Taking card payments by phone is a convenient way for businesses to accept payments when the customer and the card are not present. Whether you’re running a small business, a retail store, or a service-based company, knowing how to take a card payment over the phone can expand your payment options and help close sales quickly and efficiently.
In this guide, we’ll walk you through the process of how to take card payments over the phone, the steps involved, and how to ensure security and compliance when handling sensitive card information.
Why Take Card Payments by Phone?
In today’s ever growing digital world, offering flexible payment options is essential for meeting customer expectations. While online payments have become increasingly popular, taking card payments by phone remains a vital method for businesses to process transactions. It’s especially useful in situations where customers do not have internet access or prefer to speak directly with a business representative.
How to Take a Card Payment Over the Phone
To take card payments over the phone, businesses need a secure system in place. Here are the key steps involved in the process:
1. Set Up a Merchant Account or Payment Processor
Before you can start taking card payments by phone, you’ll need to work with a merchant account provider or payment processor that supports telephone transactions. This will allow you to accept credit or debit card payments without needing the physical card present. Popular providers in the UK include Worldpay, Stripe, PayPal and of course NMI who we partner with.
2. Use a Secure Virtual Terminal
Once you’ve set up your merchant account, you can use Agile’s Virtual Terminal to process the payment. A Virtual Terminal is a secure, web-based system that allows you to manually enter the customer’s card details. This is the primary tool used when accepting card payments by phone.
The Virtual Terminal will typically require the following details from the customer:
- Cardholder’s Name
- Card Number
- Expiry Date
- CVV Security Code (the 3-digit number on the back of the card)
- Billing Address (for verification purposes)
You’ll then input this information into the system to process the transaction. The payment will either be approved or declined within seconds.
3. Ask for Essential Information
When taking card payments over the phone, it’s important to collect the necessary details correctly to avoid errors or declined payments. Make sure you ask the customer for:
- Full name on the card
- Card number
- Card expiry date
- CVV (security code)
Additionally, many businesses ask for the customer’s billing address and contact details to help verify the payment.
4. Confirm the Payment
After processing the payment through the Virtual Terminal, you’ll receive an instant confirmation (approved or declined). If the payment is successful, inform the customer and provide them with a receipt or reference number for their records. If the payment fails, check with the customer to ensure the card details were entered correctly or ask for another form of payment.
5. Send a Receipt
It’s good practice to send a receipt to the customer via email or post after the transaction is complete. Our systems automatically issue a payment receipt via email to the customer as this not only helps with customer service, but also acts as a formal record of the payment.
Best Practices for Secure Card Payments by Phone
When handling card payments by phone, it’s crucial to maintain security and comply with legal regulations to protect both your business and your customers. Here are some best practices:
1. Ensure PCI DSS Compliance
The Payment Card Industry Data Security Standard (PCI DSS) outlines strict requirements for businesses that handle card payments. Make sure your business complies with these standards, especially when handling card information over the phone. This includes using secure systems, never writing down card details, and ensuring that your Virtual Terminal is encrypted.
2. Keep Phone Lines Secure
Ensure that your phone lines are secure and that there are no potential vulnerabilities. Avoid using unencrypted VoIP (Voice over Internet Protocol) services for processing payments, as they may not be secure enough.
3. Verify the Customer’s Identity
It’s important to verify the identity of the person making the payment. Ask the customer to confirm their full name, billing address, and other details to ensure they are the rightful cardholder.
4. Be Aware of Fraud Risks
Unfortunately, card-not-present transactions (including phone payments) are more susceptible to fraud. Always be cautious, and if something seems suspicious, consider asking for additional verification or declining the payment.
Advantages of Taking Card Payments by Phone
Offering the option to take card payments over the phone can benefit your business in many ways:
- Increased Sales: Some customers may prefer phone payments, especially older individuals or those without access to online payment systems.
- Flexibility: It allows you to complete transactions on the go, without needing the customer to be present or online.
- Quick Payment Process: Once set up, the process is straightforward and can be completed in minutes, ensuring faster payment collection.
Why Choose Agile Payment Solutions for Phone Payments?
At Agile Payment Solutions, we provide secure and efficient systems for taking card payments over the phone. Our tailored solutions ensure compliance with industry standards, offer easy integration with your business operations, and provide the highest level of customer support.
Furthermore, unlike physical PDQ terminals which often attract a monthly rental fee per terminal, we simply charge a small monthly fee which is fixed and does not increase in line with user numbers.
So regardless of whether you have 2 or 200 staff looking to take payments over the phone, our fees remain the same, which cannot be said when renting additional PDQ devices.
Whether you’re a small business or a growing enterprise, we can help you streamline your payment processes with our innovative and secure payment systems.
Knowing how to take card payments over the phone is essential for businesses that want to offer a flexible and convenient payment option. By following best practices and using secure systems, you can ensure a smooth and secure payment experience for both you and your customers.
If you’re looking to implement a secure, robust, and cost effective system, Agile Payment Solutions can provide the support and technology you need. Get in touch with us today to learn more!
