In today’s business world, accepting card payments is no longer a luxury it’s a necessity. Customers expect to pay quickly and securely with debit cards, credit cards, or mobile wallets like Apple Pay and Google Pay. For small and medium-sized businesses, providing this option is one of the simplest ways to increase sales, improve customer satisfaction, and compete with larger retailers.
But many business owners are unsure about the process. How do you set up a card payment system? What equipment do you need? And how do you avoid paying too much in fees? This guide walks you through the essentials, showing you not only how to start accepting card payments but also how to do it in the most cost-effective way.
Why Accepting Card Payments Matters
Cash use in the UK has declined sharply over the past decade, with most shoppers now relying on cards or mobile payments. A customer who cannot pay with their preferred method may simply walk away, costing your business valuable revenue.
Accepting cards also has other benefits. It reduces the risks associated with handling cash, such as theft or counting errors. It speeds up transactions, particularly with contactless payments, which improves the customer experience and reduces queues. Perhaps most importantly, customers tend to spend more when using a card compared to paying with cash, giving your business a natural boost in sales.
Choosing a Payment Provider
The first step in accepting card payments is selecting a payment provider. This company acts as the bridge between your customer’s bank and your business bank account, ensuring that transactions are authorised and funds are transferred securely.
When choosing a provider, look beyond just the advertised rates. Transaction fees are important, but so are contract terms, settlement times, and the level of support you receive. Many businesses fall into the trap of signing long-term contracts with hidden charges, only to realise later that they are paying far more than they should.
This is where Paymentsave stands out. Built with small and medium-sized businesses in mind, Paymentsave offers low and transparent fees, fast settlements, and reliable UK-based customer service. Unlike many larger providers, they don’t lock you into lengthy contracts or surprise you with hidden costs. For a small retailer, café, or service provider, this kind of straightforward pricing can make all the difference.
Deciding How You Will Take Payments
Not every business accepts payments in the same way. A shop with a till needs something different from a plumber working on the go, or an online store selling nationwide. The good news is that card payment solutions are now flexible enough to suit all types of businesses.
For retailers and high-street shops, a fixed countertop terminal is usually the best option. It stays in one place and connects directly to the till, making it fast and reliable for day-to-day use. Restaurants and cafés often prefer portable machines that can be carried to tables, giving customers the convenience of paying without leaving their seats. Mobile tradespeople, delivery businesses, or market traders tend to use lightweight card readers that connect to smartphones via Bluetooth, allowing them to take payments anywhere.
Online businesses require a different setup altogether. A payment gateway, which integrates with your website or e-commerce platform, allows customers to pay securely from home. Some businesses, like takeaways or service providers, may also use telephone payment systems, where card details are processed over the phone.
Paymentsave covers all of these scenarios, offering flexible card machine options and secure online payment solutions. This means that as your business grows, your payment system can adapt with you.
Understanding Merchant Accounts
Behind the scenes, most businesses also need what’s called a merchant account. This is a special type of bank account that temporarily holds funds from card transactions before transferring them into your business account. It acts as a safety measure to ensure payments are authorised and processed correctly.
Setting up a merchant account separately can be complicated, but many providers, including Paymentsave, bundle this into their service. This simplifies the process, particularly for small businesses that don’t have the time to deal with multiple providers or extra paperwork.
The Costs Involved
It’s important to understand the costs of accepting card payments, as this is where many businesses end up overpaying. Typically, there are three main types of charges: transaction fees, monthly service fees, and equipment costs. Some providers also add extras like PCI compliance charges, statement fees, or early termination penalties.
Transaction fees are the most significant, usually charged as a small percentage of each sale. While the difference between 1.5% and 2.5% may not sound like much, it can add up to thousands of pounds a year for an active retailer. This is why finding a provider with low, transparent fees is so important.
Paymentsave is particularly strong in this area, offering highly competitive transaction rates with no hidden extras. This allows businesses to keep more of their profit instead of watching it disappear in unnecessary charges.
Security and Compliance
When handling card payments, security cannot be ignored. Customers need to feel confident that their data is safe, and regulators require businesses to follow strict standards.
The key standard here is PCI DSS (Payment Card Industry Data Security Standard). Compliance may sound technical, but it’s essentially about ensuring your payment system is secure and your business follows the correct procedures. A good provider will guide you through this process and make compliance as straightforward as possible. Paymentsave, for example, ensures that businesses remain compliant without facing complicated paperwork or unnecessary compliance fees.
Training Staff and Creating a Smooth Checkout
Even with the best system in place, the way staff handle payments affects the customer experience. A slow or clumsy checkout can leave customers frustrated, while a smooth process can encourage loyalty and repeat visits.
Staff should be confident in using the card machine, processing refunds when necessary, and dealing with declined payments in a professional manner. Encouraging contactless payments can also speed up queues and improve customer flow. In sectors such as hospitality, portable machines make it easier to complete transactions at the customer’s table, which adds to the sense of convenience.
Reviewing Your Provider Regularly
One of the most common mistakes businesses make is staying with the same provider for too long. Fees and technology change quickly, and what was competitive three years ago may now be expensive. By reviewing your provider every six to twelve months, you can ensure that your rates remain competitive and your equipment is up to date.
If your current provider isn’t offering value, it may be time to switch. With companies like Paymentsave offering quick setup and seamless migration, moving to a better deal is far easier than many business owners think.
Conclusion
Accepting card payments is essential for modern businesses, but it doesn’t need to be complicated or expensive. The key steps are choosing the right provider, selecting the payment methods that fit your business, understanding the costs involved, and ensuring security and compliance. Beyond that, training your staff and reviewing your provider regularly will keep your system running smoothly.
While there are many providers on the market, Paymentsave remains one of the best choices for UK businesses. Their combination of low fees, transparent contracts, reliable card machines, and responsive customer support makes them particularly well-suited to SMEs and retailers.
If you want to start accepting card payments in your business and keep more of the money you earn then Paymentsave is the ideal partner to help you achieve it.
Juliet Hartfield is an inspiring writer based in the scenic town of Stratford-upon-Avon, UK. With a degree in Creative Writing from the University of Warwick, Juliet’s work effortlessly blends vivid storytelling with deep emotional resonance. Her blog covers a spectrum of topics, including literature, mindfulness, and the arts, captivating readers with her eloquent and heartfelt prose.
Juliet enjoys painting, exploring nature trails, and participating in community theatre outside of writing. Her passion for the arts and the outdoors enriches her writing, offering a unique and refreshing perspective.