How to accept in-person payments: A guide for small business owners

Have you ever found yourself scrambling for a working card reader just as your customer is ready to pay? Or had a line forming at your counter because your payment system is running slow? If you’ve been there, you know how crucial it is to have a reliable in-person payment setup. In fact, 80% of purchases in 2023 are made through in-person channels. For businesses that thrive on face-to-face interactions, accepting in person payments easily and securely is non-negotiable.

But how do you choose the best tools for your business and make sure you’re offering the payment options your customers prefer? From understanding the different types of in-person payments to ensuring your staff is trained and ready, this guide covers everything you need to know to take payments in person seamlessly.

What are in-person payments?

In-person payments are simple transactions that occur when you and your customer are face-to-face. These payments can be made using various methods, including cash, credit or debit cards, and mobile wallets. Unlike online transactions, in-person payments give you the opportunity to interact directly with your customers, adding a personal touch that can lead to stronger relationships.

And let’s face it, nothing beats the immediate confirmation of a completed payment, especially because cash flow is so important for small businesses like yours. Cash transactions offer the benefit of immediate payment, making them ideal for quick, low-value purchases in retail environments and among small vendors such as food trucks and landscaping services.

What are the different types of in-person payments?

You’ve probably come across several types of in-person payments in your day-to-day business, but here’s a refresher on the most common ones:

1. Cash payments: 79% of consumers carry cash at least one day during the week. While cash still holds a certain charm, it’s becoming less popular as digital payments take center stage. Still, it’s always good to have cash handling protocols in place for those customers who prefer it.
   
   
2. . Credit, debit, and contactless card payments: Most customers expect to pay with a card, whether it’s a traditional swipe, EMV chip insert, or a quick tap for contactless payments. In fact, debit and credit cards account for 63% of consumer’s monthly payments. Offering these options is essential for modern businesses, and contactless payments provide the added benefits of speed and hygiene.
   
   
3. Mobile payments: Apps like Apple Pay and Google Pay allow customers to pay using their phones, making transactions faster and more secure. These are especially appealing in dynamic environments such as food trucks or pop-up shops where mobility is key.
   
   
4. Payment kiosks or self-checkout systems: Many businesses are now embracing self-checkout systems that let customers handle their own transactions using card or mobile payments, reducing wait times and enhancing convenience.
   
   
5. QR code payments: QR code payments are a modern, contactless way for customers to pay using their smartphones. This method is growing in popularity for its simplicity and ease of use, especially in retail and food service settings.

What you need to consider before accepting in person payments

Now that you know the types of in-person payment options available, it’s important to take a few things into consideration before diving into your payment setup:

• Understand your customer base: Some customers still love using cash, while others prefer card or mobile payments. Make sure your payment options match your customers’ preferences. Helcim offers flexible payment solutions that accommodate various methods, so you can meet your customers where they are.
  
  
• Evaluate the costs: You don’t want to be caught off guard by transaction fees. Comparing costs across payment methods is essential for protecting your margins. Setting up a merchant account with a payment services provider is crucial, as it allows you to accept card payments and manage transactions through a merchant dashboard. Fortunately, Helcim provides transparent pricing with no hidden fees, helping you make informed decisions about which payment options work best for your business.
  
  
• Train your staff: Have you ever seen a checkout line stall because the staff couldn’t figure out how to use the payment system? Proper training can help avoid these hiccups. A quick training session will ensure your staff feels confident handling every transaction smoothly. There are plenty of resources available, like guides and tutorials, that can make it easy for your team to get comfortable with using tools like the Helcim Smart Terminal or Card Reader.
  
  
• Consider security measures: Payment security is non-negotiable. You want to ensure that every transaction is encrypted and protected. Helcim’s built-in security features like encryption and PCI compliance make it easy to safeguard your customers’ payment data.

How to take in-person payments

When it comes to accepting payments in person, businesses have more options than ever before. Whether you want a full point of sale system to handle everything or just a simple way to take cash, there are multiple ways to get paid. The right approach depends on the type of business you run and your customers’ preferences. From traditional cash payments to mobile solutions, offering flexibility can improve customer satisfaction and keep your operations running smoothly. Additionally, comprehensive banking services play a crucial role in integrating payments and managing cash flow. Here’s how you can get started with the most common in-person payment methods:

• Set up a point of sale (POS) system: A POS system is more than just a way to accept credit card payments. It’s the central hub for managing your business transactions. Think of it as your command station, managing everything from transactions to customer data. A complete POS setup typically includes hardware like a card reader or terminal, a printer, a cash drawer (if you accept cash), and often a barcode scanner to keep things running smoothly. On the software side, your POS does the heavy lifting, helping you track sales, manage inventory, and even generate reports. The best part? Tools like Helcim’s Smart Terminal pull everything together in one sleek package, making it easy to process card, mobile, and contactless payments and also print/email receipts while keeping tabs on your inventory. Choosing the right payment processing provider is essential to ensure scalability, security, and seamless integration with your existing systems.
  
  
• Accept cash payments: Cash may not be the king it once was, but it’s far from extinct. For many businesses, having a secure and organized system for handling cash is still crucial. This usually means a dedicated cash register or drawer that works seamlessly with your POS system. Cash payments may be less common as digital payments rise in popularity, but some customers still prefer good old-fashioned bills. The key is to ensure your setup is prepared to handle both cash and digital payments smoothly, with clear processes for counting, securing, and recording cash transactions.
  
  
• Use mobile payment solutions: If your business operates in a dynamic environment — think food trucks, farmers’ markets, or pop-up shops—mobile payment solutions are essential. With mobile payment options like Helcim’s Card Reader or Smart Terminal, you can process transactions wherever you are. These solutions are lightweight, portable, and perfect for businesses on the go. Whether you’re serving customers from a booth at a festival or delivering services at their doorstep, mobile payments keep your operations flowing smoothly, no matter where business takes you.
  
  
• Implement payment kiosks or self-checkout systems: Looking to give your customers more control over their purchasing experience? Self-checkout kiosks or payment stations can do just that. These systems allow customers to handle transactions on their own, whether they’re paying with a card or mobile device. Self-checkout is increasingly popular in retail stores, cafes, and fast-casual restaurants as it reduces wait times and enhances convenience. Customers can scan items, select their preferred payment method, and complete their purchase independently, freeing up your staff to focus on other tasks.
  
  
• Offer QR code payments: QR code payments are becoming a popular option for businesses wanting to offer a modern, contactless way to pay. Customers simply scan a QR code displayed at the point of sale using their smartphone, and the payment is completed through their mobile wallet or banking app. This method eliminates the need for card readers or terminals and offers a quick, tech-savvy solution. QR code payments are perfect for businesses looking to reduce equipment costs while still providing a fast, flexible option for their customers. Exploring other payment methods, such as P2P payments, can further enhance customer experience and streamline transactions.

Payment options for in-person transactions

When it comes to in-person transactions, businesses have several payment options to choose from:

• Credit and debit cards: These are the most common payment methods for in-person transactions. Using a card reader or a point-of-sale (POS) system, businesses can easily accept credit and debit card payments. This method is widely accepted and trusted by consumers.
  
  
• Contactless payments: Contactless payments, such as Apple Pay and Google Pay, allow customers to make payments using their mobile devices. These payments are fast, secure, and convenient, making them an excellent choice for businesses looking to streamline the checkout process.
  
  
• Cash payments: Despite the rise of digital payments, cash payments are still widely accepted and preferred by some customers. Having a system in place to handle cash transactions ensures you can cater to all customer preferences.
  
  
• Digital wallet payments: Digital wallets like PayPal and Venmo enable customers to make payments using their mobile devices. These options are becoming increasingly popular due to their convenience and security features.
  
  
• Mobile payments: Mobile payments, including mobile wallets and mobile banking apps, offer another layer of convenience for customers. These methods allow for quick and easy transactions, especially in dynamic environments like markets or pop-up shops.
  
  By offering a variety of payment options, you can meet the diverse needs of your customers and enhance their overall experience.

Implementing in-person payment solutions

Implementing in-person payment solutions involves several key steps to ensure a smooth and secure transaction process. Here’s how you can get started:

1. Choose a payment method: Select a payment method that aligns with your business type and target audience. Consider factors like transaction speed, security, and customer preferences.
   
   
2. Select a payment processor: Choose a payment processor that offers competitive rates and fees, along with robust security and compliance features. Look for providers that offer transparent pricing and excellent customer support.
   
   
3. Integrate with existing systems: Ensure your payment solution integrates seamlessly with your existing systems, such as your POS system and accounting software. This integration helps streamline operations and improve efficiency.
   
   
4. Test and deploy: Before going live, thoroughly test your payment solution to ensure it works correctly. Once you’re confident in its performance, deploy it to your customers and monitor its usage to address any issues promptly.
   
   By following these steps, you can implement a reliable and efficient in-person payment solution that meets your business needs.

Conclusion: empowering your business with the right tools

Accepting payments in person doesn’t have to be complicated. With the right setup, you can ensure that your staff is well-trained and that your customers have a variety of payment options, creating a seamless experience that keeps your business running smoothly. Integrating online payments alongside in-person payments provides a comprehensive payment solution, allowing you to facilitate transactions via various online platforms. Helcim provides the tools to help you accept payments confidently, with transparent pricing and robust security built in to support your operations. Ready to get started? Explore how Helcim can help you elevate your in-person payments.