Credit Card Machines: Answers to Frequently Asked Questions

• You have many choices when selecting the best credit card processing machine for your business.
• Credit card machines should be equipped with the latest safety features to prevent fraud.
• Each credit card processing system has its own fee structure, features and benefits.
• This article is for business owners who want to learn more about credit card machines and decide which system is right for their company.

Accepting credit cards doesn’t have to be complicated for your small business. The most common place to start is with a credit card machine. You’ll also have to consider swipe rates, merchant accounts, hardware and security standards, but we’ve got you covered. Here are the answers to frequently asked questions about credit card machines for your small business.

How do credit card machines work?

Credit card machines are used to collect payments from customers who wish to pay by credit or debit card. They are typically connected to the internet or a phone line, to send data to the processor. For most credit card processors, funds are transferred from the customer’s bank to the business’s merchant account. In some cases, the credit card processor uses a merchant account and holds funds on your behalf, and then directly deposits them into your checking account at your discretion.

What are some types of credit card machines?

There are various types of credit card machines, and each offers unique benefits. Some of the most common types of credit card terminals are countertop, mobile, virtual and integrated point-of-sale (POS) systems.

Countertop terminal 

These credit card machines are the most common, and require a wired connection to your phone line or internet network. The device usually sits on a counter or tabletop. Countertop terminals can process both credit and debit cards, and some have a keypad for PIN entry. Many of them support card-not-present transactions, in which a merchant types in the customer’s credit card number. Here are some benefits of using this type of terminal:

• Secure transactions: Because they are hardwired, countertop credit card machines are not very vulnerable to data theft.
• Card-not-present transactions: Card-not-present transactions are mostly used for phone or internet orders, but can also be used when a credit card’s chip or magnetic strip is defective.

These are some disadvantages to using countertop terminals:

• Hardwire connection: Since they require a hardwired phone or internet connection, they are not suitable for mobile selling either within or outside your company.
• Bulky unit: These units are larger and heavier than other options.

Countertop terminals are best for your company’s brick-and mortar-store or office where you check out customers. You can expect to pay $100-$350 or more, depending on the brand, model and features.

Mobile terminal

Mobile terminals rely on a wireless connection through Wi-Fi, a phone or a tablet to process card payments on the go. This means they can be moved from the checkout counter to other places in the store – or even taken out to events. Here are some advantages of using mobile terminals:

• Portability: Your business can better serve your customers’ peak demand by sending cashiers in line to process orders. Perhaps your company is portable by nature, and the mobile terminal gives it more profitability.
• Sleek design: To enable portability, these units are much smaller and lighter than countertop terminals.

The downside to mobile terminals is security.

• Nonsecure device: Since payment information is sent wirelessly, there is some concern that it may be intercepted. Employees should be trained in data security best practices to keep customers’ payment information safe.

Mobile terminals are best for businesses that are mobile and/or participate in events such as food trucks and farmers or flea market vendors. They are also useful for high-demand businesses, such as ticket vendors and Chick-fil-A locations. Finally, businesses that do house calls, like plumbers and tow truck drivers, can benefit from mobile credit card terminals.

Mobile terminals are around the same price as the countertop units, starting at $100 to $350.

Virtual terminals

These terminals allow your e-commerce business to process credit and debit cards by entering the payment information into a secure website. A client’s card does not need to be present to process this type of transaction.

These are some benefits to using virtual terminals:

• Cards optional: You can run your business virtually and still process credit card transactions with this type of system.
• Complete mobility: No credit card processing device or accessories are necessary, so you don’t need to pay additional costs.
• Low rates: B2B (business-to-business) transactions are less subject to fraud, so processors may charge lower fees for them – a benefit if you sell primarily to other businesses.

These are some drawbacks of virtual terminals:

• High costs: Because card-not-present transactions are more prone to fraud, credit card processors tend to charge higher fees for them.
• High mishaps: With this type of system, you’d have to type in the credit card number, expiration date and security code each time a customer makes a purchase. This is time-consuming and more likely to result in errors.
• Credit cards only: Virtual terminals only process credit cards – not cash, checks or debit cards – so you’d need a backup system in place to process those kinds of transactions.

Some virtual terminals charge a subscription fee, in addition to your transaction fees on purchases. The transaction fees tend to be higher than when customers insert, tap or swipe their cards in person because of fraud.

Integrated POS terminals

These terminals tie card processing hardware to a POS system. The setups allow a POS system and card processing system to work together.

Here are some benefits of integrated POS terminals:

• Fast checkout: Since the system ringing up the purchase and the system processing the payment are integrated, the correct purchase amount is automatically processed. This system thus reduces human error and speeds up checkout.
• Easy accounting: When purchases are tied directly into your POS, it is easier to see and analyze sales trends, total sales by product, and inventory levels.

These are some disadvantages of integrated POS terminals:

• Limited processors: Each POS system usually only has a few payment processors that integrate with their system. You will need to choose from among that limited group. It will also be more difficult to switch to another payment processor that has low rates.
• High costs: The added convenience comes with a cost for the POS capability. Integrated POS terminals start around $400 and can run well over $1,000.

Editor’s note: Looking for the right credit card machine for your business? Fill out the below questionnaire to have our vendor partners contact you about your needs.

What is the difference between a credit card machine and a POS system?

A credit card machine is simply a credit card reader and PIN pad. A POS system is a complete checkout terminal that comes with a credit card machine, monitor or tablet, a cash register and printer. POS systems can also include additional software or apps that track inventory, monitor sales, generate discounts, create financial reports and help with marketing.

Recommended POS systems and credit card processors

When choosing a POS system or credit card processor for your business, you have many choices. To make it easier, we have evaluated the top providers in the industry and chosen the best picks for different needs.

Recommended POS systems

• Square: Best for small businesses
• Clover POS: Best POS hardware
• Toast: Best for online ordering for restaurants
• Lightspeed: Best for retail
• TouchBistro: Best for restaurants

Recommended credit card processors

• Clover Credit Card Processing: Best for POS integration
• Merchant One: Best for easy approval
• Stax by Fattmerchant: Best for small businesses
• ProMerchant: Best for high-risk businesses
• Payment Depot: Best for high volume

How much do credit card machines cost?

Many vendors offer free credit card machines; others allow you to buy or lease your equipment. Pricing depends on the model and features, such as Europay, Mastercard and Visa (EMV) and near-field communication (NFC) capabilities. Costs are also based on whether you rent or purchase the machine, and if you receive it from the vendor or a third party. Generally, the most basic credit card machines cost less than $100, and more expensive models can cost several hundred.

Other costs to consider include credit card processing fees, monthly service fees, setup fees, gateway fees and compliance fees. These costs vary by vendor, and many waive some fees for new customers.

What are the different credit card processing fees?

There are three main pricing structures for credit card processing fees: interchange plus, tiered pricing and flat percentages.

Interchange-plus

This type of pricing – also known as wholesale pricing, true pricing and cost-plus – is the preferred choice because it gives your small business the same low rates used by big-box stores. Interchange-plus charges a flat fee that consists of a small percentage plus some cents per transaction. You can often negotiate lower rates if your company has a high sales volume.

Tiered pricing

By contrast, tiered pricing depends on the type of credit card being used. This pricing structure is less favorable because it works by bundling different types of credit cards into tiers – with increasing swipe rates. These tiers are classified as qualified, midqualified and nonqualified cards. These include regular cards, debit cards, rewards cards, business cards and other types of credit and debit cards. Generally, credit card processors decide which types of cards are qualified, midqualified and nonqualified for their particular service, so tiers and pricing vary.

Flagship Merchant Services is our choice for the best high-volume credit card processor, because it uses both interchange-plus pricing and tiered pricing. (Note that tiered pricing is the advertised cost, so you’ll have to ask for interchange pricing.) Flagship’s interchange-plus rate is 0.3% plus 10 cents per transaction, and is negotiable for your company’s high sales volumes. Its tiered pricing starts at 0.38% for qualified debit cards and 1.58% for credit cards, plus 19 to 21 cents per transaction – the price increases for midqualified and nonqualified cards.

Flat percentage

Some credit card processors also charge a flat percentage per transaction. This is typically the case with mobile credit card processors, such as Square and PayPal, which charge 2.75% and 2.7% respectively per swipe.

What is a merchant account?

A merchant account allows your business to accept credit cards. It transmits payment data from a customer’s bank to your company’s bank, and authorizes credit card transactions. Merchant accounts are offered either by the credit card processor or directly from a financial institution – typically a bank. You will normally need to apply for a merchant account. However, not all credit card processors require a merchant account.

Can I use an iPhone, iPad, Android and other mobile devices with a credit card machine?

Some credit card machines are compatible with tablets, but the most common way to accept credit cards with an iPhone, iPad, Android or other mobile device is by using a credit card swiper. This small dongle attaches to the headphone or auxiliary plug on a mobile phone or tablet, and processes credit cards using a mobile app. Another way to accept credit cards using a mobile device is by using a virtual terminal: A feature that lets you manually input credit cards into the app.

What is NFC?

NFC technology allows businesses to accept credit cards without swiping them. To accept mobile payments with EMV technology, you’ll need an NFC-enabled credit card machine – such as Apple Pay, Android Pay or Samsung Pay.

What are EMV cards or chip cards?

EMV technology aims to defend both the consumers and your business from credit card fraud and cyberattacks. It also protects your company from liability in the event of a credit-card-related security breach. Traditional credit card swipers read the magnetic stripe on the back of credit cards. For better security, EMV reads a chip embedded in new credit cards. Most new credit card machines are equipped with both an EMV chip reader and a traditional credit card swiper.

What security features should I look for?

The two main security features to look for in a credit card machine and credit card processor are data security standard – also known as the Payment Card Industry Data Security Standard (PCI DSS) – and EMV capabilities. PCI DSS consists of several security measures, including point-to-point data encryption. Although credit card processors have PCI DSS as a part of their service, it is your responsibility to make sure they are compliant to protect sensitive information and avoid hefty fees. [Read related article: Accepting Credit Cards? PCI Compliance a Concern for Small Businesses]

How soon are funds transferred to my bank account?

As with most banking transactions, credit card funds go through an automated clearinghouse (ACH), and transactions are typically completed within two business days. There may be delays in some cases, usually because of holds by banks or chargebacks. Each credit card processor and bank has its own policies, so be sure to read the fine print regarding holds on funds.

Can I still get a credit card machine if I have low or bad credit?

Generally, yes, you can still get a credit card machine if you have bad credit. However, many credit card processors consider your personal credit when processing merchant account applications. If you want to obtain a credit card machine and you have low or bad credit, look for a credit card processor that either doesn’t require a merchant account or specializes in high-risk applicants. 

What are some types of credit cards?

There’s certainly no shortage of options for consumers looking to open an account with a major credit agency, a preferred brand or a favorite store. Here are just a few of the card types your customers may use to make purchases:

• Consumer credit cards: These are the most common credit cards issued. Consumers can obtain these credit cards from a number of preferred brands and services, such as an airline or online shopping platform. Oftentimes, these cards offer special deals on select products and services.
• Business credit cards: These credit cards cater to the needs of your growing business, offering high lines of credit and the ability to authorize employees. They often include special offers tailored to the industry.
• Student credit cards: Student credit cards typically come with offers specific to young people, have lower credit limits, and are generally unsecured, which means they don’t require a deposit to be opened.

Stella Morrison and Anna Attkisson contributed to the writing and research in this article.