How to Accept Payments: Best Ways to Get Paid Online, In-Person & by Phone (2026)

From morning coffee runs to online checkouts and subscription services, customers expect frictionless payment experiences and will not hesitate to switch if they don’t get them. This guide breaks down how to accept payments in today’s modern ecosystem, so you can confidently evaluate your options.

First, we’ll walk through common payment methods: credit cards, debit cards, ACH, eChecks, buy now, pay later (BNPL), and mobile wallets. Then, we’ll explore the channels through which payments happen: in person, online, over the phone, or recurring billing. Whether running a brick-and-mortar shop or launching an online subscription service, this guide helps you choose the setup that aligns with your business model, especially if you’re operating in a high-risk or regulated industry.

At PaymentCloud, we work with businesses of all kinds, including those that need more than an off-the-shelf solution. Instead of forcing your operations into a preset package, we help you customize your payment infrastructure around how your business works. As a full-suite provider, we’re here to explain how each payment component works. Let’s get started!

• Payment methods (credit cards, ACH transfers, mobile wallets, and BNPL) can all serve different customer needs, impacting your bottom line in various ways.
• Payment channels include in-person, online, phone-based, and recurring, all with unique hardware, gateways, and compliance requirements.
• Subscriptions and recurring payments benefit from automated tools like account updater services and dunning management.
• High-risk businesses need layered fraud detection, underwriting flexibility, and reliable banking relationships.
• Optimizing your payment stack often includes fraud protection, account updater tools, recurring billing automation, and integrated reporting.

Why Offering Multiple Payment Methods Matters

Consumer payment habits are more fragmented than ever. Some customers prefer debit or cash, while others expect to tap their phone or split purchases into installments with buy now, pay later (BNPL) services.

According to the Federal Reserve’s 2025 Diary of Consumer Payment Choice, here’s how payment method preferences break down^[1]Federal Reserve. “2025 Findings from the Diary of Consumer Payment Choice.” Accessed October 21, 2025.:

• Credit Cards: 35%
• Debit Cards: 30%
• Cash: 14% with higher use for purchases under $25 and among lower-income households and older adults
• ACH Payments: 13%
• Mobile Payment App/Other: 5% with adoption strongest among adults under 25, using their phones for nearly half of all purchases
• Check: 3%

Generational habits amplify these trends. Gen Z is pushing digital adoption, logging 83 million wallet-to-bank payouts in the past year and using BNPL at checkout nearly half the time.^[2]PYMNTS. “The Five Rules of Engagement for Gen Z Spending and Payments.” Accessed October 21, 2025. In contrast, 77% of Boomers and seniors maintain active credit cards, but only 4.5% use BNPL.^[3]PYMNTS. “Boomers Are Leaving the Credit Market.” Accessed October 21, 2025.

For businesses, the lesson is simple. Staying competitive means meeting customers where they are. When you accept payments in multiple ways, it can help you close more sales and build your brand’s reputation across generations.

Commonly Accepted Payment Methods for Businesses

With so many ways for customers to pay, it’s important to understand what each option offers. The following sections explain the major payment methods, including cards, ACH payments, mobile wallets, and buy now, pay later (BNPL). We break down each into how it works, its pros and cons, and the customers and industries that rely on it most.

Cards remain the primary payment method across industries. Visa, Mastercard, Amex, and Discover process billions in daily transactions, making cards a dominant choice for shoppers and businesses alike.^[4]Capital One Shopping Research. “Number of Credit Card Transactions per Second, Day & Year.” Accessed October 21, 2025. Knowing how to accept credit card payments effectively helps businesses offer their customers the most familiar and convenient payment method.

Advantages:

• Fast and familiar for customers
• Accepted in person and online
• Enhanced security with chip technology, CVV codes, and tokenization

Challenges:

• Processing fees per transaction eat into margins
• Chargebacks and disputes add operational risk
• PCI compliance required for handling cardholder data

Debit cards often cost less to process, while premium rewards cards (like travel or cash-back) can drive up fees. Understanding the difference between debit and credit card processing fees can help you minimize costs.

Businesses can accept credit and debit card transactions with a merchant account. While some payment providers don’t require a merchant account to accept payments, these accounts generally offer lower long-term costs, more control, and better reporting, especially for high-risk industries. 

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ACH transfers and eCheck payment processing move money directly between bank accounts. An increasingly popular choice for recurring transactions, the ACH (Automated Clearing House) Network transferred over $86 trillion in 2024 alone.^[5]Nacha. “Same Day ACH Passes Major Milestone in 2024 as the ACH Network Shows Higher Growth.” Accessed October 21, 2025.

Advantages:

• Lower transaction costs than cards
• Ideal for recurring payments or large B2B invoices
• Lower chargeback risk

Challenges:

• Slower settlement, typically one to three business days
• Some banks limit the size of ACH transactions
• Less common for day-to-day consumer purchases

Accepting ACH payments is a particularly popular choice for SaaS platforms, gyms, and subscription-based services. If you process recurring payments, ACH payments offer one of the most cost-effective solutions. Meanwhile, eChecks function like paper checks but in a digital format. After the customer approves the payment, the business completes the transfer. 

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Buy now, pay later (BNPL) services (Affirm, Klarna, and Afterpay) let customers split purchases into installments, often interest-free. 

Advantages:

• Increases order value by an average of 30% to 50%
• Boosts conversion rates for younger consumer demographics
• Integrates seamlessly into online checkouts

Challenges:

• Higher provider fees than credit cards
• Potential risk of customer overextension

BNPL accounted for over $110 billion in U.S. transactions in 2024, with projections of over $150 billion by 2026.^[6]Statista. “Estimated Transaction Value of Buy Now, Pay Later (BNPL) in the United States in 2024, with Forecasts for 2025 and 2030.” Accessed October 21, 2025. For eCommerce retailers with higher ticket items, offering BNPL can significantly boost conversions.^[7]PYMNTS. “Retailers Say BNPL Boosts Sales, Consumers Say It Keeps.” Accessed October 21, 2025. 

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Mobile wallets like Apple Pay, Google Pay, and Samsung Pay let customers tap their phone at checkout instead of pulling out a card. Adoption keeps climbing, with Capital One reporting an estimated 65.6 million Apple Pay users in the U.S. as of 2025.^[8]Capital One Shopping Research. “Apple Pay Statistics.” Accessed October 21, 2025.

Advantages:

• Fast checkout experience
• Enhanced security through tokenization and biometrics
• Popular choice among younger shoppers

Challenges:

• Requires NFC-enabled hardware
• Adoption varies by customer segment

Powered by near-field communication (NFC) technology, mobile wallet payments utilize tokenization, replacing card data with a secure transaction-based token to reduce fraud risk. Businesses without NFC-enabled terminals may inconvenience customers who prefer tap-to-pay, like Gen Z and millennial consumers.

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Digital invoicing tools like QuickBooks, Xero, and FreshBooks make it easy to send branded invoices with built-in payment links so customers can pay immediately.

Advantages:

• Seamless tracking and reporting
• Useful for freelancers, consultants, and B2B services
• Supports card and ACH payments

Challenges:

• Relies on customer action to complete payment
• Processing fees per transaction apply

Invoicing software also allows you to integrate recurring billing and sync with your CRM for better customer management.

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While cash use has declined, it still accounts for 14% of consumer payments, primarily for small purchases. Cash use significantly declines for purchases over $25.

Advantages:

• No processing fees
• Immediate settlement

Challenges:

• Higher chance of theft or counterfeit bills
• Manual reconciliation required

Cash is still useful for small-ticket retailers, quick-service spots, and neighborhood shops. Many merchants still maintain cash drawers, combining them with card readers, accepting EBT payments, and adopting mobile wallet technology to help serve all customers. Many businesses also accept gift cards, which function like a prepaid cash payment and boost customer loyalty.

For some, cash remains the most trusted form of payment, particularly for privacy-conscious shoppers. A more modern option for privacy-conscious shoppers is cryptocurrency. Uptake is growing, but still modest. In 2025, 12.4% of internet-connected adults globally had adopted some form of cryptocurrency usage.^[9]CoinLaw. “Cryptocurrency Payments vs. Fiat Payments Statistics 2025: Speed, Costs, Security Compared.” Accessed October 21, 2025. Since they’re still a niche payment option, we don’t cover crypto payments in depth here, but check out our guide on accepting cryptocurrencies if you want to be ahead of the curve.

Common Channels for Businesses to Accept Payments

Now that we’ve covered the various payment methods, it’s time to consider how these payments are processed. This brings us to payment channels: the platforms or interfaces through which customers initiate and complete transactions. Whether in-store terminals, mobile apps, or online checkouts, the right mix of payment channels can significantly impact customer experience and operational efficiency.

Method	Best For	Security	Fees
Card Readers	Small retailers, pop-ups, events	Strong	Lower
POS System	Retail shops, restaurants	Strong	Lower
Mobile/Wireless Terminals	Restaurants, delivery, field services	Strong	Mid
Hosted Checkout	Online businesses	Strong	Mid
API Integration	Custom websites or mobile apps	Strong	Varies
Virtual Terminal	Phone or mail orders	Moderate	Higher
CRM/Invoicing	Service providers, B2B, freelancers	Moderate	Varies
Recurring Billing	Subscriptions, memberships, SaaS	Strong	Varies

How To Accept Payments in Person

For many businesses (retail, restaurants, salons, etc.), in-person payments still drive revenue. Choosing the proper hardware and software depends on your workflow and customer preferences. Below, we walk through the most common in-person payment technologies so you can decide which options best suit your operations.

Bluetooth-enabled card readers pair with a smartphone or tablet to accept chip, swipe, or tap payments.

Advantages:

• Low upfront cost
• Highly portable
• Simple setup

Challenges:

• Limited functionality beyond basic processing
• May come with higher fees through third-party apps

Card readers are ideal for small businesses, food trucks, and pop-up shops. They work well for lower transaction volumes where mobility and flexibility may matter more than advanced reporting or analytics.

For businesses that handle higher volumes or want more control, point-of-sale (POS) systems go beyond payment acceptance to include inventory management, CRM, and employee controls in one platform.

Advantages:

• Robust analytics and reporting
• Supports high transaction volume
• Integrated loyalty and marketing tools

Challenges:

• Higher upfront cost for hardware and software
• Learning curve for staff

POS systems are ideal for restaurants, larger retailers, and fast-growing operations needing advanced features. For restaurants, handheld POS units can reduce table turnover time. For retailers, real-time inventory sync allows online and offline sales to stay aligned.

Mobile and wireless terminals let you accept payments anywhere, from a restaurant table to a customer’s front door during delivery. 

Advantages:

• On-the-go payments
• Supports tap-to-pay and chip cards
• Professional look and feel

Challenges:

• Requires reliable wireless connectivity
• Battery life can limit use in high-volume settings
• Often incurs higher upfront costs compared to wired terminals

For restaurants that want tableside service, delivery businesses that need to collect payments at the door, and field service providers who operate outside a fixed location, accepting mobile payments helps meet modern customer expectations.

Online Payment Acceptance Options

Accepting online payments is now a standard, expected payment channel for businesses, even those with a physical footprint. Your integration method impacts both customer experience and your own operational control.

Hosted checkout options let you accept payments online without building a system from scratch. eCommerce platforms like Shopify, WooCommerce, and BigCommerce offer built-in integrations for cards, mobile wallets, and even BNPL.

Advantages:

• Quick and easy setup with minimal technical effort
• Built-in payment integrations
• Scalable with business growth

Challenges:

• Limited customization of checkout flow and branding
• Monthly or transaction-based platform fees
• Reliance on third-party systems for uptime and security

Hosted shopping cart solutions also reduce the scope of your PCI DSS liability. They’re ideal for businesses looking to launch or expand eCommerce while keeping costs and complexity under control, freeing up time to focus on business growth.

API integration gives businesses full control over their checkout process. Developers can build branded payment pages, connect to payment gateways, and add security measures like 3D Secure. The tradeoff is that it requires technical expertise and strict PCI compliance. 

Advantages:

• Branded checkout experience
• Integrate multiple gateways and processors
• Enhanced fraud prevention

Challenges:

• Requires technical expertise
• Strict PCI compliance obligations

If control and customization are top priorities, API integration is the go-to choice, especially for tech-savvy teams building apps, platforms, or tailored checkout flows.

Accepting Payments Over the Phone and Manually

Not every sale happens online or in person. Service-based businesses and call centers often rely on manual or phone-based payment acceptance.

A virtual terminal allows you to key in card details through a secure web portal.

Advantages:

• No physical hardware required
• Useful for remote billing

Challenges:

• Higher risk of fraud
• Typically incurs higher processing fees

For service-based businesses, B2B vendors, or anyone who takes payments through the phone or invoices, virtual terminals offer a simple and accessible way to process card-not-present (CNP) transactions. However, strong fraud prevention practices are recommended, as card-not-present environments are more vulnerable to chargebacks.

Many modern CRM platforms (Salesforce, Zoho, and HubSpot) now support embedded payment links, allowing users to send invoices, accept payments, and track customer activity all in one place.

Advantages:

• Centralized billing and customer data
• Automates follow-ups for unpaid invoices
• Supports recurring and one-time payments

Challenges:

• Integration complexity may vary by platform
• Transaction fees still apply

This setup streamlines the quote-to-cash cycle for service or B2B businesses and improves cash flow visibility.

How To Accept Recurring Payments & Subscriptions

Ideal for SaaS, gyms, subscription boxes, and media platforms, accepting recurring payments provides steady revenue and improves forecasting. However, recurring payments also come with their own technical and compliance challenges.

Here are some best practices to help alleviate those challenges:

• Use card updater services to reduce failed charges.
• Notify customers before each billing cycle.
• Offer simple cancellation policies to minimize chargebacks.

Tools like Stripe Billing, Chargebee, and Recurly manage the complexity of subscription payments and recurring billing payments. They automate retries for failed transactions, provide dunning management, and keep you compliant with regulations on customer consent.

In addition to being operationally sound, predictable revenue streams improve long-term valuation. Because investors see recurring income as more stable, subscription models often sell at higher multiples than one-time-transaction businesses.^[10]Integra Business Brokers. “Why Subscription Model Businesses Sell for Higher Valuations in 2025.” Accessed October 21, 2025.

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Features That Matter to High-Risk and Regulated Businesses

Some industries face stricter payment scrutiny, including CBD, firearms, adult content, travel, and nutraceuticals. For these businesses, a traditional processor may not be enough. That’s where high-risk merchant accounts come in. These merchant accounts address these industry-specific challenges, offering the infrastructure and protection necessary for high-risk businesses to access reliable payment processing.

The sections below outline common high-risk industries, why they face added scrutiny, and how specialized accounts help them keep payments moving.

High-risk businesses are frequent fraud targets, so fraud prevention systems need to be proactive rather than reactive. Velocity filters, AI-driven fraud scoring, and chargeback alerts help keep accounts stable. Velocity checks flag sudden spikes, geolocation filters catch unusual purchase locations, and shared fraud databases identify risky buyers before approval. These safeguards help secure your account and protect your cash flow.

Not all banks will underwrite businesses in high-risk verticals. By working with a high-risk merchant service provider, you can reach an extensive network of banks willing to evaluate your application based on more than just industry labels. These industry-specific providers can help ensure your underwriting aligns with your business model, improving approval odds and long-term stability.

Nothing disrupts business like a frozen account. High-risk merchants are more susceptible to sudden terminations, often due to chargebacks or provider misunderstandings. To prevent this:

• Stay within volume limits.
• Keep documentation up to date.
• Use fraud tools and clear billing descriptors.
• Work with a provider that understands your industry.

Unlike mainstream processors that take a one-size-fits-all approach, high-risk specialists offer the infrastructure, risk management tools, and industry expertise needed to keep your account stable. Without that support, you’re more likely to face freezes, funding delays, or even sudden terminations, often with little warning. Choosing the right provider from the start can make all the difference in maintaining uninterrupted cash flow.

How To Choose the Right Payment Processor

A payment processor moves money from your customers to your bank. Most businesses either work with a merchant account provider or a payment service provider (PSP). Merchant accounts are ideal for high-volume or high-risk businesses. PSPs are quick to set up but may freeze funds or terminate accounts without notice.

When comparing options, look for:

• Chargeback and fraud support
• Industry specialization
• Compatibility with your software stack
• Responsive customer service
• Transparent pricing

The right processor should give you the tools your business needs to keep payments running smoothly.

Step by Step: Implementing a Payment System

Setting up your payment infrastructure can feel overwhelming, but these clear steps simplify the process:

1. Assess business needs: in-person, online, recurring, or hybrid.
2. Research processors that support your industry.
3. Apply for a merchant account and complete underwriting.
4. Select hardware and/or software integrations.
5. Configure and test transactions.
6. Train staff and set internal compliance procedures.
7. Monitor performance and adjust as needed.

Every step in setup makes a difference. If you skip underwriting, your account could freeze later. Testing catches problems before launch, and ongoing monitoring keeps you ahead of fraud and shifting customer habits.

Tips To Maximize Payment Acceptance and Minimize Declines

Even legitimate transactions can get declined. Here’s how to improve your approval rate:

• Use clear and recognizable billing descriptors.
• Offer multiple payment options (cards, ACH, wallets, etc.).
• Retry soft declines automatically.
• Keep cards current with an account updater service.
• Track and resolve false declines proactively.

Even modest improvements in authorization rates can translate into significant long-term revenue, especially for recurring or high-ticket transactions.

Ready To Accept Payments With Confidence and Compliance?

When it comes to accepting payments, customers want choice, regulators expect compliance, and banks demand safeguards. As a business owner, you need the right payment partner to build a system that maintains trust and fuels growth.

At PaymentCloud, we offer tailored solutions for businesses in every industry, including those with higher risk profiles. Whether you need recurring billing tools, fraud filters, or support navigating underwriting, our team is here to help you get paid without friction.

Ready to get paid? Connect with PaymentCloud today. Let’s build a payment system that fits your business.

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