Whether you’re running a bustling café, a boutique retail shop, or a pop-up market stall, one thing’s certain: If you want to accept credit or debit cards for payments, you need a payment processor. They not only allow you to process card payments, but they also are a critical part of your customer experience and cash flow.

But not all payment processors are created equal. Hidden fees, hardware rental costs, payout timing, and other factors found in the fine print can make or break your bottom line. Some payment providers are tailored for high-volume retail, while others are more suited for mobile hospitality setups, there are many options to choose from. It’s easy to get lost in the jargon and the details.

To help make the decision easier for you, we’ve broken down the five key decisions every business should consider before signing up for a payment processor. Whether you need integrated payments at the till, flexible terminals for seasonal surges, or faster access to your funds, we’ll help you cut through the noise and choose a provider that fits your operation. Let’s dive in!

What Is a Payment Processor?

Before we get to the factors that can influence your decision, it’s important to understand what a payment processor does and their role in payments.

On a basic level, a payment processor is the behind-the-scenes engine that enables businesses to accept card payments, be they chip-and-pin, contactless, or online transactions. The payment processor acts as a bridge between your customer’s bank and your business’s account, securely transmitting payment data, verifying funds, and authorizing the transaction in real time. Once approved, the processor initiates the transfer of funds, deducts its fees, and ensures the money lands in your account, typically within a few hours or days depending on your provider.

But processing payments isn’t all they do. Most providers also supply the physical card readers (often rented separately from your EPOS system), manage PCI compliance to keep transactions secure, and handle chargebacks.

Whether you’re running a retail shop with integrated till-to-terminal payments or a hospitality venue with mobile tableside service, your choice of processor affects everything from customer experience to cash flow.

5 Things to Consider when Picking a Payment Provider

Now that we have a better understanding of what a payment provider does, let’s take a look at the top five things to consider when choosing the payment processor that’s right for your business.

1) Integrated or Standalone Payments?

The first decision is whether you need integrated payments, where the card reader connects directly to your EPOS system, or a standalone setup. Integrated systems streamline checkout by sending the purchase totals straight from the till to the card machine, reducing manual entry errors and speeding up service. This is essential for most retail environments, but not always necessary in hospitality, where staff may lock the till while processing a payment (ie. your till can only process payments from one card reader at a time). Market stalls and mobile setups often prefer standalone readers, especially if internet access is limited.

2) Costs and Cards Accepted

Not all fees are created equal, and not all customers use the same cards. Some providers offer lower rates but charge separately for card reader rental, PCI compliance, or even customer support. Others bundle everything into a higher flat rate. The key is to look at the full cost of operation: transaction fees, hardware rental, compliance charges, and any extras. A cheaper-looking deal can quickly become expensive if you’re not watching the fine print.

Additionally, before choosing a payment processor, take a close look at your customer base. If you’re in a tourist-heavy area, for example you might see more customers with American Express cards. AmEx typically charges higher fees, but it might be worth finding a payment processor that lets you accept AmEx, if you believe enough customers will want to use that as payment.

3) Flexibility and Connectivity

Not every business needs a card reader 365 days a year. Some processors offer flexible contracts or pay-as-you-go options, while others lock you into monthly fees regardless of usage. If you run seasonal events, pop-ups, or market stalls, look for a provider that lets you pause your service so you only pay when you use it.

Also consider connectivity. All card readers need internet access. But if your Wi-Fi drops, you likely need a device with a built-in SIM card and mobile data. Find out if this is included or an extra charge.

Lastly, if your reader breaks (they often do), how fast can you get a replacement. Is it covered under warranty? These details matter more than you think, especially when you’re mid-shift and the payment queue’s growing.

4) Payout Speed

Cash flow matters, especially when margins are tight. Some payment processors hold funds for several days before releasing them, while others offer next-day or even same-day payouts. A few providers pay instantly, but only if you use their linked bank account. Faster access to your money can help with stock replenishment, payroll, or unexpected expenses, so it’s worth factoring payout speed into your decision. Just be sure to check whether faster payouts come with extra fees or contractual conditions.

5) Additional Services

Beyond basic card payments, many processors offer add-ons that can streamline operations or boost customer experience. If you run a restaurant, you might want pay-at-table functionality that pulls the bill directly from the till, saving staff from manually entering amounts. Retailers may need short-term terminals to handle seasonal spikes, like holiday footfall or pop-up events. And if you sell online, integrated e-commerce payments or website plugins could be essential. Before choosing a provider, map out your full payment landscape—physical, mobile, and digital—and make sure the processor can support it all without stacking on hidden fees.

Looking for help finding a payment processor or EPOS system? Everything EPOS can help! Contact our EPOS specialists to discuss your business needs, and we’ll match you to a provider that fits your business.