Payment processing is important for businesses of all sizes, including small businesses. US businesses paid a record $160.7 billion in processing fees in 2022 to accept over $10 trillion in payments from credit, debit, and prepaid cards.

Below, we’ll discuss what small businesses should know about payment processing: how it works, the challenges and risks small businesses face, how to choose the right payment provider, and how to create an approach to payments that will grow with your business.

What’s in this article?

• How does payment processing work for small businesses?
  
• Types of payment processing systems for small businesses
  
• Key components of small business payment processing
  
• Why is effective payment processing important for small businesses?
  
• Challenges associated with payment processing for small businesses
  
• How to choose a payment processing provider for your small business
  
• Payment processing best practices for small businesses
  
• How Stripe can help
  

How does payment processing work for small businesses?

The payment processing cycle is broken down into three parts:

• Transaction initiation
  A customer decides to make a payment using a credit or debit card. The customer’s card details are captured via a point-of-sale (POS) system, an online payment gateway, or other card-accepting devices.

• Authorization
  The card details are sent to the payment processor, which forwards the transaction details to the card-issuing bank for authorization. The bank checks the card’s validity and whether or not the customer has sufficient funds or credit. If everything is in order, the bank sends an authorization code to the payment processor, and the transaction can proceed.

• Settlement
  The authorized transaction is batched with other transactions to be processed, usually at the end of the business day. The payment processor facilitates the transfer of funds from the card-issuing bank to the business’s account. The business’s bank credits the business’s account with the transaction amount, minus any fees associated with the transaction.

To maintain security throughout this process, payment processors use encryption and compliance standards such as Payment Card Industry Data Security Standard (PCI DSS).

Types of payment processing systems for small businesses

There are two primary types of payment processing systems for small businesses:

• Merchant account providers
  These are financial institutions or companies that provide businesses with merchant accounts, specialized bank accounts that businesses must have to accept credit and debit card payments. Merchant account providers offer more control over the payment process but often involve more complex setup procedures and fees.

• Payment service providers (PSPs)
  PSPs, such as Stripe, aggregate merchant accounts, allowing businesses to accept payments without setting up their own merchant account. PSPs are known for being easy to set up and use, and are a popular choice for small businesses.

Key components of small business payment processing

The key components of electronic payment processing—the payment gateway, merchant account, and payment processor—work together to facilitate digital transactions. Here’s what small businesses should know about these pieces of the payment processing system:

Payment gateway

A payment gateway is a service that authorizes and processes payments in online transactions, and acts as a bridge between a business’s website and the payment processor. When a customer makes a purchase, the gateway securely transmits the payment information to the processor for authorization and completion. Additional features, such as fraud protection, encryption, and tokenization, keep transactions secure.

Here’s how it works:

• Data encryption: When a customer enters their payment details on a website, the payment gateway encrypts the data before transmitting it.

• Authorization request: The gateway sends this information to the payment processor, which forwards it to the card-issuing bank for authorization.

• Response transmission: The gateway receives the approval or decline response from the payment processor and transmits this information back to the business’s website.

Merchant account

A merchant account is a type of bank account that allows businesses to accept and process electronic payment card transactions. After a card transaction is authorized, funds are held in a merchant account before they are transferred to a business’s regular bank account. Here’s what you should know about merchant accounts:

• Funds holding and transfer: After a transaction is approved, the funds are temporarily held in the merchant account. These funds are transferred to the business’s bank account, typically within a few days.

• Relationship with acquiring banks: Merchant accounts are provided by acquiring banks or financial institutions that have relationships with card networks such as Visa and Mastercard.

• Fee structures: Merchant accounts can involve a variety of fees, such as transaction fees, monthly fees, and potential penalty fees, which vary depending on the provider.

Payment processor

A payment processor is a company that manages the credit card transaction process by acting as a mediator between the business, the business’s bank (acquirer), and the card issuer (customer’s bank). Payment processors play an important role in the payment ecosystem in the following ways:

• Transactions: Payment processors handle the technical aspects of processing credit and debit card transactions, which includes sending transaction data to the appropriate card networks and banks.

• Fraud prevention and security: Payment processors employ security measures to prevent fraudulent transactions and comply with industry standards such as PCI DSS.

• Settlement of funds: Processors facilitate the settlement of funds so that the business receives payment for transactions minus fees.

These three components work together to enable electronic transactions. The payment gateway captures and encrypts the card information, the merchant account acts as a holding area for the transaction funds, and the payment processor completes the transaction by facilitating the movement of funds.

Why is effective payment processing important for small businesses?

There are many reasons why small businesses should prioritize payment processing. These include:

• Speed of transactions
  Small businesses tend to operate with limited resources. Fast payment processing means they receive money quickly, improving their ability to manage daily expenses.

• Customer experience
  Customers expect a variety of payment options, including credit cards, online payments, and mobile payments. By meeting these expectations, small businesses can improve customer satisfaction and encourage repeat business.

• Accuracy and record keeping
  Automated payment processing helps maintain accurate financial records. This is important for tracking sales and managing inventory, and for tax purposes. Correcting errors in manual processing can be costly and time-consuming.

• Security
  Digital payment methods are generally more secure than cash because they reduce the risk of theft and fraud. Keeping customer and business finances safe is a key aspect of business relationships.

• Global reach
  For businesses looking to expand geographically, electronic payment systems allow them to accept payments from anywhere in the world, opening up new markets and customer bases.

• Reduced paperwork
  Electronic payments reduce the need for paper-based invoicing and record-keeping, which saves time and reduces environmental impact.

• Management of recurring payments
  For businesses that operate on a subscription model or need to manage regular billing, automated payment systems simplify the process by guaranteeing timely and regular payments without the need for constant manual intervention.

• Cost-effectiveness
  While there are costs associated with setting up electronic payment systems, they can be more cost-effective overall than handling cash or checks. They eliminate bank deposit fees, the labor involved in manual processing, and the need to physically transport money. Processing digital payments costs 57% less on average than processing nondigital payments.

• Analytical insights
  Many payment processing systems come with analytical tools that offer insight into sales trends, peak purchasing times, and customer behavior. These insights can inform business strategies and marketing efforts.

Challenges associated with payment processing for small businesses

Payment processing for small businesses has its own set of challenges. These include:

• Costs
  One of the biggest challenges is the cost associated with setting up and maintaining payment processing systems. Transaction fees, rental fees for equipment, and charges for payment gateway services can add up, especially for small businesses with low profit margins.

• Fraud and security risks
  Maintaining the security of customer data and transactions is an ongoing concern for small businesses, which often lack the resources to invest in top-of-the-line security measures. This makes them more vulnerable to fraud and data breaches.

• Technical issues and reliability
  Payment processing systems require a reliable technical setup. Issues such as software glitches, hardware malfunctions, and internet connectivity problems can disrupt the ability to process payments, leading to lost sales and customer dissatisfaction.

• Compliance and regulations
  Adhering to financial regulations such as PCI DSS is mandatory—but it can be complex. Small businesses must remain compliant to avoid penalties and legal issues, which requires time and knowledge of regulatory requirements.

• Chargebacks and disputes
  Dealing with chargebacks, in which customers dispute a transaction, can be time-consuming and costly for small businesses. The process involves paperwork and ongoing communication with banks and customers, and can result in lost revenue.

• Integration with other systems
  Integrating payment processing systems with other business software (such as accounting or inventory systems) can be challenging. Lack of integration can lead to inefficiencies and errors in record-keeping.

• Customer preferences
  Keeping up with evolving customer payment preferences (such as mobile payments or digital wallets) requires continuous updates and possibly additional investment in new technologies.

• Limited bargaining power
  Small businesses often lack the bargaining power to negotiate lower transaction fees with payment processors, unlike larger businesses that can use their high transaction volumes for better rates.

• Training and support
  Staff must be trained to use payment processing systems effectively. This can be a challenge if the business lacks the resources for extensive training or if the payment processing service provides limited support.

• International transactions
  For businesses that work with international customers, additional challenges include currency exchange, higher transaction fees, and international payment regulations.

How to choose a payment processing provider for your small business

Evaluating your business’s needs

Choosing a payment processing provider for a small business involves several important considerations. Begin by evaluating your business’s specific needs. Your goal is to select a provider that can serve your current operations and future growth plans. Here are some key points to consider:

• Analyze transaction volumes and patterns
  Look at how many transactions your business processes on average and the variability of these transactions. If your business experiences seasonal spikes or has a fluctuating sales volume, you need a provider that can handle these changes without causing disruptions. Also, consider the average transaction size. Some providers offer more favorable terms for either high-volume, low-value transactions or low-volume, high-value transactions.

• Identify the types of payments you need to accept
  Determine the types of payments your customers prefer. These could include credit cards, debit cards, online payments, mobile payments, and international transactions. Your provider will need to support all these payment methods. To stay ahead of customer expectations, research emerging payment trends in your industry, such as contactless payments or digital wallets.

• Consider your business model and industry-specific requirements
  Your business model and industry might have unique payment processing needs. For instance, if you run an online store, you’ll need a provider that specializes in ecommerce and can integrate smoothly with your website. Similarly, a brick-and-mortar store would require physical POS systems. Other industries might have different compliance requirements for a payment processor.

• Future-proofing
  Where is your business heading? If you plan to expand, whether by growing your product line, increasing transaction volumes, or expanding internationally, your payment processing provider should be able to support this growth. This might include scaling up your processing capabilities, adding new payment methods, or providing support for transactions in different currencies.

Understanding different types of payment processors

Merchant account providers vs. payment service providers:

• Merchant account providers
  These are traditional processors that set up a merchant account for your business to accept credit and debit card payments. They provide a more personalized service and can offer tailored solutions based on your business needs. However, they often have more stringent approval processes and might require a longer setup time.

• Payment service providers (PSPs)
  PSPs can offer a more straightforward setup and are typically easier for small businesses to use. They aggregate multiple merchant accounts, which can lead to faster setup times and less stringent approval processes. However, PSPs might not provide the same level of customization as merchant account providers and could charge higher transaction fees.

Pros and cons of banks vs. independent sales organizations (ISOs):

• Banks
  Many banks offer merchant services and are a traditional choice for payment processing. They can be a good option if you already have a business relationship with the bank. However, banks might not always have the most competitive rates and might not have other providers’ specialized focus on merchant services.

• ISOs
  These are third-party agents that resell the services of larger processors. They often provide more personalized customer service and greater flexibility on terms and pricing. The downside is that they might lack the same level of infrastructure and security measures as large banks.

Some processors provide integrated payment gateways, while others require you to set up a gateway separately. Choosing a provider that combines both services can simplify the process, but it’s important to make sure their gateway supports your ecommerce platform and meets your specific online transaction needs.

Evaluating fees and costs

Common fees associated with payment processing:

• Transaction fees
  This is the fee for each transaction processed. Usually it’s a percentage of the transaction amount plus a fixed fee. For example, 2.9% + 30 cents per transaction is a common structure.

• Monthly fees
  Some providers charge a monthly fee for using their services. This could be a flat fee or might vary based on the number of transactions or total sales volume.

• Setup fees
  These are one-time fees for setting up your payment processing system. Not all providers charge setup fees, and they can vary in cost.

Hidden costs to be aware of:

• Equipment costs
  If you need physical equipment such as card readers or POS systems, there might be costs for purchasing or renting this equipment.

• PCI compliance fees
  If you handle credit card information, you need to be PCI compliant. Some providers charge a fee for this.

• Chargeback fees
  If a customer disputes a transaction (a chargeback), there’s usually a fee for each occurrence.

• Cancellation fees
  Some providers might charge a fee for early termination of your contract.

• Total cost of ownership over time
  When deciding which payment processor to choose, assess the total cost over time. This includes the standard fees but also any potential increases in fees, additional charges for new services, or costs associated with upgrading equipment. Consider how the fee structure fits with your expected transaction volume. For example, a business with a high number of low-value transactions might prefer a lower per-transaction fee, even if it means paying a higher monthly fee.

Factor in the cost of any additional services or features you might need in the future as your business grows.

Considering contract terms and flexibility

• Length of contract
  Pay attention to the length of the contract. Some providers’ options include month-to-month services, while others might require a commitment of one year or more.

• Termination policies
  Understand the process and conditions for ending the contract. Some providers allow you to terminate the contract at any time without penalties, while others might have specific requirements or notice periods.

• Flexibility and scalability of services
  As your business grows, your payment processing needs might change. Look for a provider with flexibility in services, such as the ability to add new payment methods or increase transaction volumes without substantial cost increases or technical challenges. Ensure that the provider can support you if you expand into new markets or need to process transactions in different currencies.

• Penalties and fees for early termination or service changes
  Some contracts might include penalties or fees for ending the contract early or making major changes to your service package. Look out for these potential costs. Ask about fees associated with upgrading or downgrading your service package. Some providers might charge for changes.

Security and compliance

• Understanding Payment Card Industry Data Security Standard (PCI DSS) compliance
  PCI DSS is a set of requirements for maintaining a secure environment in which to process, store, or transmit credit card information. This is a mandatory standard for any business that handles credit card transactions. Compliance with PCI DSS protects your business and your customers from data breaches. Noncompliance can result in hefty fines and reputational damage.

• Encryption, tokenization, and other security features
  Encryption is the process of converting data into a code to prevent unauthorized access. To keep data secure in payment processing, the data must be encrypted the moment a card is swiped, dipped, or the information keyed in, and remain so until it reaches the payment processor. Tokenization replaces sensitive card data with a unique identifier (a “token”) that has no value if accessed by hackers. This token can be used for future transactions without exposing actual card details, reducing the risk of card theft and fraud. Providers might also offer additional security features such as fraud detection algorithms, real-time transaction monitoring, and secure customer authentication processes.

• Handling sensitive customer data and fraud prevention
  Businesses must use a payment processor that adheres to the highest security standards and also maintains business practices that protect customer data. Fraud prevention measures are equally important, and can include using tools provided by payment processors, such as address verification services (AVS) and card verification value (CVV) checks, to validate transactions. Updating systems regularly, educating staff about security best practices, and staying informed about the latest security threats and trends are important steps in protecting customer data.

Technical integration and usability

• Compatibility with existing business systems (POS, accounting software)
  Your payment processor needs to be able to integrate with your existing POS system and accounting software. A mismatch between systems can lead to manual data entry, increasing the risk of errors and inefficiencies. Look for payment processors that have plug-and-play solutions for popular POS and accounting platforms. If you use custom or specialized software, check if the payment processor supports API integrations to enable smooth communication between systems.

• Ease of setup and use for staff and customers
  The payment system should be user-friendly for your staff and customers. For staff, that means an intuitive interface that reduces training time and minimizes errors during transactions. For customers, the payment process should be quick and straightforward, with clear instructions and minimal steps required to complete a transaction. This creates a better customer experience and can increase repeat business. Also consider the ease of setup. Ideally, the payment processing system should be straightforward to install, with guidance or support available from the processor to get it up and running without major disruptions to your business.

• Availability of technical support and customer service
  Issues with payment processing can impact your business operations, so make sure that the provider’s technical support is prompt and sufficient. Check the availability of customer service—24/7 support is especially important for businesses that operate outside of standard business hours. Look into the types of support available. Does the provider have phone support, email, live chat, or a knowledge base? Are there resources available for troubleshooting common issues?

Reading reviews and getting references

Gauge the real-world performance and reliability of a provider beyond their marketing claims. Here’s how:

• Researching online reviews and ratings
  Start by exploring online reviews and ratings of payment processors. Websites such as Trustpilot, Google Reviews, and industry-specific forums are good places to start. Pay attention to positive and negative reviews. Look for comments on factors that matter most to your business, such as customer service quality, ease of use, reliability of the service, and how well the provider handles issues such as disputes and chargebacks.

• Seeking recommendations from other small business owners
  Reach out to your network or join local business groups and online forums to ask for personal recommendations from other small business owners. Inquire specifically about their experiences with customer support, any technical challenges they faced, and how the payment processing service integrates with other business systems. Learning about these experiences can provide valuable insights that are not always apparent in online reviews.

• Evaluating case studies or testimonials
  Many payment processors showcase testimonials or case studies from their clients. While these are often focused on positive aspects, they can still provide useful information about how the service has helped similar businesses. Look for case studies that are relevant to your industry or business model to learn how the payment processor has handled specific challenges or needs that mirror your own.

Testing and trials

Test and trial a payment processing system before fully committing to it. This phase allows you to evaluate the system’s compatibility with your business operations and gather feedback from staff and customers. Here’s how to approach this:

• Availability of free trials or demo versions
  Check if the payment processing providers offer a free trial or demo version of their service, so you can explore the features and user interface without making a financial commitment. During the trial, pay attention to the ease of integration with your existing systems, such as your POS system and accounting software. Assess how straightforward the setup process is and whether the system’s functionality is right for your needs.

• Conducting a pilot test with the payment processing system
  If possible, conduct a pilot test by using the payment system in a real-world setting, such as running it in a single location or for a specific segment of your business. During the pilot, monitor the system’s reliability and performance. Observe how it handles different types of transactions, its response time, and any issues that arise when processing payments.

• Gathering feedback from staff and customers during the trial period
  Solicit staff feedback on the system’s usability, any challenges they face, and how it compares to previous systems in efficiency and ease of use. Gather customer feedback informally through conversations or formally through surveys. Focus on their experience with the payment process, such as the speed of transactions, any difficulties they faced, and their overall satisfaction.

Making the decision

• Comparing final options side by side
  Do a side-by-side comparison of your top options by creating a comparison chart or a list that includes key factors such as fees, contract terms, security features, compatibility with your existing systems, ease of use, customer service quality, and any additional features that are important to your business. This direct comparison will help you see which provider best matches your business needs in different areas.

• Prioritizing needs (cost vs. features vs. service)
  Think carefully about what is most important for your business and the long-term implications of your choice. A provider with a slightly higher cost but better service and features might offer better value in the long run compared to a cheaper, less reliable option.

• Finalizing the agreement with the chosen provider
  Once you’ve made your choice, finalize the agreement with the provider. Review the contract carefully and make sure you understand all terms and conditions, including fees, service level agreements, support, and termination policies. Negotiate terms, if possible, and ask for clarifications when necessary. After signing the contract, stay proactive in managing the relationship with your provider. Regularly review your transaction costs and the quality of service to assess whether they continue to meet your business needs.

Payment processing best practices for small businesses

Here are some important payment processing best practices for small businesses:

Choose the right payment processor

• Assess needs and costs: Evaluate your business’s specific needs, including types of transactions, average transaction volume, and desired features. Compare costs, including transaction fees, monthly fees, and any additional charges.

• Consider scalability: Select a processor that can scale with your business growth by accommodating increased transaction volumes and expansion into new markets.

Offer multiple payment options

• Diversify payment methods: Include a variety of payment methods such as credit and debit cards, digital wallets (e.g., Apple Pay, Google Pay), and online payments platforms (e.g., PayPal) so you can cater to a wide range of customer preferences.

• International payments: If you serve international customers, consider offering payment methods popular in those regions, and check that your processor can handle multiple currencies.

Prioritize security and compliance

• PCI compliance: Choose a payment processor that complies with PCI DSS. This standard is necessary for protecting your customers’ payment information.

• Use secure payment gateways: Employ payment gateways with strong encryption and security protocols to protect sensitive data during transactions.

• Routinely update systems: Update your payment processing software and hardware routinely to protect against the latest security threats.

Streamline the checkout process

• Simplify checkout: A simple checkout process reduces cart abandonment. Minimize the number of steps and make navigation as intuitive as possible.

• Mobile optimization: Optimize your payment process for mobile users.

Implement fraud detection and prevention measures

• Use address verification service (AVS): AVS checks the billing address that the customer provides against the address on file with the credit card issuer.

• Employ CVV verification: Require that customers enter the CVV during credit card transactions to reduce the risk of fraudulent use.

• Monitor transactions: Regularly review transactions for suspicious activities and set up alerts for unusual patterns.

Provide clear payment information and support

• Transparent pricing: Display prices, taxes, and fees clearly, so customers know exactly what they are paying and why.

• Customer support: Respond promptly to customers’ payment-related inquiries and issues. Customers should be able to locate your contact information quickly and easily.

Use analytics and reporting tools

• Track transactions: Use analytics tools to monitor sales trends, peak transaction times, and customer purchasing behavior.

• Reconciliation and reporting: Reconcile your transactions regularly, and use reporting tools to keep track of financial health and for tax purposes.

Continuously review and update payment processes

• Stay informed on trends: Keep up-to-date with the latest trends in payment processing, including new payment methods and technologies such as cryptocurrency.

• Periodic reviews: Regularly assess the effectiveness of your payment processing system and make adjustments as needed.

Train staff on payment processing

• Educate employees: Train your staff to use the payment processing system, handle transactions securely, and address customer queries effectively.

• Fraud awareness: Educate employees about common fraud tactics and how to follow security protocols.

Plan for business continuity

• Backup systems: Put in place backup payment processing options in case your primary system crashes.

• Regular data backups: Backup transaction data regularly to prevent loss in case of system failures.

How Stripe can help

Stripe’s suite of benefits helps small businesses manage payment processing needs efficiently and securely. Here’s how Stripe can help:

Comprehensive payment processing solutions

• Diverse payment method support: With Stripe, small businesses can accept a variety of payment methods, including all major credit cards, digital wallets such as Apple Pay and Google Pay, and international payment methods. This flexibility helps businesses cater to a broader customer base, including international clients.

• Real-time processing: Businesses can process transactions instantly, with immediate confirmation. This is necessary for maintaining cash flow and a smooth customer experience.

• User-friendly transaction management: The platform’s intuitive interface allows business owners to manage transactions, refunds, and customer data without needing specialized technical skills.

Seamless integration capabilities

• Broad compatibility: Stripe integrates seamlessly with a number of ecommerce platforms and POS systems. This compatibility reduces the technical barrier for businesses to start selling online or in-store.

• API and custom integration: Stripe’s API allows for custom integration, which benefits businesses with specific needs. This is especially helpful for businesses that want to create a unique customer experience or integrate with custom-built ecommerce solutions.

• Plug-and-play possibilities: For businesses looking for quick deployment, Stripe’s plug-and-play options require minimal setup, which makes it easier to start processing payments immediately.

Global reach and currency support

• Multicurrency and international payment support: Stripe supports over 135 currencies and a variety of international payment methods, so businesses can sell globally without worrying about currency barriers.

• Currency conversion and cross-border fee management: Tools for handling currency conversion and cross-border fees are built into the platform, simplifying international transactions.

Advanced security and compliance

• PCI DSS compliance: Stripe complies with the highest level of PCI standards to ensure customer payment information remains secure.

• Fraud prevention and risk management: Stripe’s sophisticated tools for detecting and preventing fraudulent transactions protect revenue and maintain customer trust.

• Data encryption and security protocols: These protocols keep transaction data encrypted and secure.

Transparent and competitive pricing

• Competitive, easy-to-understand pricing structure: Stripe’s pricing is straightforward and is often based on a pay-as-you-go model, which makes it easier for small businesses to understand and manage costs.

• Comparison with industry standards: Stripe can offer businesses better value with an extensive feature set and competitive fees.

• No hidden fees or binding contracts: Stripe’s straightforward pricing model offers small businesses flexibility and transparency.

Reporting and analytics

• In-depth financial reporting: Stripe provides detailed reports on transactions, helping businesses track sales, refunds, and net revenue.

• Real-time analytics: Access to real-time data offers insights into purchasing trends, customer behavior, and business performance.

• Customizable reports: Businesses can tailor reports to their specific needs.

Additional features and services

• Recurring billing and subscriptions: Stripe supports subscription-based business models and recurring billing, which is important for businesses that provide services or products on a subscription basis.

• Invoicing and payment links: Stripe makes it simple to create professional invoices and one-time payment links, which is useful for billing and remote transactions.

• Access to financial services: Stripe financial services such as Stripe Capital for funding and Stripe Treasury for banking services provide a comprehensive financial ecosystem for small businesses.

Developer and community support

• Engaging developer community: Access to a community of developers means businesses can seek advice, share experiences, and find custom solutions.

• Extensive documentation and support: Stripe provides thorough documentation and support resources that can help businesses troubleshoot and optimize their payment systems.

• Continuous updates and new features: Regular updates give businesses access to the latest payment technology and security, keeping the platform relevant and efficient.