What is a Virtual Terminal?

A virtual terminal is a web-based application and requires no additional software. Any computer with internet access can be used as a virtual terminal.  Virtual terminal merchant accounts include unlimited virtual terminals. 

A virtual terminal connects to a secure payment processing gateway.  The payment gateway encrypts sensitive payment data and then transmits the information to the banking networks.  Results of a transaction (approval / declined) are returned within seconds.   

Logging into a virtual terminal is accomplished by entering a username & password. Hierarchical access to processing features gives you the ability control the functions that each user can perform.  For example, management needs different functions than do customer service representatives.  And your accounting or sales departments may want to view different data than your senior executive team.   

Virtual terminals enhance internal security protocols by giving employees access only to the features necessary to do their jobs.  You can easily track job performance of users of the virtual terminals. While safeguarding your business against temptations of internal theft or fraud. 

The virtual terminal payment processing gateway is integrated with most major shopping carts, CRM, and accounting systems, eliminating development expense and speeding time to market.  Rich cloud reporting for virtual payment terminals provides you all information needed to effectively manage your business. 

Exchanging data between your virtual terminal merchant account and internal business systems is a breeze.  Automation streamlines business operations and increases productivity. 

What Types of Merchants Use Virtual Terminals?

Businesses in all industries use virtual terminal merchant accounts.  Any product or service can be sold by phone or email.  In fact, the more ways customers can buy from you, the more sales you will make.

Some companies are more oriented to phone or mail order sales than others.  For example: call centers; infomercials; direct sales; wholesalers; catalog companies; contractors; travel & tourism; eCommerce; restaurants & hospitality; billing companies; and service businesses frequently accept payments by phone or mail. 

It’s surprising how many buyers prefer talk to a person before making a purchase.  The phone offers your representatives the opportunity to build rapport with customers, which increases orders & encourages up-sells. The personal touch goes a long way to establishing trust in your company.

Providing outstanding customer service by telephone allows representatives to resolve issues in a positive manner.  Using virtual terminal merchant accounts gives them a way to correct orders, issue refunds, and recommend products which can be purchased immediately, increasing customer satisfaction. 

Telephone customer service is so important that even eCommerce merchants benefit from virtual terminals.  In fact, virtual terminals are included with eCommerce merchant accounts. When eCommerce customers call for assistance, orders can be completed over the telephone instead of referring the shopper back to a website.  Additional products can be recommended & sold.  And all issues that consumers have can be resolved on the spot. 

Despite the popularity of the internet, millions of Americans still love to order from catalogs or respond to email and direct mail campaigns.  Shoppers mail, email or call to place an order, which is then processed through a virtual terminal merchant account. 

Virtual terminals are also great for companies that bill on a recurring basis.  For example, utilities, insurance, lenders, entertainment, and other services give customers the ability to pay by phone and avoid late fees. 

Applying for Your Virtual Terminal Merchant Account

Applying for a virtual terminal merchant account is a straight-forward process.  You simply submit an application along with supporting documentation about your company. Application is always free with no obligation.  Virtual merchants are generally approved in 1-3 days. 

Supporting documents include: Color copy of ID for signer on account, bank statements, processing history, voided check from depository account, and business formation documents.

Be sure the signer on the account has good personal credit.  If credit is not good, consider adding a co-signer with good credit will help get the account approved. 

Once the application package is received, the underwriting team verifies the information on the application form.  Then, supporting documents are reviewed.

Processing statements are examined with an eye to chargebacks.   If your chargebacks are low, that’s great.  If chargebacks are rising, include a short explanation as to the reason and what is being done to bring them under control.  Bank statements are reviewed to confirm you have enough money in your business bank account to support the processing volumes being requested. 

If you have a website, go through the site and confirm all pages are displaying properly.  Clearly display privacy, returns, shipping, customer service contacts and other pertinent information. 

For virtual merchants without websites, include marketing materials, pricing lists, sample of sales agreements or an executive overview in your application package.  In this way, the underwriting team will clearly understand what is being sold and the terms associated with the purchase.

Underwriters frequently conduct internet searches for reviews on a company or owners.  Do this yourself so you’ll know what’s being said.  Naturally, most companies do not have perfect reviews.  However, do your best to respond to comments in a polite & professional manner, demonstrating that you care about customer service.

Once the virtual terminal merchant account is approved, your merchant account ID will be issued.  And you can start processing immediately.

Protecting Your Virtual Terminal Merchant Account

Below are some best practices to protect virtual terminal credit card processing:

• Use address verification. Make it a standard practice to match addresses with the one associated with the card.
• Get the CVV code from the back of the card. The CVV helps confirm that the customer has the card in hand when making a payment. 
• Verification. Record telephone verifications of payments and keep them until chargeback periods have passed.  For mail orders, have a place on the order form for customers to sign authorizing the payment.
• Change passwords on a regular basis. Give your employees access only to the functions necessary to do their job.  Internal security is the best protection against data breaches.   
• Enable features. When the virtual account is approved, the implementation team will help you configure your virtual terminals to complete order entry successfully at the lowest processing rates available.

Why Choose NationalACH for Your Virtual Terminal Merchant Account?

Below are a few of the many reasons businesses chose to work with us:

• Free application with no-obligation. Our primary mission is for you to obtain the lowest rates, fastest approvals and best terms.
• Extensive banking network. Establish a single virtual merchant account.  Or diversify processing among multiple banks to mitigate risk.
• High volume merchant account specialists. Get the processing capacity needed to accommodate your business growth.
• Level 1 PCI DSS MOTO payment gateway. Safeguard your business against data breaches.  Protect sensitive card information.  Ensure compliant processing
• Superb customer service. Highly trained representatives dedicated to your total satisfaction.
• Chargeback management tools. Proven methods to prevent & fight chargebacks. 
• High risk merchant accounts. Virtual terminal payment processing for all businesses, including those classified as high risk.
• Fraud prevention tools. Get more good orders.  Decline bad ones.  Set aside questionable transactions for review.