
By alphacardprocess September 17, 2025
Merchant services are the financial tools and systems that enable a business to accept and process payments from customers. This includes credit cards, debit cards, electronic checks (ACH), mobile wallets (Apple Pay, Google Pay), and online payments. In other words, merchant services turn customer payments into business funds.
In today’s US market, offering these services is essentially required for retailers. Customers expect modern payment options, and shops that accept cards often see higher sales. As Kearny Bank explains, merchant services allow businesses to accept cards, mobile wallets, and online transactions, helping retailers meet customer expectations.
Merchant services typically include:
- Merchant account: A special bank account to hold card transaction funds.
- Payment gateway: The secure checkout system that sends card data to processors.
- Payment processor and acquiring bank: The entities that handle transaction authorization and money transfer.
- Point-of-sale (POS) system and card terminals: Hardware and software for in-store sales.
- Fraud and security tools: Encryption, tokenization, PCI compliance, etc.
- Reporting and analytics: Tools to track and reconcile transactions. Together, these components form the merchant services ecosystem.
For example, a small boutique that only takes cash would miss many customers who prefer cards. By adopting merchant services, the boutique can accept credit cards and mobile payments at checkout, boosting sales and customer satisfaction.
In fact, merchants accepting modern payments “look more professional and trustworthy,” which helps build customer loyalty. In short, merchant services enable commerce to go fully digital, whether in a store or online.
Merchant services form a large global industry. For context, a market report shows that Asia-Pacific led online payment volume (about $2.75 trillion in 2017), followed by North America (~$2.2T) and Western Europe (~$1.5T).
This illustrates the vast scale of digital payments that merchant services support. U.S. businesses are a significant part of this market, so efficient merchant services infrastructure is crucial for American commerce.
By the numbers, this shift is dramatic. As of 2024, only about 16% of U.S. transactions were made in cash, meaning roughly 84% were paid electronically by card or digital means. Credit cards alone accounted for 41% of in-store retail sales in 2024.
Fewer than 60% of U.S. businesses even accept cash. This highlights that to serve the vast majority of customers, businesses must implement merchant services.
How Merchant Services Work

At the core of merchant services is the transaction flow that moves money from the customer’s bank to the merchant’s account. This involves several parties: the merchant, the acquiring bank, the card networks (Visa, Mastercard, etc.), the customer’s issuing bank, and the gateway/processor. Here is a simplified outline of a typical card payment:
- Customer initiates payment: The customer swipes, dips, or taps their card at a terminal, or enters card details on a website or app.
- Gateway encrypts data: The payment gateway or POS terminal securely encrypts the card data and sends it to the payment processor.
- Processor sends to networks: The processor forwards the transaction details to the acquiring bank and card networks (Visa, Mastercard, etc.).
- Issuer authorization: The card network passes the request to the customer’s issuing bank. The issuer checks for fraud and available funds, then sends back an approval or decline.
- Merchant receives response: The approval/decline is sent back through the network to the acquiring bank and then to the merchant’s POS system or website.
- Settlement: If approved, the issuing bank transfers funds to the acquiring bank, which deposits the money (minus fees) into the merchant account (typically within 1–3 business days).
This process is often called authorization–capture–settlement. For instance, Stripe describes it as the processor routing the card data to the networks and issuer, and on approval the funds flowing from the issuing bank into the merchant’s account.
In practice, most of this happens in seconds during the transaction. (Nightly batching of settlements is why merchants usually see the money in 1–3 days.) Whether the payment is in person or online, the sequence of authorization and settlement is essentially the same.
For example, hotels and rental services often pre-authorize a card for an estimated amount (a hold) and then capture the final amount later (after checkout). This shows the flexibility of merchant services workflows. The key point is that every approved sale will eventually result in a deposit to the merchant’s account, minus the processing fees.
Merchant Account

A merchant account is a special type of bank account that processes credit/debit transactions for your business. When a customer pays by card, the funds first land in this merchant account.
Later (usually 1–3 days), the money is transferred from the merchant account into your regular business checking account. Think of the merchant account as a holding tank that collects all your card sales.
In the U.S., merchant accounts are provided by acquiring banks or payment companies (for example, Chase Paymentech, First Data (Fiserv), Wells Fargo Merchant Services, and others). To open one, you typically need a valid business license or tax ID (EIN) and a business bank account.
The processor or bank will underwrite the account (checking your credit or business history) before approving it. Once approved, the merchant account is linked to your payment processor and gateway.
Once your merchant account is active, you’ll receive access credentials and often a unique Merchant ID (MID). Merchants typically reconcile statements to ensure all sales were captured.
Be aware that when funds settle, the processor deducts interchange and any fees before depositing the net amount. Always review your statements for accuracy.
Traditionally, a merchant account was mandatory to accept cards. However, if you use a Payment Service Provider (PSP) like Stripe, Square, or PayPal, that provider handles the merchant account for you.
In that case, your customers’ payments go into the PSP’s pooled account and are later credited to you, so you don’t open a separate merchant account.
Payment Service Providers (Aggregators)

Payment Service Providers (PSPs), also called aggregators or payment facilitators, let merchants accept credit/debit cards without obtaining a separate bank merchant account. Instead, merchants sign up under the PSP’s master account.
Examples include Stripe, Square, PayPal, Shopify Payments, and others. These platforms bundle the merchant account, payment gateway, and processing into one package.
With a PSP, you sign up online and can start accepting payments quickly (often within minutes or hours). When a customer pays, the PSP processes the transaction and credits your merchant balance. You can then transfer the funds to your bank account on a regular schedule.
PSPs typically charge a flat fee per transaction (for example, ~2.7% + $0.30 for credit cards). The advantages are ease of setup, simple pricing, and no long-term contracts. The downsides are higher per-transaction costs and stricter risk controls (PSPs assume risk for all their merchants).
PSPs often support multiple payment methods beyond standard cards. For example, Stripe and Braintree allow local payment options (like Alipay or iDEAL) for international sales.
Since PSPs handle many small accounts, they underwrite instantly and may hold funds briefly for risk management with new accounts. In essence, PSPs are merchant service providers acting as the acquirer, processor, and gateway on your behalf.
Payment Gateway
A payment gateway is the technology (software) that securely transmits transaction data from your business to the payment processor. It acts like an online or virtual checkout.
For example, when a customer enters their card details on an e-commerce site, the gateway encrypts that data and forwards it to the payment processor. If you take phone or mail orders, you might use a “virtual terminal” (a secure web form) which is also a type of gateway.
NerdWallet describes a gateway as “the technology that accepts a customer’s card information, encrypts it and securely sends it to the payment processor”.
Common payment gateways include Authorize.Net, Stripe Checkout, Braintree, and the built-in gateways of platforms like Shopify or WooCommerce. If you use a PSP (Stripe, Square, etc.), the gateway is usually provided for you. Without a gateway, you cannot safely transmit card information to a processor.
Integrating a gateway with your store often involves installing a plugin or using an API. Once set up, all card data flows directly to the gateway over a secure (SSL/TLS) connection. Many gateways also offer hosted payment pages so that your customers enter card details on the gateway’s secure site, reducing your PCI compliance burden.
Tokenization is another common feature: after a transaction, the gateway can return a token in place of the card number, which you can store for future recurring billing without holding sensitive data.
Payment Processor and Acquiring Bank
The payment processor is the service that handles the transaction behind the scenes. After the gateway collects the card data, the processor sends it to the card networks and issuing bank and receives the approval/decline response.
NerdWallet explains that a processor “transmits card data from a merchant’s point-of-sale system to the card networks or banks”. Companies like First Data (Fiserv), TSYS, Elavon, and Global Payments perform this role, routing transactions and handling security checks.
The acquiring bank (or acquirer) is the financial institution that maintains your merchant account. When the card issuer approves a transaction, the issuing bank sends the funds to the acquirer, which then deposits them (after deducting interchange fees) into your account.
Stripe describes acquirers as entities that “route the money that is provided by the issuer to the correct merchant account.”. Some organizations serve as both processor and acquirer, while others partner (for example, a bank might use a third-party processor).
Together, the processor and acquirer ensure data moves securely and funds move correctly. They also manage risk: if a customer disputes a charge, the processor/acquirer handles the chargeback process and compliance with card network rules.
Point-of-Sale (POS) Systems and Terminals
For in-store sales, the point-of-sale (POS) system and card terminal are how merchant services are delivered at checkout. A POS system is the combination of software and hardware (cash register, computer, tablet) that records the sale. The card terminal (or reader) is the device that reads the customer’s card or contactless payment.
When a customer pays in person, they present their card to the terminal. The terminal (using a secure connection) submits the transaction through the same authorization process described above.
Modern terminals support EMV chip cards and NFC (tap-to-pay) contactless payments. EMV (chip) cards generate a unique code for each transaction, greatly reducing fraud. Because of this security, card-present EMV transactions typically have lower processing fees than older magstripe or keyed transactions.
gives an example of a retail POS setup: a touchscreen register, an internet-connected terminal, a cash drawer, and a printer. Many businesses use integrated POS devices (like Square Stand or Clover) that include a card reader. Mobile vendors can use smartphone-based readers. Regardless of setup, the payment still flows through the same merchant services network.
Modern POS systems also integrate inventory and customer data, automatically updating stock and sales records. Note: POS hardware may have rental fees or maintenance costs. Always use EMV-capable terminals to protect against fraud and liability.
Other Payment Methods
Merchant services often handle more than just standard cards:
- ACH / eCheck: Electronic bank debits via the ACH network allow you to pull funds directly from a customer’s bank account. Processors often offer ACH processing (NACHA-regulated). ACH is useful for high-value or recurring payments (lower fees than cards, but slower settlement).
- Digital Wallets: Mobile wallets (Apple Pay, Google Pay) work through the card networks using tokenization. Transactions paid with wallets are processed just like credit/debit charges.
- Recurring Billing: If you sell subscriptions or memberships, merchant services can automate charges each billing cycle. The gateway stores a tokenized card and charges it automatically. (Subscription models are very common for many services.)
- Invoicing / Payment Links: Many gateways let you create payment links or e-invoices to send customers. For example, service providers can email a link so the customer pays online via a secure page.
- Gift Cards and Loyalty: Some POS systems integrate gift card processing and loyalty programs, tracking redemptions and points alongside payments.
- International Payments: If you sell overseas, merchant services can accept foreign cards and handle currency conversion (with fees). The processor applies exchange rates and possibly cross-border surcharges.
- Alternative / High-Risk: Certain industries (travel, adult, firearms) are deemed high-risk. Specialized merchant service providers exist for these, usually with higher fees and stricter underwriting.
All these methods funnel into your merchant account just like a normal card sale. In essence, merchant services provide the interfaces and rules for each payment type.
Merchant Service Pricing
Pricing for merchant services can be structured in different ways:
- Interchange-Plus Pricing: You pay the exact interchange fee (set by card networks) plus a fixed markup. For example, if Visa interchange is 1.8% + $0.10, and the processor adds +0.3% + $0.05, your cost is 2.1% + $0.15. This model is transparent and often best for medium-to-high volume merchants.
- Flat-Rate Pricing: A single all-inclusive rate (e.g. 2.75% + $0.30) for all card transactions. Many small-business solutions (Square, Stripe, PayPal) use flat-rate pricing. It’s easy to understand and has no monthly fees, but can cost more overall.
- Tiered Pricing: Transactions are bucketed into tiers (qualified, mid-qualified, non-qualified) with different rates. This model often obscures the true costs and can be more expensive, as many sales may fall into higher tiers.
In addition to per-transaction fees, merchants may pay: monthly fees (gateway or account fees), PCI compliance fees, statement fees, chargeback fees (e.g. $25 each), equipment rental fees, and others.
For example, if you purchase a terminal, there may be an upfront cost; or your provider may charge a $10–$15 monthly account fee. Always read the fee schedule carefully.
Credit card fees break down into interchange (paid to the issuing bank) and assessment (paid to the card network). For context, typical U.S. interchange rates are roughly:
Card Network | Interchange Fee | Assessment |
---|---|---|
Visa | ~1.15%+$0.05 to 2.40%+$0.10 | 0.14% |
MasterCard | ~1.15%+$0.05 to 2.50%+$0.10 | 0.1375% |
Discover | ~1.35%+$0.05 to 2.40%+$0.10 | 0.13% |
American Express | ~1.43%+$0.10 to 3.30%+$0.10 | 0.14% |
Table: Approximate interchange and assessment fees for major U.S. card networks.
For example, on a $100 Visa sale, Visa might take $2.10 (interchange + assessment). Your processor then deducts its fee from that. Because interchange varies by card type (rewards cards tend to cost more) and transaction mode (card-not-present is higher), interchange-plus pricing passes those differences to you. Flat-rate pricing averages them into one fee.
Below is a comparison of pricing models:
Pricing Model | Good for | Pros | Cons |
---|---|---|---|
Interchange-Plus | Larger businesses | Transparent pricing; saves money on high volume | Requires understanding the rate structure |
Flat-Rate | Small businesses | Simple to understand; no monthly fees | Can be more expensive overall |
Tiered | Legacy contracts | (Often easy to sign up) | Can be confusing; often higher costs |
In the U.S., remember the Durbin Amendment: debit card interchange for large issuers is capped (roughly $0.21 + $0.05). Credit cards have no federal cap, so interchange on rewards and premium cards can exceed 2–3%.
Security & Compliance
Accepting payments comes with strict security requirements. Key points for U.S. merchants:
- PCI DSS: All merchants must follow the Payment Card Industry Data Security Standard. This means using secure networks, encrypting stored data (if any), using strong access controls, and regularly testing your systems.
Most small merchants reduce scope by never storing card data themselves (e.g. using a payment provider’s tools or fully hosting the payment page). Even so, you’ll typically complete a self-assessment questionnaire or report to stay compliant. - EMV (Chip Cards): U.S. liability shifted in 2015. Merchants without EMV-capable terminals are liable for counterfeit fraud. Using EMV chip readers protects you. Always keep your terminals updated with the latest firmware.
- NACHA (ACH) Rules: If you process ACH debits, your provider will guide you on NACHA rules for authorization, formatting, and risk management.
- Data Security: Use end-to-end encryption on your network and terminals. Keep your Wi-Fi secure, use firewalls, and restrict terminal access. Train employees not to write down card data or share it insecurely.
Choose a PCI-compliant provider (Level 1 for large processors). Many processors offer point-to-point encryption (P2PE) or tokenization to minimize your PCI burden. Always use strong passwords and consider two-factor authentication for your merchant account dashboard.
Fraud Prevention and Chargebacks
Merchant services include tools to mitigate fraud and handle disputes:
- Fraud Filters: Many gateways allow you to block or flag transactions by country, amount, or velocity. You can require Address Verification Service (AVS) or CVV checks to ensure the buyer’s info matches the card.
- 3-D Secure: An optional extra step for online payments (e.g. Verified by Visa, Mastercard SecureCode) where the customer authenticates via their bank. When 3DS is used, liability for fraud often shifts to the issuer.
- Chargebacks: If a customer disputes a charge with their bank, a chargeback is issued. The transaction amount is pulled back from your account and you pay a fee (typically $20–$30). You’ll receive a notice and can submit evidence (receipt, proof of delivery) to contest it.
- Liability Shift: Using EMV chip readers and supporting 3DS helps protect you. For example, if a transaction was authenticated by 3DS or processed via EMV, the card networks typically hold the issuer responsible for fraud, not the merchant.
Monitor your chargeback rate carefully. Excessive chargebacks (often defined as >0.5%–1% of sales) can lead to fines, higher fees, or account termination.
Some providers offer chargeback alerts or even chargeback “insurance” programs. Always keep clear sales records (signed receipts, delivery tracking) so you can fight illegitimate disputes.
Choosing a Merchant Service Provider
When selecting merchant services, consider:
- Payment Methods: Does the provider support all card types (Visa, Mastercard, AmEx, Discover) and other methods you need (ACH, wallets, etc.)?
- Pricing and Fees: Compare the total cost – per-transaction rates, monthly fees, PCI fees, etc. Beware of hidden fees (statement fees, minimums, cancellation fees).
- Ease of Integration: Will it work with your POS or e-commerce platform? Look for providers with plugins or APIs for your systems (Shopify, QuickBooks, etc.).
- Hardware: Do they offer or sell card readers/terminals? Are there rental fees? Is the equipment EMV/NFC-capable?
- Support and Contract: What kind of customer support is available (24/7, on-site, etc.)? Are contracts short-term or multi-year? Check if there are early termination fees.
- Security: Ensure they are PCI-compliant and have fraud tools. Ask about encryption and data protection measures.
For small businesses, popular choices include Square, Stripe, PayPal (PayPal Here/Pro), and Clover. For larger businesses, consider traditional processors (Fiserv, Global Payments) or bank merchant services (Chase, Wells Fargo).
Always read user reviews and ask peers. Sometimes negotiating with a processor or bundling multiple locations can lower rates.
If you already use a business bank, check their merchant offerings. However, do not feel obligated – third-party services often have more modern features. For example, many e-commerce platforms (like Shopify) have built-in payment services to simplify the process.
Getting Started: Setting Up Merchant Services
- Assess Your Needs: Determine your expected sales volume and payment methods needed (in-store, online, mobile). Decide what hardware or integrations you require (fixed terminals, mobile readers, or a web gateway).
- Compare Providers: Research merchant account providers and PSPs. Look at pricing (flat-rate vs interchange-plus), fees, contract terms, and features. Pay attention to transaction volume and growth plans. Some specialize in particular industries or business sizes.
- Gather Documentation: You will typically need your business license or tax ID, a business bank account number, and owner identification. Some providers may ask for recent financial statements or proof of a website.
- Apply for an Account: Fill out the application with your chosen provider (online or via a sales rep). They will review your business and risk profile. Approval can be quick (minutes with a PSP) or take days (bank underwriting). You may need to sign a merchant agreement.
- Set Up Hardware & Software: Once approved, install your POS terminals and configure the system. For in-store, connect your card reader to your processor (via Ethernet/Wi-Fi). For online, add the payment gateway plugin or SDK to your website and configure API keys.
- Test Your Setup: Run a few test transactions (small amounts) to ensure cards are processed correctly. Verify that the sales appear in your merchant dashboard and that funds will settle to your bank.
- Train Staff & Go Live: Ensure your team knows how to operate the terminals or checkout process, including handling errors or declines. Once everything works, you can fully launch and start accepting payments.
Example Scenarios
- Small Retail Shop: Jane owns a clothing boutique. She uses Square for in-store sales and Stripe for her online store. She signed up online with both services, plugged in a Square reader at her register, and enabled Stripe Checkout on her website.
Customers can swipe/tap cards in-store or pay online seamlessly. Square deposits her sales the next day, and Stripe sends payouts weekly. This setup lets Jane focus on her business without complex contracts. - Online-Only E-commerce: TechGear is a startup selling gadgets online. It uses Shopify with Shopify Payments (powered by Stripe). Setup was simple: they enabled the payment gateway in their Shopify store and started selling immediately.
All credit cards are processed instantly on their site. They pay ~2.9% per sale, but in return get fraud protection and quick access to funds. As they grow, they plan to compare other processors for better rates. - Service Provider: ABC Consultancy bills clients via emailed invoices. They signed up for PayPal Payments or Stripe Invoicing. Clients receive an email with a payment link that goes to a secure page.
When paid, ABC sees the transaction in their dashboard and the funds deposit to their bank. This replaces handling paper checks and speeds up payment. - Food Truck/Mobile Vendor: Maria runs a food truck and needs mobility. She uses Square’s mobile app with a card reader on an iPad. At events, she taps customer cards or phones to her mobile reader.
The payments use her cell phone or Wi-Fi to connect to the processor. Even on the move, she offers full payment options to her customers.
Frequently Asked Questions
Q: What exactly are merchant services?
A: Merchant services encompass everything that allows a business to accept electronic payments: a merchant account, payment gateway, payment processor, POS terminals, and related tools.
Q: Do I need a merchant account to accept cards?
A: If you use a traditional processor (bank or ISO), you need a merchant account. If you use a PSP (Stripe, Square, PayPal), they provide their own account, so you don’t open one yourself.
Q: How much do merchant services cost?
A: It varies. Small businesses often pay around 2–3% per card transaction. Flat-rate providers charge ~2.7% + $0.30. Interchange-plus deals might be as low as ~1.6% + $0.10 for large volumes. Also expect some monthly fees (gateway, PCI, statement fees) and chargeback fees.
Q: How long does it take to get paid?
A: Typically 1–3 business days after each transaction. Some providers offer faster or same-day funding for an extra fee. ACH transfers generally take a few days longer.
Q: What is a chargeback?
A: A chargeback happens when a customer disputes a charge with their bank. The bank reverses the transaction and funds are pulled from your account. You then pay a chargeback fee (usually $20–$30) and provide evidence (receipt, proof of delivery) to fight it. If you lose the dispute, you forfeit the sale.
Q: Why do some payments get declined?
A: Common reasons: insufficient funds, expired card, incorrect info (CVV, ZIP), or suspected fraud. Sometimes network issues or provider restrictions (too many disputes) can also cause a decline.
Q: Can I accept credit cards without a website?
A: Yes. You can use a virtual terminal in your gateway/processor dashboard to key in card details (for phone or mail orders). You can also send customers a payment link or invoice to pay online.
Q: What is a payment facilitator (PayFac) or ISO?
A: A PayFac (like Stripe, Square) underwrites merchants under its own account and enables instant onboarding. An ISO (Independent Sales Org) is a reseller that signs merchants up on behalf of a bank sponsor.
Q: Can I add a fee (surcharge) for card payments?
A: Many states now allow a small credit card surcharge (usually limited to your actual cost) if you disclose it clearly. This doesn’t apply to debit cards. Read your state and network rules carefully before implementing a surcharge.
Q: What if my business is very small?
A: Even very small sellers can use merchant services. PSPs like Square have no minimums or contracts, so you can sign up and cancel anytime. It’s often worth it to capture card sales, even at 2–3% fee, rather than lose customers who only have cards.
Q: How can I reduce processing costs?
A: Use interchange-plus pricing if possible, encourage PIN debit (which is cheaper), and avoid keyed-in transactions. Keep your merchant profile healthy (low chargebacks) to qualify for better rates. If volume grows, negotiate a better deal.
Q: What is 3-D Secure (3DS)?
A: 3DS (like Visa Secure/Verified by Visa) is an extra authentication layer for online payments. It sends a one-time code or verification to the cardholder during checkout. When used, the card network often assumes fraud liability, which can help the merchant.
Q: How do refunds work?
A: You issue a refund through your payment system. The money is returned to the customer’s card, and your merchant account balance is debited. Usually, refunds take a couple of days to show up on the customer’s statement.
Q: How can I compare providers effectively?
A: Evaluate your monthly volume, average ticket size, and sales channels. Get quotes from both banks and PSPs. Be sure to ask for a sample merchant statement to see all fees laid out (or use a processor that provides full interchange-plus breakdown). Factor in hardware, support, and ease of use as well as cost.
Key Takeaways for Merchants
- Review your processing statement each month to ensure fees match expectations. With interchange-plus pricing, you’ll see exact interchange fees; with flat-rate, fees are bundled.
- Stay on top of PCI compliance requirements. Even if you outsource security, you may need to submit an annual questionnaire or network scan.
- Keep hardware and software updated. Outdated terminals can be security risks and may not accept new payment features.
- Train staff on payment policies. Simple errors (like incorrectly split checks or unsigned receipts) can lead to chargebacks.
- Take advantage of built-in analytics and reporting. Understanding your sales and payment trends can help you make better decisions and negotiate rates.
- Periodically re-evaluate your provider. As your business grows or changes, a different solution might offer lower fees or better features. Shopping around every year or two can ensure you’re not overpaying.
- Consider the customer experience. Offering multiple payment options (tap, swipe, online, invoice links) can win you more business.
Looking Ahead
Payment technology keeps changing. New real-time bank payment systems (like The Clearing House’s RTP or FedNow in the US) may eventually allow instant bank transfers with lower fees. Emerging methods (QR-code payments, mobile wallets, buy-now-pay-later) are becoming standard.
Despite these innovations, the core of merchant services remains the same: securely authorizing payments and moving funds to your account. By staying informed about new payment options and regularly reviewing your setup, your business can adapt and thrive in the evolving payment landscape.
Merchant services are the complete set of solutions for accepting electronic payments. For U.S. businesses today, having reliable merchant services is essential to serve customers effectively.
We have covered the key components – merchant accounts, gateways, processors, POS systems, and more – and how they work together. With this understanding, even a beginner can choose the right setup and ensure smooth, secure transactions.
Effective merchant services allow your business to focus on sales, while the provider handles the payment “plumbing.” This leads to faster access to funds, higher sales potential, and happier customers. In the end, accepting modern payments is a necessity – not an option – for businesses that want to compete.
By choosing the right provider and staying up to date with security and trends, you can confidently expand your payment options and grow your business.