The focus of accepting payments used to be hardware. If you didn’t have the right card reader in place at checkout, the sale stalled. Today, businesses are moving toward browser-based, channel-agnostic solutions that can fully integrate with the systems they already use. That shift is driving growth: the global virtual payment terminals market was estimated to be worth over $14 billion USD in 2024. One solution for future-oriented businesses is the omni-virtual terminal, which specifically allows for integrations that make running a business easier.

Below, we’ll explain what an omni-virtual terminal is, how it functions, and how to make it work for your business.

What’s in this article?

• What is an omni-virtual terminal?
  
• How does an omni-virtual terminal work?
  
• What features should you look for in an omni-virtual terminal?
  

What is an omni-virtual terminal?

An omni-virtual terminal is a digital tool for processing payments when the customer isn’t physically present. It turns any internet-connected device into a safe, browser-based checkout interface through which your team can manually enter a customer’s payment details and run a transaction in real time. All your business needs is a laptop, tablet, or phone—and the card or account information provided by the customer. This setup is especially useful for phone orders, invoices paid by card, or any other card-not-present transaction.

While a standard virtual terminal is a stand-alone entry point, an omni-virtual terminal sits inside a larger system that connects all your sales channels—online, in-person, over the phone—in one place. An omni-virtual terminal shares infrastructure with your online checkout, point-of-sale (POS), inventory management, and reporting stack.

How does an omni-virtual terminal work?

Unlike traditional POS terminals, virtual terminals rely on someone from your team keying in a customer’s data manually. Here’s how it works:

• You log in to a secure dashboard from any device.
  

• You start a new transaction and enter:

  • The payment amount
    
  • The customer’s payment information (e.g., card number, expiration date, CVV)
    
  • The customer’s billing details (e.g., address, postal code)
    

• You click “charge,” and the system encrypts the data and routes it through your payment processor.

• The customer’s bank approves or declines the charge.

• You get an instant confirmation, and funds are captured for settlement.

• You can email the customer a receipt directly from the interface.

An omni-virtual terminal is designed for situations in which the customer isn’t present to swipe or tap, such as phone orders, remote billing, or back-office sales support. These transactions are classified as card not present, and they’re usually subject to stronger security measures due to higher fraud risk. Many systems include features such as address verification service (AVS), card verification value (CVV) checks, and user access controls built into the interface.

When you take a payment through an omni-virtual terminal, it connects to your other systems. That means:

• It’s logged in to the same system as your in-store and online orders.
  
• The transaction updates your customer’s purchase history.
  
• If you’re syncing inventory, the product count adjusts automatically.
  
• The sale appears in your analytics alongside every other transaction.
  

For staff, using a virtual terminal isn’t too different from taking a payment in person. The payment form is clean, focused, and optimized for repeat workflows. Some systems also allow for shortcuts such as saved customer profiles, prefilled fields, or custom payment presets (e.g., “charge for monthly retainer”). If the platform supports more than just cards as a payment method—such as direct debits—you’ll probably be able to choose a method within the same interface.

What features should you look for in an omni-virtual terminal?

Virtual terminals vary widely. Some provide only the basics, while others are fully integrated and built for scale. Here are the features that matter significantly.

Clean, fast interface

Find a terminal that’s easy to use across devices—for example, a desktop in the office, a tablet in the field, and mobile if needed. The form should be clutter-free, responsive, and fast to operate. Look for:

• Simple fields with straightforward prompts
  
• Quick access to recent transactions or saved customers
  
• Minimal steps to complete a charge
  

Support for multiple payment methods

Offering more than one payment option gives your customers flexibility and can help build loyalty. The terminal should be able to handle:

• All major credit and debit cards
  
• Direct debits (e.g., ACH in the US, SEPA in Europe)
  

Some platforms also let you generate payment links or email invoices directly from the terminal, which gives customers the option to pay without reading aloud their card details.

Multicurrency support

If you have international customers, being able to charge them in their local currency is a major advantage.

The best virtual terminals let you:

• Select the customer’s currency at the time of payment
  
• Set a default settlement currency (e.g., convert euros to US dollars on your end)
  
• Handle exchange rates automatically
  

Recurring billing and card on file

Look for software that lets you save a customer’s payment details and set up repeat billing. Whether you use subscriptions, offer retainer-based services, or just have returning customers, this saves time and can reduce drop-off.

A strong virtual terminal should allow:

• One-time saves of card or bank information via tokenization
  
• Scheduled recurring payments with custom frequency
  
• Easy access to stored profiles
  

Invoice and link generation

The ability to send a secure payment link or invoice from within the virtual terminal broadens your options. If a customer isn’t ready to pay immediately, or if they prefer to input their own card details, you can:

• Email a branded invoice directly from the terminal
  
• Generate a short payment link to send however you prefer
  
• Let the customer pay using their method of choice
  

Integration with other tools

This is where a virtual terminal becomes part of a broader business system. Seek out integrations with:

• Accounting software (e.g., QuickBooks, Xero)
  
• Customer relationship management (CRM) systems (e.g., Salesforce, HubSpot)
  
• Inventory management solutions (e.g., Cin7 Core)
  
• Ecommerce platforms (e.g., Shopify, WooCommerce)
  

Ideally, these are native integrations or built-in options. If they’re not, an application programming interface (API) can allow your team to connect the pieces. The goal is to avoid manual data entry, duplicate systems, or sales that live in a silo.

Searchable reporting and analytics

You should be able to pull up any past transaction, filter by date or user, and export data as needed. In an omnichannel platform, all this data should live in one place—whether the transaction came from the virtual terminal, your online checkout, or an in-person POS.

An effective system also shows:

• Daily and monthly sales trends
  
• Analysis by payment method or channel
  
• Customer-level histories
  

Strong security features

When you’re entering payment details manually, security needs to be a priority. Make sure the virtual terminal includes:

• PCI-compliant encryption
  
• Position-based access (e.g., cashiers versus managers)
  
• CVV and AVS checks
  
• Fraud monitoring and dispute tracking
  
• Activity logs and the ability to restrict what each team member can see or do
  

Customizable workflows

If customization is important to you, focus on virtual terminals that prioritize this. Some let you tweak:

• Required fields (e.g., require order number or postal code)
  
• Receipt templates (add your logo or message)
  
• Shortcuts or saved payment items for common charges