How To Set up Credit Card Processing as a Field Service Worker 

Does your field service business accept credit card payments? If the answer is no, it might be time to reconsider.  

Credit card payments are incredibly convenient for both the business and its customers. And it’s not just about convenience either. Allowing customers to pay with cards solves most, if not all, of your payment issues. 

If you’re wondering where even to begin, we’ve got you covered! Implementing credit card processing is actually easier than you might think. 

To accept credit card payments, you’ll need a field service credit card processing system. That’s a third-party merchant service that facilitates credit card transactions. We’ll dive into that more below.  

In this article, you’ll also read about:  

• How credit card processing works 
• The importance of credit card processing in field service businesses 
• How to choose the right payment system for your business 
• What it takes to set up a credit card processing system 
• Best practices for efficient and secure credit card payments 

Let’s get started. 
 

RELATED ARTICLE: What Is Payment Processing? 

Understanding Field Service Credit Card Processing 

We’ll start with the basics: what is credit card processing? 

Let’s look at what happens when a customer swipes their card or taps “Pay.” Every credit card transaction involves six key players:

1. Cardholder—the customer making a payment 
2. Issuing bank—the bank servicing and funding the customer’s credit card 
3. Merchant—the business receiving the credit card payment 
4. Merchant bank (receiving bank)—the bank account in which the credit card payment is deposited 
5. Card networks—financial services, such as Mastercard, Visa, and American Express, that allow transactions between different banks 
6. Payment processor—the card processing system that manages the flow of transactions 

The payment processor authorizes and secures transfers from the cardholder through a card network to the merchant. They also provide the hardware and software tools required for credit card payments. 

Usually, the merchant pays for the service. Most credit card processors charge a small fee for every transaction. Others charge a flat monthly subscription fee. 

But why trouble yourself with credit card processing? You can still get paid in other ways, such as cash, checks, and bank transfers. 

Card payments have unique perks. Here are five reasons why your field service business needs credit card processing: 

No Missed Sale Opportunities 

As of 2023, 82% of US adults had a credit card. And each consumer had an average of 3.9 credit cards. Credit cards are not only prevalent but also the most preferred mode of payment. In 2023, credit cards covered 32% of payments. 

So, accepting credit cards allows many of your customers to make payments. You might even lose some customers for not accepting credit cards. And since credit cards are detached from cash, customers are more comfortable making larger payments. 

Fast Payments 

Credit card processing takes mere seconds. With technologies such as Tap and NFC (Near Field Communication), payment is almost instantaneous. 

You don’t have to wait for bank confirmations or checks to clear. That means no delays in payments. 

Payments On the Go 

With credit cards, you can get paid anywhere. You can receive payments when out in the field, in your office, or on the go. 

That convenience works both ways too. The customer has several choices when it comes to payments. For instance, they may use their smartphone, computer, or mobile card reader. They can even pay with a virtual credit card. 

Easy Bookkeeping 

Credit card payments greatly simplify bookkeeping. Once integrated with your accounting system, the credit card processor automatically logs payments in a ledger. So you don’t have to record each payment manually. 

Also, these are paperless transactions. There are no physical receipts or invoices to file. 

RELATED ARTICLE: How Field Service Companies Can Improve Cashflow with Digital Payments 

Legitimize Your Business 

Accepting credit cards improves your business’s credibility. Credit cards are generally accepted as a secure way to make legitimate payments. In other words, customers trust credit cards. 

By extension, offering credit card payments is a strong indication of trustworthiness. It also shows that your field service business is professional and credible. 

Choosing the Right Credit Card Processing System 

There are many credit card processors available to merchants. While they all serve the same purpose, each solution has unique pros, cons, and ideal use cases. 

How do you choose the right credit card processor for your field service business? 

The trick is to weigh all your options. To help you out, here’s a list of things to consider when choosing a credit card processing system: 

Type of Processor 

There are several different types of credit card processors. The main ones include:

• Web-based credit card processors 
• Payment apps 
• Mobile card readers 
• Point-of-sale (POS) payment systems 

Look for a credit card processor suitable to the field service industry. Your best option is likely something you can use on the go, like a mobile card reader or payment app. 

Supported Payment Methods 

Which payment methods or card networks does the system support? Choose a credit card processor that accommodates a wide range of payment options, not just credit cards. 

Pick a processor that supports debit cards and digital wallets as well. Digital payment methods such as PayPal, Apple Pay, and Google Pay are quite popular among consumers. 

Integration 

Check how well the credit card processor fits with your existing infrastructure. Is it compatible with your field service software and business operations? 

Most credit card processors provide dedicated software, APIs, plugins, or hardware to facilitate smooth integration. 

Pricing and Fees 

Cost is a significant factor when choosing a credit card processing system. Normally, credit card processors charge three main types of fees: 

1. Payment processing fees—pay for the processing service 
2. Interchange fees—go to the issuing bank 
3. Assessment fees—go to the card network 

The total charge per transaction rarely exceeds 4%. However, the pricing structure can greatly impact the final cost. Credit card processing companies typically structure their prices in one of four ways:

• Flat-rate pricing: You pay a flat rate for every transaction. 
• Interchange-plus pricing: Each of the three fees is calculated and charged on the fly. 
• Tiered pricing: You pay a percentage of the transaction total plus a flat fee based on the card type. 
• Membership-based pricing: You pay a flat monthly or annual membership fee. 

Contract Structure 

Many credit card processors offer long-term (4+ years) contracts with hefty cancellation fees. They lock you in, making it difficult and expensive to switch to another provider. Look for a service provider that offers annual or even monthly contracts. 

Security and Compliance 

Ensure the credit card processing service is secure and compliant. Payment information is regarded as “highly sensitive” and must be protected. The PCI DSS (Payment Card Industry Data Security Standard) sets rules and guidelines for securing credit card information. 

Check that the processor is PCI DSS compliant. 

Customer Support 

Choose a credit card processor with 24/7 customer support and dedicated account managers. That way, they can promptly resolve any payment issues that arise. Ongoing, responsive support helps keep payment interruptions to a minimum. 

FROM ONE OF OUR PARTNERS: What Is a Payment Gateway for Online Business? 

Setting Up Your Field Service Credit Card Processing System 

A field service card processing system makes it easy to request, receive, and track payments. The system works behind the scenes; there’s really nothing for you to do. However, it must be set up properly to work smoothly. 

Here are the 5 easy steps you can take to set up a field service credit card processor: 

Step 1: Open a Merchant Account 

The first thing you’ll need is a merchant account. This is a bank account made specifically for receiving credit and debit card payments. It holds and secures funds from the issuing bank before they are deposited to the actual receiving bank account. 

Note: a merchant account is not the same as a business account. 

Nowadays, most credit card processors will open a merchant account for you. The account comes as a convenient part of the service package. All you have to do is fill in your business details. 

Step 2: Sign Up for the Credit Card Processing Service 

Fill out an application with your chosen credit card processing firm. They’ll likely ask to see your field service license, EIN, and any other supporting documentation. The service provider just wants to ascertain that you are a legitimate business. 

After registering, you’ll get a merchant account and an online merchant portal. From there, you can select your preferred service and pricing package. But all that depends on the credit card processing firm. 

Step 3: Get the Necessary Hardware and Software 

The credit card processor may require you to download and install some software, smartphone apps, or web plugins.  

Another handy tool for field service providers is a mobile card reader. It’s usually more reliable than smartphones and web apps when out in the field. You can get a mobile card reader from any electronics dealer or your credit card processor. 

Step 4: Integrate the Credit Card Processor 

By this point, you should have all you need to start receiving payments. What remains is to put everything together. 

For starters, link the merchant account to your bank account. Then, bring the apps and mobile card readers online. And crucially, synchronize the system with your accounting and field service management solutions. 

Step 5: Train Your Field Service Workers 

Finally, train your employees on how to use the new system. The last thing you want is payment delays or errors because someone pressed the wrong button. 

Fortunately, most credit card processing services are pretty straightforward. It shouldn’t take long for everyone to master charging credit cards.

Best Practices for Secure Transactions 

First and foremost, work together with your processor to meet PCI DSS compliance. This is particularly important if you have a payment page on your field service website. 

Compliance with PCI DSS means meeting 12 basic requirements grouped into six categories. But generally, it all comes down to protecting cardholders’ information. 

Non-compliance can lead to heavy fines, a ban from receiving credit card payments, and legal action. 

Here are other ways you can protect your customers’ sensitive data: 

• Enable multi-factor authentication for customers making payments. 
• Implement fraud detection and prevention tools. 
• Minimize cases of chargeback. 
• Ensure your field service website is secure. 
• Conduct regular security training, tests, and audits. 
• Cut out any unnecessary fields in the payment form. 
• Never allow customers to send credit card information via email or text. 

FROM ONE OF OUR PARTNERS: 5 Easy Ways to Accept Credit Cards 

5 Tips to Get Started with Credit Card Processing

1. Outline your payment pain points. 
2. Research the various credit card processing solutions. 
3. Find the best-fit credit card processor for your field service business (consider pricing, payment options, security, and compatibility). 
4. Work with the credit card processor to integrate the new payment system. 
5. Train employees on how to use field service credit card processing.