time they’ve spent on their break by locking the pay screen.
- End of the Day Reports – For info on the profit at the end of each working day.
Customer Management & Loyalty
Customer Accounts – All your employees need to do to create a customer account is input a name, address, email address, and a few other pieces of information from your customers. The customer account can then be connected to a loyalty card and the customer can start accumulating points from their purchases.
Customer Database – The customer database allows you to store all of the relevant data from your customers. You’ll be able to sort all of the accounts in the database based on various factors, like products purchased, date created, name, address, website. The database also contains all of the relevant info on their loyalty cards, including the accumulated points.
Purchase History – Based on the customer purchase history, you can send them emails on similar items to the ones that they’ve already bought. Your cashiers can also check the purchase history when a customer is buying something in the store and recommend a product that they might like before the purchase is finalised.
Points and Stamps – You can make it so each purchased product from your store accumulates a certain number of points on the loyalty card. The number of points that’s needed for a discount, the height of the discount, and the products that accumulate points are all factors that can be adjusted based on your preferences.
Gift Cards – You’ll be able to give any of your customers gift cards, regardless if they have an account in your store or not. You can adjust the discount amount, the products that the gift cards apply to, the expiration date of each gift card, and much more.
Staff Management
Access Control – Access designations can be changed whenever you want. Senior members of staff can be given access to most of the features that the POS system has to offer, while newer employees can be restricted to only using the payment screen and some other features.
Time Attendance – You’ll be able to check when your employees come to work based on the time they log onto their accounts.
Staff Profitability – All of the purchases that were made during an employee’s shift are logged onto your system and you can pull them up whenever you want to. These reports will tell you how much of a profit each employee is making on average during their shift. While this might not be an outright performance evaluation feature, you can still get at least a decent idea of which employee is the most capable and which ones are struggling.
Transaction Monitoring – All of the purchases are automatically logged by the system, so any discrepancy in the cash on the screen and the cash in the drawer will automatically send a notification to your dashboard. Your employees or shift managers will need to log the discrepancy manually, but the report gets sent automatically.
Multi-Store
Add Locations – You can add new locations just about as easily as adding a new customer account. You simply need to add the name of the store, the location, the postcode, the country, and other basic information, and sync the devices for the new location to your POS system.
Currency Preferences – You can set different currency options for each location. All of the cash is added to a report, which is then sent to your dashboard, so everything is the same when it comes to bookkeeping. However, having the reports split the payments into different currencies will require you to convert the sum manually and then put all of the money together to figure out the actual amount in your chosen currency.
Multi-language Support – XEPOS doesn’t actually state in how many languages the system is translated or name any of them, but if necessary, your employees can switch their POS language to whichever one is available and find their way around the system more easily.
Location-Based Reporting – All of the reports can be separated by the location that they came from. Everything from the customer report to the product reports and the sales reports will be sent to a dashboard, and you’ll be able to view all of them and categorise them into more manageable smaller groups.
eCommerce
Online Selling – Before you start selling your products online, you only need to choose a template for your eCommerce dashboard, and then import all of the products that you have in your inventory or that you’re planning to sell online. Once that simple process is done, your eCommerce sell point should be established and ready to go.
Platform Integration – XEPOS can be integrated with eCommerce platforms like Shopify, which will provide you with the tools you need to improve the online performance of your business.
Real-Time Management – Similarly to your in-store inventory, you can also keep track of your online inventory and see when products have been sold and if a member of your staff has logged in new inventory.
Additional Features
Aside from the features that we outlined just above, this POS system also comes with some industry-specific features.
For example, businesses in the hospitality sector, like restaurants, can use the table-side ordering feature. With it, customers can order their dishes or make changes to the ingredients without having to wait for the waiter.
Businesses in the retail sector can take advantage of the seasonal merchandising feature to sort their items based on temperature conditions, and the product variations feature to add multiple versions of the same product.
Takeout businesses have similar needs to businesses in the hospitality sector, so their features are largely the same, but there are still a few custom ones, depending on the business.
We’ve already gone through too many features as it is so we won’t go into these in too much detail, but you can check all of the available business types and go through the various tools that XEPOS offers for them.
Prices/Fees
The XEPOS POS will cost you a one-time payment of £99. For that price, you’ll get all of the features that we mentioned above, as well as the following benefits:
- A 15” EPOS system touch-screen monitor
- A cash drawer
- A printer
- A scanner
- Free Shopify integration
- 24/7 support
- A 12-Month Warranty
- Access to a free replacement service
- Unlimited training
- Product programming
- A free backup
- Free software updates
Payment Options
The XEPOS POS system allows you to accept payments in cash, card, or through electronic payment options. You’ll get a cash drawer once you pay the above-mentioned price to use the system, but you’ll need to acquire a card reader and integrate it with your system to be able to scan cards as well.
When it comes to which electronic payments are listed as a payment option, there’s no specific mention of any particular platforms that can or can’t be integrated with the system.
This presumably means that any online payment platform can be added and they’ll simply charge their standard transaction fee, but we recommend speaking with someone at XEPOS to confirm this.
Company Background
XEPOS was founded in 2014 with the goal to provide companies with an easy-to-use point-of-sale system that can help them run their shops.
Since it was founded, the company has gone on to assist more than 10,000 companies, and the numbers keep growing each day.
The software can work in more than 100 languages and the company operates in multiple countries worldwide, including the UK and the US.
User Reviews
Trustpilot gives XEPOS a 4,3 out of 5 stars, with most of the reviews praising the customer service and the intuitive features.