Choosing a card machine starts with where you take payments, how much you process and which features staff need. A low advertised transaction rate is only useful if the terminal, contract and total cost suit your business.
This guide covers the main decisions. For shorter answers to individual questions, visit our Card Processing FAQs.
Understanding the Costs Behind Every Transaction
Ask for a written schedule showing which charges apply to your business:
| Cost | What to check |
|---|---|
| Processing | Percentage rates, fixed transaction charges and any differences by card type |
| Terminal | Purchase price, rental or subscription, accessories and replacement cover |
| Authorisation | Whether there is a separate fee and which payment attempts attract it |
| Monthly minimum | Which processing fees count towards it and how a shortfall is billed |
| PCI support | What assistance is included and what you must still complete |
| Refunds and disputes | Handling fees and whether original processing charges are returned |
| Exit costs | Notice requirements, equipment returns and any termination fees |
Some charges may be included in a package or may not apply. Compare a representative month, and include separate hardware invoices so the calculation covers the full arrangement.
The Payment Systems Regulator explains that limits on certain interchange fees do not cap the whole merchant service charge. For a closer look at pricing models and statements, read our card machine transaction fees guide.
Mobile Versus Countertop Terminals
A countertop terminal stays by the till and may use Ethernet or Wi-Fi. A portable terminal can be carried around a venue, using a supported wireless connection. A mobile terminal uses cellular data, allowing payments away from your premises where its supported network is available.
These categories overlap: a handheld device may support both Wi-Fi and mobile data. Another reader may need a paired phone. Ask about the specific device, rather than relying on its marketing label.
For a shop, test the connection at the checkout. For table service, test it across the venue. For markets or customer visits, check mobile coverage where you actually trade. Battery capacity, receipts and charging arrangements also matter.
Our mobile, portable and countertop comparison explains these choices in more detail.
How to Compare Card Machine Providers
- Gather your figures. Record monthly card turnover, transaction count, average sale value and card mix. Use several months where trading is seasonal.
- List essential features. Include payment locations, printed or digital receipts, supported card brands and any electronic point of sale (EPOS) integration.
- Request comparable quotes. Give each provider the same figures and ask for the complete fee schedule.
- Read every agreement. Check the processing service, terminal rental and any software subscription separately.
- Confirm daily operations. Ask about payout cut-offs, support hours, replacement arrangements and what happens during an outage.
AARUBI's Card Statement Analyser can help identify charges to review. Check the extracted figures against the original statement before using the comparison.
Payout Timing and Contract Length
Ask when sales become eligible for payout, which days count, and whether faster payout carries an extra charge. Weekends, bank holidays, account checks and the provider's cut-off can affect when money reaches your bank. An approved payment is not the same as a completed bank payout.
Contract terms also need a careful distinction. The PSR's Specific Direction 16 limits the initial term of qualifying terminal hire contracts to 18 months, with monthly terms afterwards. Its scope depends on the provider, merchant and contract; it does not set the term of every separate acquiring or software agreement.
Ask the provider to explain which rules apply to your proposal and any exit costs. A rolling agreement can provide flexibility, but compare its full cost and notice terms too.
Payment Security and Support
The Payment Card Industry Data Security Standard (PCI DSS) applies to payment-processing businesses of every size. Your acquirer or card brand determines the relevant validation requirements. Paying a support fee does not itself complete your obligations. See PCI's small-merchant guidance.
For support, get the service hours, fault-reporting route and replacement arrangements in writing. Ask whether replacement cover includes accidental damage and what you can do while waiting for a device.
Your Next Step
Prepare a recent merchant statement, your terminal agreement and a list of the features you need. Contact AARUBI to discuss the available options, or use the Card Processing FAQs to check individual terms before you proceed.
