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The Essential UK Business Guide To Credit Card Machines: Choosing, Costs And Compliance

5 min. read
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Why every UK small business needs a card machine.

After decades of steady decline, nearly 90% of transactions in the UK are now cashless. Whether they're buying coffee, booking a pilates class or picking up a retail purchase, customers expect to tap or insert their card or phone – so if you're not equipped to accept card payments, you're likely losing sales.

A card machine doesn’t just help you accept card payments, it helps your business run more efficiently. Digital transactions settle directly into your account, reducing the need to handle or bank cash. They’re recorded automatically, simplifying your reconciliation and reporting. With some providers, like Zeller, your takings can arrive in your account as soon as the same night.

There’s also a professionalism factor. A reliable, well-designed terminal makes a good impression and reflects a level of care and credibility. Especially in industries like beauty, hospitality or boutique retail, that kind of polish can have a tangible impact on perception.

Choosing the right card machine for your business.

Different businesses need different tools. Your ideal card machine will depend on where and how you serve your customers. Here’s what to consider.

Types of card machines:

  • Countertop machines are designed to stay put, making them great for retail or service counters.–

  • Portable machines connect wirelessly, so staff can carry them to diners, clients or customers in store.

  • Mobile machines work anywhere with reception. Perfect for market stalls, mobile services and outdoor events. Another great option is to use your Tap to Pay enabled smartphone.

Zeller’s industry-leading terminals cover all of the above. They’re sleek enough for a countertop, highly portable, and can also work anywhere thanks to both Wi-Fi and 4G connectivity. Whether your business is static, semi-mobile or always on the move, Zeller Terminal is built to adapt.

Accepted payment methods

Your machine should handle chip and PIN, contactless, and mobile wallet payments like Apple Pay and Google Pay. Zeller Terminal does all three. It also accepts all major card types, including AMEX, without any additional setup required.

Connectivity

If your Wi-Fi goes down, Zeller Terminal can seamlessly switch to 4G, helping ensure you never miss a sale.  

Ease of use

A clunky device slows you down. Choose one that’s fast, intuitive and quick to set up. Zeller Terminal arrives ready out of the box – just power it on, log into your Zeller account, and start taking payments.  

Integration

If you use a POS or accounting system, look for a machine that plays nicely with it. Zeller’s ecosystem includes not just the terminal, but also a free business account and online dashboard, keeping everything connected. You can export transaction data easily, or connect to third-party accounting software like Xero for streamlined bookkeeping.

Contracts and flexibility

Traditional providers often lock you into monthly contracts or multi-year agreements, and some also charge early termination or upgrade fees. Zeller lets you purchase your terminal outright with no contract, no monthly terminal rental, and clear, consistent and competitive fees.

Support

Reliable customer support is essential when something goes wrong – especially during trading hours. Zeller offers support via phone, email and SMS, 24 hours a day, seven days a week.

Understanding the costs involved.

The true cost of a card machine is more than just the hardware. When choosing the right machine for your business, consider the following:

Upfront costs Buying a terminal outright may feel like a bigger hit upfront, but it often works out cheaper than renting.

Transaction fees Every card sale incurs a processing fee. These can be fixed or variable, depending on the provider. Other providers may have tiered rates depending on card type or volume, so review the fine print.

Additional fees Watch for hidden extras like setup charges, monthly minimums, chargeback fees, or statement fees.

Before committing, estimate your monthly card turnover and compare total costs across providers. If you process a lot of smaller transactions, even a 0.2% difference in fees can add up fast. 

Staying compliant and secure.

Taking card payments means handling sensitive data, and that comes with responsibilities.

PCI DSS compliance

This global standard protects cardholder data. If you’re using a modern, compliant device like Zeller Terminal, the heavy lifting is done for you. 

For small businesses, compliance typically involves completing a simple annual questionnaire and ensuring you never write down or store card numbers. You’re also expected to keep your device secure – that means password-protecting your dashboard, and only connecting to secure Wi-Fi.

Larger businesses processing higher volumes of card data may have stricter requirements, including quarterly scans and more detailed reporting. But again, most of this is handled behind the scenes if you’re using a compliant provider.

Customer data

As mentioned in the previous section, to protect your customers’ data, you must avoid writing down or storing card numbers. Instead, use a system that masks card details automatically. Zeller Terminal does this by default, and lets you view transaction history without exposing sensitive data.

Receipts and records

Customers should be offered a receipt, whether that’s printed, emailed or via QR code. Zeller gives you all three options, and every receipt is stored securely in your Zeller dashboard. You can search by date, amount, site, device and more.

Surcharging rules

UK law bans surcharges on consumer card payments, and this also applies to contactless and mobile wallet transactions. Instead of wearing these transaction costs, simply factor them into your pricing.

Chargebacks and disputes

Occasionally, a customer might dispute a payment. To prepare for these rare occurrences, you should make sure your provider has a clear, responsive chargeback process. Unlike some other providers, Zeller does not charge additional chargeback fees, and gives you the tools to respond to chargeback notifications quickly, with downloadable receipts and easy-to-read transaction logs.

Faster. Smarter. Zeller.

The right card machine does more than just accept payments, it helps you run your business more securely and more efficiently.

Our cutting-edge Zeller Terminals are built to meet the needs of UK businesses, whether you trade from a fixed location or on the go. Whatever your industry, Zeller gives you an all-in-one suite of powerful, modern tools to get paid faster, smoother and more securely. 

And soon you’ll be able to get one for yourself! Zeller is coming to the UK soon, join the waiting list to hear about our launch and special offers.


FAQs

To keep costs low, look for providers with competitive transaction fees and no hidden fees or extra charges. For example some providers add extras like monthly minimums, statement fees or tiered rates depending on card type. Once Zeller has launched in the UK, it will offer a flat, low transaction rate with no hidden extras, so you’ll always know what you’re paying.

Yes, you’ll need an account where your takings can be deposited, like a free Zeller Transaction Account. When Zeller launches in the UK, you’ll be able to have your funds settled into your Zeller Transaction Account as fast as the same evening, or into your third-party bank account the next business day.

Yes, you can. Tap to Pay technology makes it possible to accept payments directly on your phone with no extra hardware required. It’s a great option for businesses on the go or as a backup terminal to your primary card machine.

Once Zeller has launched in the UK, you’ll be able to use both Zeller Tap to Pay and Zeller Terminal – our flagship portable card machine with a long battery life, built-in 4G and Wi-Fi connectivity, and a professional checkout experience.

Some providers rent card machines on monthly contracts with ongoing charges. Others, like Zeller, will let you buy the hardware outright with no rental costs – you’ll just pay the transaction fee when you use it. For many businesses, this works out cheaper over time.

The best option depends on where you take payments. Cafes and restaurants often need portable machines for table service. Retailers and salons may prefer the speed of a terminal at the counter. Mobile businesses need long battery life and reliable connectivity. Once Zeller has launched in the UK, Zeller Terminal will adapt to all these environments in one portable device, while Zeller Tap to Pay will give you the option to accept payments straight from your smartphone.

Zeller Business Blog