Let’s face it—customers love convenience. Whether they’re on the go or just not tech-savvy, the ability to pay over the phone can make all the difference for your business. And guess what? It’s not as complicated as you might think.
In this guide, I’ll break it all down for you—what phone payments are, why they’re a game-changer, and how to get started without pulling your hair out. Let’s dive in!
Why Bother Accepting Credit Card Payments by Phone?
Good question. Here’s why offering phone payments can boost your business:
It’s Convenient for Customers. They can pay from anywhere—on the couch, at work, or in the middle of a shopping spree.
It Improves Cash Flow. Payments get processed quickly, meaning cash in your account sooner.
It Works for Every Business. From a small landscaping business to a massive call center, phone payments fit right in.
It’s a Lifesaver for Non-Techies. Not all customers love online checkout. A simple phone call can seal the deal.
Basically, if you want happy customers and faster payments, phone payments are a no-brainer.
Step-by-Step: How to Start Accepting Phone Payments
Here’s a straightforward plan to get up and running:
1. Pick a Payment Processor
First things first—you need a service that can handle phone payments. Popular options include Stripe, Square, and PayPal, but there are tons of choices. Look for a provider that offers:
Secure processing (PCI compliance is key).
Easy-to-use tools, like a virtual terminal.
Fair pricing, so you’re not losing money to high fees.
2. Get Your System Set Up
Most providers make this super easy:
Create an account.
Activate phone payment features (usually a virtual terminal or secure virtual terminal).
Test it out with a small payment to ensure it’s working smoothly.
3. Train Your Team
Your team needs to know how to:
Collect card details safely (e.g., card number, expiry date, CVV). Ideally without the customer needing to read their card details aloud. Choose a solution with Keypad Data Entry so customers can pay by typing and never needing to share their card details verbally.
Process payments using your provider’s system.
Reassure customers about the security of the process.
4. Start Taking Payments
When a customer calls to pay, here’s what to do:
Open your virtual terminal.
Input the customer’s details (or ideally use an automated solution to guide them through the process.)
Double-check everything before processing.
Confirm the payment went through before hanging up.
5. Send a Receipt
Always send a receipt via email or text. Customers love it—it’s professional and helps them trust you even more.
How to Keep It Safe and Secure
Security is the top priority when dealing with credit card data. The safest way to handle customer card data, is by never having access to it in the first place. Here’s how to keep things above board:
Be PCI Compliant. This just means you’re following strict security standards for handling payments. Most providers handle this for you. The easiest way to comply with PCI-DSS is to never be in a position to see or hear customer card data.
Use Encryption. Make sure all customer data is encrypted during the payment process.
Limit Access. Only allow trained staff to process payments.
Don’t Store Sensitive Info. Never save card details unless your system is set up to do so securely (and legally).
What’s the Catch? Costs of Accepting Phone Payments
Let’s be real—nothing’s free. But the costs are usually manageable:
Transaction Fees: These are small percentages of each payment (typically 1.5%–3%).
Monthly Fees: Some providers charge a flat fee for access to their system.
Chargeback Fees: These pop up if a payment is disputed by the customer.
The good news? The extra sales you’ll make often outweigh the costs.
What If Something Goes Wrong? Common Challenges
Even with the best setup, hiccups happen. Here’s how to handle them:
Fraud Risk: Verify the customer’s identity if something seems off. Most providers have fraud detection tools built-in.
Human Errors: Train your team well and double-check payment details.
Higher Fees: While phone payments can cost a bit more, the convenience is worth it for many customers.
Some of these challenges can be negated by taking secure payments by phone using Agent Capture Assist.
FAQs: Quick Answers to Common Questions
Q: Can I use my current payment provider? Maybe! Many providers (like Stripe or PayPal) already support phone payments. Just check if they offer a secure virtual terminal that enables customers to pay using their phone keypad. Paytia supports many payment gateways for their Agent Capture Assist solution.
Q: Do I need fancy equipment? Nope! A phone and a computer are usually all you need. Some providers even let you do everything via an app.
Q: Is it safe? The safest way to take phone payments is by using a Secure Virtual Terminal such as Agent Capture Assist.
Ready to Get Started?
Accepting credit card payments by phone is one of the easiest ways to make your business more flexible and customer-friendly. Whether you’re just getting started or looking to expand your payment options, this is a smart move that can help you grow.
Want to simplify the process? Check out Agent Capture Assist to get a PCI-compliant system up and running in no time. It’s fast, secure, and perfect for businesses of any size.
