Choose the payment journey before the provider

A tradesperson taking one deposit a week has a different problem from a retailer handling 50 orders a day. The first needs a reliable payment request and a good record. The second needs orders, stock and dispatch to stay connected.

If you are unsure what a gateway or merchant account means, our merchant services guide explains the terms. You do not necessarily need to buy each component separately; some providers package the payment service together.

Route one: take payment without building a website

A hosted payment link takes the customer to a payment page managed by a provider. You create the request, check the description and amount, then send the link through your normal communication channel.

Stripe, for example, offers Payment Links that work without a website or custom code. Stripe Payment Links.

This can suit a gardener collecting a deposit, a baker confirming a custom order or a tutor collecting payment for a session. But give the customer enough detail to recognise what they are paying for. “Payment £100” is less useful than an identifiable order or invoice reference.

Decide whether the link is reusable or intended for one customer. If a reusable link can accept further payments, do not mistake it for an invoice that closes automatically once paid. Check the provider's settings and the process for disabling a request.

A link makes payment easier; it does not remove the need to agree the job, delivery or cancellation terms. Keep those details alongside the transaction record.

Route two: add payment to your invoices

For service businesses, the invoice is often the better starting point. You want the customer to understand the amount, the work it covers and the due date, then pay without a separate conversation.

Before switching to a new invoice tool, check the payment options in the software you already use. Avoid creating a second invoice just to add a payment button. Two versions of the same bill are a good way to produce duplicate reminders and confused customers.

Check what happens after payment. Does the invoice mark itself paid? Is the processing fee recorded separately? Can your bookkeeper match the gross invoice to the smaller payout? Test the whole journey before sending it to a customer.

For larger business invoices, it can also be sensible to offer bank transfer alongside cards. Compare the costs and the customer's preference. Whatever method they choose, confirm payment in your own records rather than relying only on a screenshot they send.

Route three: add a proper website checkout

If customers need to select products, choose delivery and order at any time, a checkout connected to your store is usually more useful than individual payment links.

Start with your website platform. Check which payment providers it supports through maintained integrations, what the platform itself charges and whether the connection handles refunds and order status. A low processor rate can be offset by another platform transaction fee.

Keep the customer journey short and clear. Show the full price, delivery cost and expected timing before payment. Offer guest checkout where appropriate, explain accepted payment methods and make the next step obvious on a small screen.

Do not judge the checkout only on your own laptop. Test a phone, a different browser and an unsuccessful payment. A customer should be able to recover from a mistake without wondering whether the money has already been taken.

Our payment gateway providers guide helps with the provider shortlist once the platform requirements are clear.

Payment providers to compare for different needs

What do online card payments actually cost?

Online pricing commonly combines a percentage and a fixed amount. That fixed part makes small orders relatively more expensive to process.

Stripe's published standard UK card rate is 1.5% plus 20p. Premium UK cards and overseas cards have different rates. Stripe UK pricing.

Using that standard-card rate purely as an example:

These figures exclude additional products and other charges. They show why a low percentage headline does not describe the cost of a small basket.

If you process 100 payments of £10, those transactions total £1,000 and the example fees total £35. Ten payments of £100 generate the same turnover but £17 in fees. The difference comes from paying the fixed charge 100 times instead of ten.

Use your average order value and payment count when comparing quotes. Include currency conversion where relevant, paid software, platform fees, dispute charges and the treatment of refunds. For the bigger picture, see our payment processing companies guide.

Deposits and balances: keep one clear trail

Suppose you agree a £400 job and collect a £100 deposit. The customer should receive a confirmation that identifies the job, the amount received and the £300 balance remaining. Your own records should show the same thing.

When the balance is paid later, link it to the original job. Do not simply create a generic second payment and hope you will remember what it covers. If processing includes a fixed charge, two payments can also cost more than collecting the same total in one transaction.

Explain what happens if the date changes, the work expands or the customer cancels. A deposit policy must be fair; calling money “non-refundable” is not a substitute for reasonable terms. CMA guidance on deposits and cancellations.

For appointment businesses, our salon payments guide shows how this affects the final checkout.

A successful payment is not the end of the job

There are three separate things to confirm: the payment succeeded, the order or invoice was updated, and the money followed the expected payout process. Check all three when testing a new setup.

A customer reaching a thank-you page is not enough on its own. Use the provider's payment status and your order record. If you use an integration, make sure an abandoned or failed payment does not accidentally trigger fulfilment.

Ask when the first payout is expected, which bank or provider account receives it and whether different payment methods have different schedules. Do not plan a supplier payment around money that has not yet become available. Ask the provider to confirm those dates and any conditions before relying on the money.

At the end of a reporting period, reconcile gross sales, refunds, fees and payouts. This helps explain why £1,000 of orders did not produce a £1,000 bank deposit.

Make refunds and disputes manageable

Keep the order description, customer communication and evidence of delivery or completed work. If a payment is disputed later, you want an organised record rather than a search through several phones and inboxes.

Use the provider's refund process and check its rules on returning processing fees. A refund may reduce your sales while leaving some costs in place. Account for that when setting prices and reviewing margins.

Protect access to the payment account with strong authentication and give staff only the permissions they need. Let hosted payment pages handle card entry; do not ask customers to email card numbers or send photographs of their cards.

Your first-payment checklist

1. Choose the journey: link, invoice, booking or website checkout.
2. Confirm your business is accepted and the payout account is correct.
3. Set a recognisable business name and clear payment description.
4. Check the full price and customer terms before the pay button.
5. Test success, failure, confirmation and refund in the provider's supported test process.
6. Check the record in your website or invoice system, not just the payment dashboard.
7. Confirm how fees and payouts appear in bookkeeping.
8. Give somebody responsibility for updates, customer questions and account access.

Questions small-business owners ask

Can I accept online payments without a website?

Yes. A provider-hosted payment link or online invoice can work for an agreed sale. You still need a clear description, customer terms and a process for fulfilment and refunds.

Do I need a card machine?

No, not for a customer paying on an online checkout. A machine is for in-person acceptance. If you need both, compare how the records and pricing work together.

Is the lowest processing rate always the best choice?

No. Include platform fees, fixed transaction charges and the time needed to manage orders. A slightly lower rate is less useful if it creates duplicate records or makes customers struggle to complete payment.

What is the simplest way to start?

Choose one common transaction, such as a deposit or invoice, and test it from request through payout. Once that works reliably, extend the setup to the next sales channel. You can compare more complex options through our online payment providers guide.

Published product information checked on 11 September 2026. Examples illustrate fee calculations and operating choices; they are not forecasts of sales improvements.