Merchant Services: What You Don’t Know Could Hurt Your Business

Merchant Services: What You Don’t Know Could Hurt Your Business

Accepting credit card payments isn’t just a luxury for small businesses; it’s necessary. Credit card processing and merchant services form the backbone of modern payment systems, enabling businesses to securely accept customer payments while helping them streamline their financial operations.

Understanding the Basics

Credit card processing refers to the system enabling businesses to accept credit and debit card payments from customers. When a customer swipes, inserts, or taps their card, it triggers a complex but rapid sequence of events involving multiple parties: the merchant (your business), the payment processor, the card networks (like Visa and Mastercard), and the customer’s issuing bank.

Merchant services refer to a broader suite of financial services a payment processor provides. These include credit card processing, point-of-sale (POS) systems, payment gateways for online transactions, and other tools that help businesses process and manage transactions.

Accepting diverse payment methods, including credit cards, debit cards, e-cash, and digital wallets, significantly boost sales revenue for small businesses in 2024. Small businesses that accept four or more payment options grew their revenue by 29%.

Increased customer base: 41% of customers avoid stores that don’t accept their preferred payment type. Small businesses can attract and retain a broader range of customers by offering multiple payment options.

Benefits of Merchant Services for Small Businesses

• Customer Convenience and Satisfaction: Consumers expect payment flexibility. By accepting credit and debit cards and offering other payment options, businesses can meet these expectations and boost satisfaction.
• Improved Cash Flow Management: Credit card payments typically process within 24-48 hours, providing more predictable cash flow compared to checks that might take days to clear or potentially bounce. This reliable cash flow helps businesses manage inventory, payroll, and other operational expenses better.
• Enhanced Security: Today’s payment processing systems include robust security features like encryption and tokenization, protecting the business and its customers from fraud. Merchant service providers may also offer fraud detection tools and chargeback assistance services.
• Professional Image: Accepting credit cards and other payment options lends credibility to your business and projects a professional image. It shows customers that you’re established and trusted by financial institutions.
• Flexibility in Payment Options: Merchant services provide various ways to accept payments:
  • In-person transactions through traditional terminals or mobile card readers
  • Online payments through e-commerce platforms
  • Virtual terminals for phone orders
  • Contactless payments via digital wallets
  • Recurring billing for subscription-based services

Cost Considerations and Pricing Models

Not all payment processors are alike. Understanding a processor’s cost structure is crucial to making an informed decision.

• Processing Fees: The most significant ongoing expense is processing fees, typically structured in three ways:
  • Interchange-plus pricing: The most transparent model, combining the card network’s interchange cost, plus a processor markup
  • Flat-rate pricing: A simple, fixed percentage per transaction popular with small businesses
  • Tiered pricing: Transactions are categorized into qualified, mid-qualified, and non-qualified tiers with different rates
• Additional Costs:
  • Monthly account maintenance fees
  • Payment gateway fees for online transactions
  • POS system costs
  • Chargeback fees
  • Early termination fees (if applicable)
  • Fees for services like next-day funding or ACH/echeck processing
  • ACH reject fees

Potential Drawbacks and Challenges

While the benefits typically outweigh the drawbacks, businesses should be aware of potential challenges:

• Cost Impact: Processing fees can affect profit margins, particularly on low-ticket items. Some businesses implement minimum purchase amounts for card transactions or pass fees to customers through surcharging (where legally permitted) or dual pricing programs.
• Chargebacks: Disputed transactions can result in additional fees and sales being permanently reversed by the card brands. Most cardholders have 120 days to dispute a sale, while in recurring billing settings, cardholders have 540 days to dispute. Proper documentation and clear refund policies are the best ways to help minimize this risk.
• Contract Commitments: Some providers require long-term contracts with early termination penalties. Reading and understanding agreement terms is crucial before signing.

Maximizing Value from Merchant Services

To optimize the benefits while minimizing costs:

• Compare Multiple Providers: Research pricing models, features, and support services. If a subscription model is offered, what are the processing volumes tied to a monthly subscription amount, and what services, such as ACH processing or next-day funding, may not be included at a level or at an extra cost?
• Negotiate Terms: Many fees are negotiable, particularly for businesses with higher transaction volumes. Don’t hesitate to ask for better rates or fee waivers.
• Review Statements Regularly: Monitor monthly statements to understand processing costs and identify opportunities for optimization.
• Choose Appropriate Equipment: Select payment processing equipment that matches your business needs without paying for unnecessary features.
• Implement Security Best Practices: Train staff on proper card handling procedures and maintain PCI compliance to prevent costly security breaches.

The Role of Merchant Accounts

Traditional payment processors offer merchant accounts. Payment service providers, or PSPs (Stripe or Square), offer an aggregator merchant account, also known as a payment facilitator (PF) merchant account.

Traditional merchant accounts offer various advantages over PSP accounts. To understand the benefits, knowing what a merchant account is is important.

A merchant account is a specialized bank account that allows businesses to accept credit card payments. Unlike a regular business checking account, a merchant account is an intermediate holding account where funds from credit card transactions are deposited before being transferred to your primary business account.

What is Involved in Setting up a Merchant Account?

Setting up a merchant account requires several steps and documents. Still, it’s worth the extra work because it can significantly benefit your business.

Requirements for Setting Up a Merchant Account

Business Documentation:

• Valid business license
• Articles of incorporation or organization
• Tax Identification Numbers (EIN, SSN, or ITIN)

Personal Information:

• Business owner’s name, home address, and Social Security number
• Financial Information:
• Business bank account details
• Voided check or bank letter
• Financial statements

Business Details:

• Legal business name and structure
• Contact information and business address
• Estimated processing volume in dollars
• Website Information (for online businesses):
• URL and security measures

While setting up a merchant account requires some effort and documentation, the benefits, in terms of increased sales, improved customer satisfaction, better cash flow, more control and flexibility, and enhanced security, make it worth the time a business owner spends opening a traditional merchant account rather than a Payment Service Provider (PSP)) account.  PSP examples include PayPal, Stripe, Square, etc.

PSP Account Disadvantages

• Processing volume limits: PSPs often impose strict transaction size and volume limits.
• Ecosystem lock-in: Businesses using PSPs are typically tied to their specific ecosystem.
• Migration challenges: As a business grows and reaches PSP processing limits, transitioning to a dedicated merchant account (such as through an ISO) can be necessary but potentially disruptive.

The transition requires integrating new software and hardware, recreating online stores, and adapting to new systems, which can be time-consuming and potentially costly for the business.

Looking Ahead

The payment processing landscape continues to evolve with new technologies like contactless payments and mobile wallets. Choosing a merchant services provider that stays current with technology trends ensures your business remains competitive and prepared for future payment innovations.

Conclusion

Credit card processing and merchant services are essential tools for small businesses. The benefits of increased sales, improved cash flow, and enhanced customer satisfaction make them a worthwhile investment. By understanding the available options and carefully selecting services that match their needs, small businesses can leverage these tools to support their growth.

However, as your business grows, your merchant service needs may change. Choosing the right processor upfront and regularly reviewing your processing needs ensures your processors can continue to serve your business effectively and cost-competitively.

Disclaimer: This information is for general knowledge and informational purposes only and does not constitute financial, legal, or professional advice.

 

Dale Erling has 15 years of experience in banking, financial services and payment processing.