2 min read MALVERN RETAIL SYSTEMS
01Choose a consistent period and unit
Start with the same time horizon and the same charging unit for every proposal. A per-shop price may cover a different number of tills, users or modules from another offer. Ask which items are mandatory and which are optional. This prevents a low headline subscription from standing in for the entire cost of changing systems.
- Record the number of shops and lanes covered by each price.
- Separate recurring software, support and third-party fees.
- State the comparison period and any minimum contract term.
- Record price-increase assumptions instead of assuming fees stay fixed.
Put one-off costs on separate lines
Installation is rarely a single universal task. Data cleaning, migration, device configuration, staff training and on-site work can each affect the quote. Itemise those costs and check whether they are per shop or for the entire project. Do not include a hardware grant or discount without checking the commitment attached to it.
- Setup and catalogue preparation per shop.
- New devices, drivers, travel, training and specialist development.
- Any charges to leave the current arrangement or export records.
- Optional services and contingency items, clearly separated from mandatory costs.
Read an illustrative 36-month scenario
At the Start launch price of £29 per shop per month, 36 months of software is £1,044 for one shop. Adding an illustrative £649 setup produces £1,693. These inputs are working examples, not a binding offer or promise of identical scope for every retailer. The calculator lets you replace them with your own quoted setup and additional costs.
- Software: monthly fee × shops × 36.
- Setup: quoted setup per shop × shops.
- Extras: total entered one-off costs across the scenario.
- Confirm VAT, processing, devices and contract changes separately.
Interpret a difference carefully
The calculator compares your entered current software-only amount with the proposed software/setup scenario. That difference is not a guaranteed saving: the two figures can include different services and obligations. A fair decision also considers demonstrated fit, disruption, support and equipment risk. Ask for an itemised written proposal before committing.
- Use current contract documents rather than guessed competitor prices.
- Keep payment-processing fees and transaction volumes explicit.
- Check whether training/support/equipment are comparable.
- Treat negative differences honestly and resolve missing costs before deciding.
