Last updated: 10 April 2026

How to Cancel EPOS Now Without Losing Your Data

Most pub owners don’t realise their EPOS system has them locked in until they try to leave. You’re paying every month, getting charged for support you don’t use, and when you finally decide to switch to something better, the exit process becomes a nightmare — missing data, unexpected fees, and weeks of downtime while you scramble to get your records back. It doesn’t have to be this way. I’ve seen landlords lose years of transaction history because they didn’t follow the right steps when cancelling, and I’ve also seen others navigate it cleanly with proper planning. This guide walks you through exactly how to cancel EPOS Now safely, protect your data, and move to a system that actually serves your pub — not the other way around.

Why Landlords Leave EPOS Now

The most common reason pub owners cancel EPOS Now is rising subscription costs combined with poor customer support and limited integration with other tools. After 15 years running pubs, I’ve talked to dozens of landlords about their EPOS systems, and the story is always the same: it starts simple, the monthly fees creep up, and suddenly you’re paying £50–£100 per month for a system that doesn’t talk to your payroll software, your inventory tracker, or your accounting package.

You’re left juggling multiple platforms — EPOS Now for sales, a separate spreadsheet for labour costs, another system for stock management. Hours disappear just moving data between systems. And when something goes wrong, EPOS Now support takes days to respond.

Some landlords switch because they’ve found better alternatives. Others cancel because they’re moving to an independent free house and need simpler, more affordable tools. Some are upgrading to systems that actually integrate with their entire business — not just till operations.

Whatever your reason, the process of cancelling matters. One poorly executed cancellation can cost you access to years of transaction records, tax data, and customer information. The good news? If you follow this guide, you’ll protect everything that matters and move cleanly to whatever comes next.

Before You Cancel: Essential Data Protection Steps

This is the critical part. Do not — and I mean do not — submit a cancellation request until you’ve secured your data. EPOS Now will disable your account within hours of cancellation, and once it’s gone, recovering that data becomes expensive and complicated.

Step 1: Export Your Transaction History

Log into your EPOS Now account and navigate to Reports. Look for an export or download option. You need a complete history — ideally the last 24 months, minimum 12 months. Request the export in CSV format (comma-separated values) if possible, as this is universally readable and won’t lock you into proprietary software.

The export should include:

• Date, time, and amount of every transaction
• Payment method (cash, card, other)
• Staff member who processed the sale
• Product codes and descriptions
• Discounts applied
• Tax breakdown

Save this file in at least two places — your computer and a cloud backup like Google Drive or OneDrive. Do not rely on email attachments.

Step 2: Back Up Staff Records and Labour Data

If EPOS Now is tracking staff clocking in and out, export that data separately. You’ll need it for:

• Payroll reconciliation
• Holiday accrual records
• Wage history for tax purposes
• Time and attendance for any future disputes

Again, CSV or PDF format. Same dual-backup rule — two locations minimum.

Step 3: Document All Customer Data

If EPOS Now holds any customer records — loyalty programme members, contact details, purchase history — export those too. Under GDPR, you have the right to request this data in a portable format. If EPOS Now refuses or charges an unreasonable fee, you can raise a complaint with the Information Commissioner’s Office.

Step 4: Screenshot or Print Your Configuration Settings

Take screenshots of your till setup, product categories, pricing, discounts, and any custom settings. These won’t transfer to another system, but having them documented helps you recreate your setup faster in whatever you move to next.

Most pub owners find that proper data export takes 30–60 minutes and saves them thousands in lost records and tax complications later. This is the non-negotiable step. Do it before you send the cancellation email.

The Official Cancellation Process

Once your data is secured, you’re ready to formally cancel. Here’s the process.

Step 1: Contact EPOS Now Support in Writing

Do not call. Do not leave this to memory. Write an email to EPOS Now support requesting cancellation of your account. Include:

• Your account name and business address
• Your customer/reference number (from your invoice)
• Your requested cancellation date
• Confirmation that you’ve exported all data
• Request for written confirmation of cancellation

Example email:

“I am writing to formally request cancellation of my EPOS Now subscription, account name [Your Pub Name], registered at [Address]. Customer reference [Number]. I require the account to be closed effective [Date — typically 30 days from now]. I have exported all transaction history, staff records, and customer data. Please confirm in writing that the cancellation has been processed and the account will be disabled on the stated date. I also request written confirmation that no further charges will be applied after this date.”

Send this to the email address listed on your invoice or the general support address on their website. Take a screenshot of the sent email.

Step 2: Verify Your Contract Terms

Check your original contract or the terms on the EPOS Now website. Most subscriptions require 30 days’ written notice. Some may have early termination fees if you’re still within a lock-in period. Make sure you know:

• Minimum contract length (usually 12 or 24 months)
• Notice period required (usually 30 days)
• Any early exit fees
• When your next payment is due

If there are fees, factor that into your decision. Sometimes it’s cheaper to keep the subscription running for 30 more days than to pay an early termination fee. Do the math before you commit.

Step 3: Confirm Cancellation in Writing

EPOS Now should respond within 48 hours with written confirmation of your cancellation request. If they don’t, send a follow-up email. Keep copies of all correspondence. This protects you if they claim later that you never requested cancellation.

On your final day with the system, run one last till close and export the final day’s transactions. This ensures you capture everything up to your last moment using the system.

Understanding EPOS Now Exit Fees and Contracts

This is where a lot of landlords get surprised. EPOS Now isn’t just a monthly software subscription — it often comes bundled with hardware (terminals, printers, scanners) and service agreements.

What You Might Be Charged For

Early termination fees: If you’re still within a 24-month lock-in period, EPOS Now may charge you the remaining months’ fees. This can range from £200–£1,500 depending on your contract. Check your terms.

Hardware: If you purchased terminals or printers on a lease or payment plan through EPOS Now, you may need to settle that separately. Don’t assume cancelling the software also cancels the hardware agreement.

Support fees: Some accounts have paid support plans tacked on. Check your invoice line-by-line. If there’s a line item you don’t recognise, ask what it covers before you cancel.

Data retrieval or export fees: Technically, EPOS Now should provide your data for free, but some providers charge for expedited or custom exports. Request this in writing when you cancel and ask for the cost upfront.

What You Should Not Be Charged For

Under UK consumer law and GDPR:

• You cannot be charged for access to your own transaction data
• Cancellation requests cannot be rejected or made deliberately difficult
• The provider must cease billing within 30 days of your written cancellation request

If EPOS Now continues charging after your cancellation date, dispute the charge with your bank immediately. Document everything — your cancellation email, their confirmation, and proof of the unwanted charge. Your bank will reverse it.

Switching to Better Pub Management Software

The real question isn’t just how to cancel EPOS Now — it’s what to move to next. After years running The Teal Farm and helping other landlords streamline their operations, I’ve learned that most pub owners don’t need a complex EPOS system at all. They need visibility.

You need to see your sales, know your labour costs, track your cash, and manage inventory — all in one place, without juggling spreadsheets or waiting for support tickets to resolve.

Pub Command Centre is built on this philosophy. It’s a single system that handles sales reconciliation, labour tracking, cash flow forecasting, and inventory — without monthly fees, without lock-in contracts, and without the complexity of a traditional EPOS system.

The difference is immediate. Most pub owners find thousands of pounds in hidden savings in their first week — usually in labour costs that nobody was properly tracking. Staff rotas don’t align with sales volumes, you’re paying overtime that could be eliminated, or you’re overstaffed during quiet periods. Once you can see it, you can fix it.

The setup takes 30 minutes. No formulas, no training, no technical knowledge required. You import your last three months of transactions from whatever you’re leaving, and the system shows you patterns you’ve never seen before.

How to Transition Smoothly

Timing matters. Plan your switch for a quieter period — mid-week, low-season — not during your busiest trading days. Here’s the ideal timeline:

Week 1: Cancel EPOS Now (submit your request, secure all data).

Week 2-3: Export final data, prepare your transaction history for import to your new system.

Week 4: Go live with your new system. Run both systems in parallel for 48 hours if possible to catch any gaps.

Week 5+: Analyse the data. Spot the opportunities. Make changes.

This approach minimizes disruption and ensures you’re never without a working system.

Frequently Asked Questions

Moving away from EPOS Now isn’t complicated if you follow the right steps. Protect your data, handle cancellation formally, understand your contract, and plan your transition to a system that actually fits your pub.

The best part? Once you’ve cancelled and moved to something simpler, you’ll wonder why you didn’t do it sooner. Better cash flow forecasting, clearer labour insights, and actual control of your business — that’s what’s waiting on the other side of cancellation.

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