The relationship between consumers and cash is constantly shifting. The UK is not yet a cashless economy; cash is still vital and the preferred form of payment for millions of people.
However, research conducted by LINK shows that consumers are withdrawing 33% less cash than they were 5 years ago. On top of that, 15% of people now say they never carry cash (up from 4% in 2019).
There are many business types that, for decades, have typically received a high proportion of their payments in cash; these include:
- Tradespeople, such as electricians, plumbers, decorators, plasterers and roofers.
- Restaurants and cafes, including street food vendors or vans
- Hair salons
- Charity shops
These businesses have had to adapt to changing behaviours to ensure their customers can still pay for goods and services in a convenient way.
Portable card payment devices
Portable card readers, sometimes called terminals, have been an essential tool for businesses that operate on the go, or lack permanent point-of-sale facilities.
Most work by connecting to a smart device via Bluetooth, Wi-Fi, or a mobile network. Card transactions are processed using chip and pin functionality, or Near-Field Communication (NFC) technology, which allows for contactless payments.
The device reads the card number, expiration date and security code and sends the transaction details to the payment processor, which verifies the funds and authorises the payment.
Portable card terminals – the pros and cons
When launched, portable card terminals were a revolutionary piece of technology that are still invaluable to so many businesses; there are, however, a few drawbacks that businesses should consider.
Benefits |
Drawbacks |
| They make purchasing easier for customers who don’t carry cash. | There is an upfront cost to purchase each physical card reader. |
| Reduced risk of cash theft. | You will need to buy additional card readers for every business point of sale. |
| You can accept payments from anywhere that has an internet or Bluetooth connection. | Monthly fees are often payable to the payment service provider |
| They can usually be integrated with your point-of-sale system. | Transaction fees are typically charged per payment. These will often range from 1% to 3% of every purchase. |
| You can integrate your payment platform with your accounting software for easier bookkeeping and sales analysis. | Some terminals require batch processing of transactions, which can make bookkeeping tricky. |
| They can help reduce fraudulent transactions and chargebacks. | Payments may not be received immediately. |
| Additional units can be added to keep up with business growth. | There are data security risks are associated with processing customer card information. |
Alternative portable payment solutions
A long-term portable payment solution is vital for an increasing number of businesses. If the drawbacks of portable card terminals are of concern to you, mobile app-based payment platforms offer a practical alternative. A great example is fumopay for business.
The key differences
- The app can be used on any smart device and does not require any additional hardware. This is much more cost-effective when multiple payment terminals are needed.
- Unlike physical card readers which, as mentioned above, charge transaction fees per purchase. The fumopay payments system has a static annual fee – which only increases once 250 Xero invoices have been paid through it. This makes it more cost-effective for businesses that make lots of sales.
- Debit card payments, both chip and pin and contactless, can take several days to process. With fumopay you will receive funds immediately.
- Customers do not need their debit card to hand, just their phone or laptop.
- In-person customers can scan a QR code and pay in a couple of clicks through their own device.
- Customers elsewhere can be sent a payment link via email to follow the same process.
Portable Payment Facilities – FAQs
How do portable card payment facilities work?
Portable card payment facilities work connect to a smartphone or tablet via Bluetooth or Wi-Fi. The customer taps their card on the device for contactless payments or inserts their card and enters their PIN for chip-and-PIN payments. The device then communicates with the payment processing system over the internet. Once approved, the transaction is complete.
Are they secure?
Providing the portable payment facility is supplied by a reputable manufacturer, most devices support EMV chip technology, contactless payments, and end-to-end encryption to protect cardholder data.
Are they suitable for high-volume businesses?
Portable payment facilities are marketed most often towards small and medium sized businesses, as the highest volume businesses may prefer traditional point-of-sale systems with integrated inventory management and other advanced features.
However, portable facilities are becoming more advanced as the technology develops. Suitability should be determined on a case-by-case basis by the people who know the business best.
Can they be used for international transactions?
Many portable payment providers offer support for international transactions, but it is not guaranteed. You should carefully review the functionality of any solutions you are looking at before proceeding to use it. Additional fees for currency conversion may apply.
Can they be linked to accounting software?
Yes, they can be linked to your accounting software, allowing transactions to be recorded automatically, saving you time and effort in bookkeeping. This can be great for providing real time insights into your cash flow and business performance. It can also make your end of year accounts much easier to complete!
Alicia Williams
Alicia is Director of the Genus team at Shorts, a chartered certified accountant and Xero specialist.
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