How to Set Up Card Readers for Technicians in the Field  

Card payments are increasingly popular. The U.S. Federal Reserve found that 73% of Americans prefer paying with credit or debit cards. Only 19% of people preferred cash. Point-of-sale terminals can handle these transactions in regular retail settings. But what about field service technicians who work in the field? 

Service technicians who are out in the field can’t use traditional retail payment terminals. Instead, they need mobile payment solutions to process customers’ payments. In this article, we’ll explore these payment options. We will look at the limits of other payment methods and explore the pros of mobile processing. 

We will then delve into setting up mobile payment systems. And we’ll cover integrating these solutions with standard payment software. You’ll also discover the best ways to train employees on these new systems. Finally, we’ll give you tips to help you take the first steps in setting up your mobile payment solution. 

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Understanding the Need for Mobile Payment Solutions in Field Services 

The mobile card reader market is growing. In 2022, it was worth $10 billion worldwide. That figure is projected to increase to $65 billion by 2032. Why such impressive growth? One of the reasons is the limitations of traditional payment methods such as cash and checks. 

Here are the drawbacks of having field technicians rely on traditional payments: 

• Security risks: Technicians may be less secure when accepting large cash payments. They may have to carry this cash to their other appointments for the day. 
• Payment delays: It may take time to process check payments. Also, because of the delay, you are unsure if the payment will go through. For example, there is a risk that the check could bounce. 
• Lack of integration: It’s harder to track cash and checks. You cannot integrate these traditional payments into accounting software. Instead, you often have to enter amounts by hand. This increases the amount of time you’ll have to spend on bookkeeping. 
• Inconvenience: Your customers may find paying by cash or check inconvenient. 46% of Americans didn’t write a single check in 2023. Many of these people don’t even have a checkbook anymore. They may find it inconvenient to get cash to pay for your services. 
• Administrative burdens: It takes time for your office staff to generate, send, and follow up on invoices. These bottlenecks can lead to payment delays.   

Mobile payment solutions can help you avoid these issues. You’ll be able to streamline workflows, operate more efficiently, and increase cash flow. 

The Benefits of Mobile Payment Solutions 

Here are the benefits you can expect after you set up your mobile payments system: 

• Better security: Mobile payment processors encrypt payment information. Hackers cannot see the financial details during the transaction. Also, your technicians won’t have to carry cash in their vehicles. 
• Processing speed: You and the customer can confirm that the payment went through in a few seconds. You can ask them for an alternative payment if their first choice does not go through. 
• Customer satisfaction: Customers can pay you with whatever method they prefer, such as a credit card or even a mobile wallet such as Google Pay or Apple Wallet. This leads to a better overall customer experience. 
• Easier bookkeeping: You can automate record-keeping. The system will send transaction data to your bookkeeping software. You won’t ever have to enter payment totals manually. 

These benefits have led to the increased use of mobile card readers in many industries. 

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Setting Up Mobile Payment Solutions for Technicians 

You’ll need to take several steps when setting up payment solutions for your field techs. The first factor is finding a payment processing system that meets your needs. Solutions for the field have different qualities than store-based point-of-sale terminals. 

Here are the factors you’ll need to think about when making this choice: 

• User interface: The system should be intuitive. In other words, technicians should be able to use it without much training. 
• Number of payment options: The payment solution should accept credit and debit cards. But you can also consider payment apps like Apple Pay. Technicians will be able to accept any type of payment customers want to use. 
• Customization: See if you can change aspects of the payment system to meet your needs. For instance, check if the system allows you to change prices or add promotional rates. You should be able to make these changes easily from a central interface. 

Finally, you should look at the customer support options. Technicians should be able to contact the payment company easily at any time. And they should be able to get basic support immediately regardless of the time. 

Pay Special Attention to Compatibility 

Compatibility is one of the most important factors to consider. The payment solution should work with different devices. It should also function on different operating systems.  

For instance, check that it works on both Android and Apple (iOS) devices. Then, see if the system can handle different types of cards. These include contactless cards and standard cards with a magnetic strip. You will also need to consider chip cards that require the user to enter a PIN. 

Also, you need to consider how the card reader connects to the device. Wired connections are available with a headphone jack or USB port. Some readers are wireless and pair with phones via Bluetooth. You’ll want to make sure the reader you choose is compatible with your technicians’ devices. 

Get Feedback from Your Technicians 

You should involve your technicians in the decision-making process. They are the ones who will use the payment systems. Ask which devices they are comfortable using, and get insights about which payment types customers prefer to use. 

Also, listen to your technicians’ concerns. Perhaps they are worried about the security of the card reader. Or they want to be sure customers will understand how to use the payment system intuitively. 

Take these concerns and feedback into account when choosing your mobile payment solution. Incorporating what you hear from your techs will make them happier in the field and give them more time to focus on your growing business.  

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Integrating Card Readers with Payment Software 

You will need to choose the hardware and point-of-sale system. But you’ll also need payment processing software. Your payment processor takes the data from the card reader and sends it to the bank. 

The software should provide you with the features you need. These might include the ability to save prices for different services or an interface that allows technicians to make detailed bills or invoices.  

These features can help your technicians look more professional. And customers will appreciate this detail, as they will be able to see a list of services and the cost of each. 

Setting Up a Payment Processing Gateway 

Another key component you’ll need to set up is a payment processing gateway. This platform handles the middle step in payment processing. It takes the data from the card reader and mobile device. Then, it verifies the information and checks that the account has enough funds. This saves you from processing payments that won’t go through. 

Gateways also increase security. They help encrypt information. This means that no one can see the data while it goes between the mobile payment terminal and the bank. 

Most importantly, the gateway speeds up the payment process. It automates many of the steps. After the customer swipes, inserts, or taps their card, the software and gateway take over. They automatically check and send the information, and they verify it quickly. 

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Training Your Techs on Using Card Readers Effectively 

Your technicians need to be comfortable using the payment processing system. First, you should get feedback to learn about their needs and concerns. Take these into account when selecting the system. 

After you choose a payment processing option, the next step is to train the users. This step is vital. Technicians have to be comfortable using the mobile payment solution without guidance. They will have to use it alone in the field. 

Also, customers may need guidance to make the payment. Your techs need to know the system well enough to show the customer how to use it. 

You can start by offering instructions. Then, give your employees a chance to practice. Use demo transactions or make small transactions. This allows techs to gain confidence using the system. And they have a chance to ask questions and correct mistakes. 

Ensure Security and Compliance 

Pre-roll-out testing and training also lets you fine-tune security. Here are some tips for ensuring the financial information is secure during transactions in the field: 

• Use multi-factor authentication and secure logins. This ensures others can’t access the mobile devices and see payment information. 
• Ensure the system complies with the Payment Card Industry Data Security Standard (PCI DSS). This is required for businesses processing payments. 
• Verify that the payment system uses end-to-end encryption to protect data during the transaction. 
• Make policies to manage mobile devices. For instance, create rules to keep technicians from downloading dangerous apps or malware. Hackers can use these to gain access to your payment system. 

Also, consider state and local rules about data privacy and payment security. These vary and could require more steps than the PCI DSS. 

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3 Tips to Get Started with Mobile Payment Solutions 

You don’t need to get a mobile payment solution right away. But you can take steps to start the process of choosing the right option. Here are three tips for getting started today: 

• Look for demos. Some companies may offer demo accounts. Or they could let you and your techs try the payment processing system before you buy it. 
• Talk to customers. See what solutions your customers would prefer. They may be more comfortable with certain brands or device types. Use these insights to narrow down your choices. 
• Gauge fees. All payment processing systems charge fees. This is usually a percentage of the transaction. Learn how much these costs are for each option you are considering. 

With these steps, you can set the stage for choosing the best mobile payment solution for your needs.