A Charity Retailer's Guide to ePOS Systems for Charity Shops
- Antoine Rondelet
- Jan 1
- 7 min read
If you run a charity shop (or a whole chain of them), your till is no longer "just a till". Modern ePOS systems sit at the heart of charity retail, connecting sales, stock, Gift Aid, reporting and sometimes even eCommerce. Get it right and you save hours of admin, unlock more Gift Aid and understand exactly what's happening across your shops. Get it wrong and you end up with frustrated volunteers, messy data and expensive hardware gathering dust.
This guide walks through what ePOS is, which features matter for charity shops, and a survey of popular systems in the UK, so you can decide what’s right for your organisation. We'll finish with how Ganddee fits into this picture as a way to bring more shoppers through the door - whatever ePOS you use.
What is an ePOS System?
ePOS stands for electronic point of sale. It's the combination of:
Hardware - till screen, barcode scanner, card machine, receipt printer, sometimes tablets or handhelds
Software - the system that records sales, tracks stock, runs reports and integrates with other tools
In charity retail, an ePOS system usually goes beyond basic "ringing through" sales. Many platforms aimed at the sector also handle:
Retail Gift Aid sign-ups and claims
Donor management (linking donors to their items and sales)
Multi-shop reporting and head-office dashboards
Online selling (eBay, web shops, click & collect)
Why ePOS Matters so Much for Charity Shops
Charity shops have quirks that standard retail doesn't:
Most stock is donated, comes in one-off quantities, and needs fast pricing
You rely heavily on volunteers, so the system must be simple and forgiving
You may need to handle Retail Gift Aid, adding 25% on eligible donated goods
Many charities manage dozens or hundreds of shops, often with lean head-office teams
A good charity ePOS helps you:
Maximise Gift Aid with compliant, automated sign-up and claim processes
Understand what sells, at what price and where, to improve pricing and merchandising
Support volunteers with clear, simple workflows and minimal training
Control stock and spot trends across your whole estate, not just one shop
Reduce admin around Gift Aid, reporting and head-office spreadsheets
Key Features to Look For in a Charity Shop ePOS
When you look at systems, you'll see a lot of jargon. Here's what actually matters in a charity context.
1. Retail Gift Aid & Donor Management
For UK charities, Retail Gift Aid can add up to 25% on eligible donated sales, so Gift Aid functionality is a must-have, not a nice-to-have. Look for:
Easy donor sign-up (till, tablet or donor kiosk)
Automatic linking of items to donors via barcodes
HMRC-compliant letters / emails and audit trails
One-click or automated Gift Aid claim submissions
2. Volunteer-friendly Interface
Many shop teams are mostly volunteers - sometimes with limited IT experience. Prioritise:
Simple buttons and clear workflows
Minimal screens to complete a sale
Good training materials and responsive support
The ability to lock down complex features behind manager logins
Several charity-focused providers emphasise that their systems are designed specifically for volunteers, not just retail professionals.
3. Cloud vs On-Premise
Most newer systems are cloud-based, meaning data is hosted centrally and accessed via the internet. Benefits typically include:
Real-time multi-shop reporting
No servers in the back office
Easier remote support and updates
On-premise or "local" systems can still work well, but you'll need to think about:
Local backups and server maintenance
How you'll access data from head office
Network reliability between shops
4. Stock and pricing tools for donated goods
Unlike standard retail, you rarely have barcoded SKUs (Stock Keeping Unit) and fixed cost prices. Charity-centric ePOS should offer:
Speed tagging by category/price band (e.g. "Men's shirts £4.99")
Simple ways to mark new vs preloved (donated) stock
Visibility of what categories sell, at what price and how quickly
5. Multi-channel & integrations
More charities are selling online or running pop-up events. Look for:
Integrations with eCommerce / eBay / Shopify
Support for mobile tills at events, fairs or house-clearance sales
Accounting, CRM and Gift Aid software connections
6. Hardware, payments & support
Practical questions that will matter later:
Is hardware bundled or BYOD (bring your own device)?
Does it include or integrate with a card payment solution?
What are the support hours and SLAs? (Remember, your shop likely trades on weekends.)
Are software updates and hardware refreshes included or extra?
A survey of ePOS options for charity retailers (UK)
This isn't an endorsement list, but a snapshot of providers commonly used in UK charity retail, so you know what's out there and how they differ.
Charity-specialist ePOS Platforms
These systems are built specifically for charity retail, often with deep Gift Aid and donor management features.
Cybertill – CharityStore
What it is: Cloud-based charity retail platform used by over a third of charity retailers in the UK and Ireland.
Strengths: Integrated Gift Aid, donor CRM, stock and multi-channel (in-store + online) management from a single "virtual head office"; strong reporting.
Things to consider: Feature-rich system can be more than smaller one-shop charities need; implementation and change management are key.
Eproductive – Charity retail system
What it is: Cloud-based charity retail system working with 100+ charities and around 3,000 shops.
Strengths: Sophisticated EPOS + Gift Aid, dashboard on tills/phones, real-time sales/donation graphs and flexible donor sign-up via tills or tablets.
Things to consider: Best suited to medium-large charity shop networks that want deep data and head-office control.
Wil-U
What it is: Tablet-based ePOS and digital Gift Aid solution "built for charity retail", offered on a subscription that includes hardware as a service.
Strengths: Simple interface, low up-front costs, integrated Gift Aid and central reporting, built to be volunteer-friendly.
Things to consider: Strong for modern, cloud-first environments; check connectivity and tablet durability needs in your shops.
ChariotWeb (Nisyst)
What it is: Complete charity ePOS solution with 30+ years' charity experience.
Strengths: Long track record in the sector, focus on Gift Aid revenue, technical support and compliance.
Things to consider: Traditional provider - great for charities that value proven systems and support.
VectorCharity EPOS (CSY Retail)
What it is: Charity-focused version of CSY's Vector EPOS, with Gift Aid and donor management layered on top.
Strengths: Flexible selling methods for donated/new goods, integrated Retail Gift Aid, HMRC claims and donor sign-up app.
Things to consider: More structured rollout - good for organisations ready to standardise processes across shops.
Kudos / Kudos POS for charity
What it is: POS app used in charity retail, including management of new and donated goods and pop-up shops.
Strengths: Works offline/4G, good for events and furniture collections, with add-ons like route-planning for vans and Gift Aid on collections.
CRS, WRS, ImageSoft & others
Several other suppliers have long histories in charity EPOS, including CRS Business Systems, WRS Systems and ImageSoft, all emphasising Gift Aid compliance, tablet donor sign-up and systems designed for volunteers.
These providers can be a good fit if you want a more bespoke or regionally supported solution.
General Retail ePOS With Charity Modules
Some mainstream POS platforms now provide charity-specific integrations for Gift Aid and donations.
Epos Now
What it is: Widely used POS platform with a "non-profits" offer and a Gift Aid Retail integration.
Strengths: Familiar general-retail POS with large app ecosystem; inventory management, payment processing, and Gift Aid module to keep processes compliant and efficient.
Things to consider: You may need to configure/bolt on charity-specific workflows yourself; best for charities that already use Epos Now or have internal IT capacity.
ICRTouch + Gift Aid integrations
What it is: EPOS platform with Gift Aid modules available via partners.
Strengths: Flexible EPOS that can be configured for charity with added Gift Aid automation.
Things to consider: Often delivered via local resellers - quality of setup and training will depend on partner.
Other "all-in-one" charity shop bundles
There are also off-the-shelf packages like XEPOS's EPOS System for Charity Shops, which bundle hardware, software, cloud backup and support on a monthly plan.
These can be attractive for smaller charities needing something straightforward, but may not offer the same depth of Gift Aid and donor features as the dedicated charity platforms.
Pros and Cons of Charity-specialist vs General ePOS
Charity-specialist systems
Pros
Built around donated goods and Gift Aid from day one
Volunteer-friendly workflows and terminology
Sector-specific reporting (e.g. Gift Aid uplift, donor value, shop comparisons)
Often used by many charities - lots of sector knowledge baked in
Cons
Can feel "heavy" for single-shop charities
May require longer implementation and training
Pricing is often estate-wide rather than pay-as-you-go
General POS with charity modules
Pros
Flexible if you run non-retail operations alongside shops (cafés, events, bars)
Often lower entry cost for very small operations
Large app ecosystems (loyalty, accounting, eCommerce, etc.)
Cons
Charity features may be add-ons, not the core of the product
Gift Aid workflows can feel bolted-on rather than seamless
You may need to design your own pricing / donation processes
How to Choose The Right ePOS For Your Charity
Before you talk to vendors, get clear internally on:
Your charity retail estate size - one shop, a small cluster, or a national chain?
Gift Aid ambition - are you doing Retail Gift Aid now, or planning to?
Volunteer profile - how tech-savvy is your team?
Connectivity - do your shops have solid broadband / 4G?
Online plans - will you sell on eBay, run an online shop, or focus on bricks-and-mortar?
Budget & horizon - are you planning for 1-2 years or 5-10 years?
Then, when you're comparing suppliers:
Ask for demos with real shop scenarios (busy Saturday, donation rush, Gift Aid sign-up).
Involve shop managers and volunteers – they'll spot usability issues quickly.
Check contract length, support model and upgrade paths.
Request references from similar-sized charities already using the system.
Where Ganddee Fits In (And Why Your ePOS Still Matters)
Your ePOS is the operational engine of your charity shop - it runs the till, processes sales, handles Retail Gift Aid, and helps you understand what's selling.
But an ePOS can't bring customers through the door.
That's where Ganddee comes in.
Ganddee is the digital layer around your charity retail estate - designed specifically to support second-hand and charity retail in the UK and Ireland. We help you:
Get Found by the Shoppers You Want
Your shops instantly appear on the Ganddee mobile app and searchable shop finder
We surface charity shop chains, independents, vintage stores and markets
Shoppers can filter by location, shop category, and item categories
Drive Real Footfall & Donations
Promote seasonal sales, clearance days, new stock drops and donation drives
Push your charity's pop-ups and community events to nearby users
Encourage motivated shoppers to shop and donate locally, when you need it most
Digitise What Your ePOS Can't
Manage shop profiles in one place
Keep opening hours, donation info and categories updated
Share what your shops accept and what you need donated - right now
Designed to Complement Your Existing Systems
Ganddee doesn't replace your ePOS - it amplifies it.
ePOS runs your shop
Ganddee brings people into your shop
As more charity shops adopt modern ePOS systems, Ganddee provides the turnkey digital presence that ensures all that operational investment translates into new shoppers, returning regulars and more donations in the door - the lifeblood of charity retail.
Not on Ganddee yet? Get your shop listed for free now and read more about our Ganddee Pro solutions.
