How to Accept Credit Card Payments

To accept credit card payments, set up a reliable payment processor, choose between in-person, online, or mobile methods, and integrate with your accounting system. Credit cards not only make transactions easier for customers but also help your business get paid faster, improve cash flow, and build trust. With the right tools, you can manage fees, ensure security, and streamline your payment process.

Choose How You’ll Accept Payments

The first step is deciding how customers will pay you with a credit card. This depends on your business model.

Options include:

• In-person payments – Use a physical credit card terminal or POS (point of sale) system.
• Online payments – Accept payments through your website, eCommerce store, or a hosted payment link.
• Mobile payments – Use a mobile card reader that works with your phone or tablet for on-the-go sales.
• Recurring billing – If you bill clients monthly (e.g., SaaS, memberships), use a recurring payment processor.

Example: A contractor may use mobile payments when visiting clients, while an eCommerce shop would rely on an online payment gateway.

Select a Payment Processor

A payment processor handles the secure transfer of funds between your customer’s bank and your account.

Common options:

• Merchant account providers – Traditional option with more control, but requires setup and fees.
• Payment service providers (PSPs) – Like Stripe, PayPal, or Square, which bundle everything for easier setup.

Consider:

• Transaction fees (usually 2.5–3% + per transaction)
• Monthly fees or setup fees
• Payout schedule (daily, weekly, or same-day funding)
• Integration with your accounting software (e.g., QuickBooks)

Set Up a Payment Gateway (for Online Sales)

If you accept payments online, you’ll need a payment gateway. This acts as the secure bridge between your website and the payment processor.

Key features to look for:

• SSL encryption and PCI compliance for security
• Support for multiple card types (Visa, MasterCard, AmEx, Discover)
• Easy integration with your website or checkout system
• Fraud detection tools (3D Secure, address verification)

Example: An online coaching business can integrate a gateway like DepositFix with its website to automatically accept card payments and sync data with QuickBooks.

Ensure PCI Compliance

Businesses that handle credit card transactions must comply with PCI DSS (Payment Card Industry Data Security Standard).

Best practices:

• Never store sensitive card details manually
• Use only PCI-compliant processors and gateways
• Train employees on security practices
• Regularly update systems to avoid vulnerabilities

Non-compliance can lead to fines and security breaches.

Decide How to Handle Fees

Credit card processing fees are unavoidable, but businesses can manage them strategically.

Options:

• Absorb the fees as a cost of doing business
• Add a convenience fee or surcharge (check local laws before applying)
• Offer discounts for ACH payments or cash to encourage lower-cost methods

Example: A contractor could pass on credit card fees to clients using a platform like DepositFix, ensuring transparency while protecting margins.

Integrate with Your Accounting System

To keep bookkeeping accurate, connect your payment system with your accounting software.

• Match transactions automatically with invoices
• Reconcile bank deposits with payment records
• Track fees and net revenue
• Reduce manual data entry errors

This ensures you always know your cash flow and outstanding receivables.

Test and Train Before Going Live

Before rolling out credit card payments to all customers:

• Run a test transaction to confirm processing works
• Train staff on how to handle in-person payments securely
• Test refund and dispute workflows

This step helps avoid disruptions once customers start paying.

Bonus: Accept Credit Card Payments with DepositFix

If you want a seamless setup, DepositFix makes it easy to accept credit card payments and transfer fees to customers. With DepositFix, you can:

• Generate invoices that accept online payments
• Automate collections and reconciliation
• Transfer credit card fees directly to customers if desired
• Provide professional, branded payment pages

This simplifies both payment processing and accounting, saving time while boosting cash flow.