How to Accept Card Payments as a Small Business in the UK & Ireland (2025 Guide)

If you run a small business in the UK, accepting card payments is no longer optional – it’s expected. Whether you’re operating a coffee shop, a salon, or a pop-up market stall, your customers want fast, secure, and convenient ways to pay.

In this guide, we’ll break down everything you need to know about accepting card payments, from choosing the right card machine to understanding transaction fees — with practical tips for keeping costs low and the setup process simple.

Why Accepting Card Payments Matters

More than 80% of UK retail transactions now happen via card or digital payment. If you’re still relying on cash only, you’re likely missing out on sales — and frustrating customers in the process.

Card payments help your business:

• Improve customer experience

• Increase average transaction size

• Compete with larger or chain retailers

• Reduce the risk and hassle of handling cash

Step-by-Step: How to Accept Card Payments

1. Choose a Card Machine (or Reader)

The right card machine depends on how and where you do business:

• Countertop Machines – Ideal for traditional till setups

• Portable Machines – Great for hospitality and table service

• Mobile Card Readers – Perfect for pop-up shops or delivery drivers

• Integrated POS + Payment Systems – Best for businesses wanting everything in one place

2. Pick a Payment Provider

Your payment provider securely processes transactions between your customer’s card and your bank account. When choosing one, look for:

• Clear, transparent pricing

• No long-term contracts or setup fees

• Quick settlement of funds

• Easy-to-use hardware and support

Tapapay offers straightforward fees based on card type, so you always know exactly what you’re paying. There are no complicated contracts, and setup is quick — ideal for small businesses looking for simplicity and value.

3. Understand Fees and Costs

Not all card payment providers are upfront about what you’ll actually pay. Some use confusing pricing models or vague terms without clearly stating how rates vary by card type or payment method. This can make it hard to work out your true costs — especially once your monthly volume grows.

Here’s what to look out for:

• Transaction fees – Often made up of a fixed fee per transaction (e.g. 5p–10p) plus a percentage, which can vary depending on whether it's a debit, credit, or international card.

• Hardware costs – Some providers charge a one-time cost or monthly rental for your card machine or reader.

• Additional fees – These can add up quickly, and may include:

  • Gateway fees (for processing online or integrated payments)

  • PCI compliance charges

  • Refund or chargeback fees

  • Minimum transaction fees (if your monthly sales are low, some providers charge the difference up to a minimum fee threshold)

  • Service or support fees

Tip: Ask providers for a full written breakdown of all fees — including any monthly minimums or extra charges. Be cautious of any provider that doesn’t clearly show rates by card type or uses vague, all-in-one pricing statements.

With Tapapay, pricing is completely transparent. You’ll see exactly what you’re paying per transaction, based on the type of card used — no hidden gateway charges, no minimum transaction fees, and no nasty surprises.

4. Set Up Your Account

Before you can start taking payments, you’ll need to complete a quick onboarding process with your provider. This is usually straightforward and can be done online.

To comply with KYC (Know Your Customer) regulations, you’ll typically be asked for:

• Your company or sole trader details

• A form of ID (e.g. driving licence or passport)

• Proof of business (such as a recent business bank statement or utility bill)

Once submitted, your account is usually verified within a few hours. With Tapapay, the process is simple, fast, and fully digital — so you can get up and running quickly.

5. Set Up Your Card Machine

Most card machines today are designed to be simple and user-friendly. Once it arrives, you typically just:

• Plug in or charge the device

• Connect it to Wi-Fi or (4G if standalone)

• Start taking payments!

Providers like Tapapay offer quick onboarding and remote support if needed.

6. Train Your Staff (If You Have a Team)

Make sure your staff can confidently:

• Take contactless, chip & PIN, and mobile payments

• Process refundsif required

• Troubleshoot common issues

This ensures a smooth experience for your customers and keeps things running efficiently.

7. Start Taking Payments

You're ready to go — start accepting card payments from your customers right away.

• Enjoy full transparency on every transaction, with clear breakdowns of your card fees

• Access easy-to-read statements so you always know what you’ve earned and what you’ve paid

• Funds are settled quickly and paid directly into your account

Let me know if you'd like an even more casual or step-by-step version too.

Bonus: Accept Payments Online with iWantFed and GiveaVoucher

If you're looking to expand beyond in-person payments, Tapapay also supports online payments through integrated platforms designed for UK hospitality and retail.

iWantFed – Online Ordering

Perfect for restaurants, takeaways, and cafés, iWantFed allows your customers to place orders online and pay securely by card in advance. It’s fully integrated with your POS and Tapapay, so orders flow straight into your system — no extra terminals or manual entry needed.

GiveaVoucher – Sell Gift Vouchers Online

Want to boost revenue with gift vouchers? GiveaVoucher lets customers buy and send digital vouchers online, and payments are processed seamlessly through Tapapay. It’s a great way to bring in cash flow and attract new customers.

Both platforms offer branded checkout experiences, work across mobile and desktop, and make it easy for your customers to pay how they want — from anywhere.

What’s the Best Card Payment Setup for Small Businesses?

There’s no single answer — but the best setup will be:

• Affordable and scalable

• Easy to manage day-to-day

• Clear on pricing (no hidden charges)

• Flexible enough to fit your business model

• Backed by helpful, responsive support

Tapapay was designed with independent UK businesses in mind. Whether you run a café, a shop, or a mobile service business, it’s a simple and reliable way to accept payments with no fuss.

Final Thoughts

Getting started with card payments is a lot easier than it used to be — and it opens up more opportunities for your business. With the right machine, provider, and support, you can give your customers the convenience they expect while keeping costs and admin low.

Ready to Take Card Payments?

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