Online payment portals allow your clients to pay invoices easily and securely online using multiple forms of payment. In this article, we’ll go over some of the most popular online payment processors that independent businesses can use to process their clients’ payments.
Online payment processing using reputable software is the fastest and most secure way to get paid for your services as an independent business owner. Businesses of all kinds, including consultants, marketers, coaches, and cleaners, whether fully online or not, can use online payment processing to accept payments from their clients.
In this article, you’ll learn about using online payment processing, along with some examples of online payment portals. You’ll also learn how to use software like HoneyBook, an all-in-one online payment portal that conveniently combines payment processing with contracts, proposals, scheduling, invoicing, and more.
Jump to:
- What is an online payment portal?
- How do online payment portals work?
- What are some examples of payment portals?
- Are online payment portals secure?
- How much does it cost to use an online payment portal?
- Steps to using an online payment portal
- Payment processing, invoicing, and contracts all on one platform
Process client payments quickly and securely with some of the lowest fees in the industry.
What is an online payment portal?
An online payment portal is a platform that allows clients to pay their invoices online. The client can choose their payment method and track the status of their payments all in one place.
You can securely process your clients’ payments using online payment processing software whether you offer your services online or in person. Accepting payments via bank transfers, credit cards, debit cards, online platforms, and payment processing apps make it convenient for clients to pay their invoices.
How do online payment portals work?
Your clients will pay your invoices more quickly if you accept a variety of payment methods. Accepting credit and debit cards is essential since many consumers prefer using cards to pay for their products and services.
The payment processor charges fees for processing the payments and providing access to their platform. Rates for merchants on payment portals are typically between 1.4% and 3.5% per transaction, sometimes with monthly fees.
The following is a summary of the online payment process:
- The online portal requires accounts for both the merchant and the client.
- When a client pays with a debit card, the money is transferred instantly from the client’s bank account to the merchant’s account.
- When a client pays by a credit card, the payment is issued and then the client is charged for the payment.
- The card is verified by the portal and the credit card’s issuing bank authorizes the transaction.
- Automatic Clearing House (ACH) transfers are similar to paper check payments, except the transaction is carried out electronically.
- The client gets a receipt after the payment goes through.
Pro tip
Give your clients freedom and convenience by allowing them to use any form of payment they choose, such as credit card, debit card, or ACH transfer.
What are some examples of payment portals?
There are several payment portals to choose from, some of which are listed below. Objective information is included for each so you can pick the best payment processor for small businesses.
1. HoneyBook
HoneyBook is a payment portal, invoicing platform, and clientflow software all in one. With HoneyBook, you can write and send legally compliant contracts and accept multiple forms of payment, including credit cards and ACH transfers.
Create and send invoices that your clients can pay on the go–there’s no need to log in to another service like PayPal or Square. You can set up recurring invoices as well as automatic payments and payment reminders for long-term clients, or create a custom payment schedule to meet their needs.
Along with payment processing, HoneyBook also provides a meeting scheduler that integrates with your calendar, reporting, and customizable files. Personalize your entire booking process and streamline it into one step.
2. Stripe
Stripe is a payment processor designed specifically for online businesses to accept online payments easily. When you set up an account with Stripe, you have access to tools to customize your payment processes. APIs are provided that allow you to create on-demand marketplaces, subscription services, one-click checkouts, and crowd-funding platforms.
One drawback is that to be able to take full advantage of the platform’s APIs, you need to hire a developer who can code in languages such as Java, PHP, and Python. Benefits include support for numerous currencies and pay-as-you-go pricing.
3. Payline Data
Payline Data is a payment processor for businesses of all sizes, from startups to established Fortune 500 companies. The software integrates with Quickbooks for easy accounting and invoice tracking. Pricing is based on service type, such as in-person payments or online stores. Payments can be accepted with the Payline mobile app.
Benefits of using Payline Data include mobile app integration, a low monthly fee, and built-in fraud protection.
4. PayPal
PayPal is a payment processing platform that has been handling payments between individuals or businesses for over 25 years. With PayPal, you can send customized online invoices to clients with the email addresses linked to their PayPal account.
The benefits of PayPal include the ease of using this long-established and trusted platform. Drawbacks include high chargeback fees and higher-than-usual merchant fees.
5. Square
Square is a payment processor for businesses of all sizes that specializes in in-person point-of-sale payments taken with payment processing hardware. Square boasts over 2,000,000 active sellers using its point-of-sale system.
The benefits of using Square include no fixed monthly cost. That said, Square may not be the best option for small businesses that don’t offer their services in person, such as business coaches, online consultants, or marketing experts, who don’t necessarily need a point-of-sale payment system.
Pro tip
Though we didn’t mention it in this list, a lot of business owners are interested in using Venmo for business transactions. Keep in mind that peer-to-peer money transfer apps like Venmo are more limited for business owners, so they won’t provide as much robust services.
Are online payment portals secure?
The best online payment portals focus heavily on security. After all, you need to keep your clients’ information safe when they pay for your services. So how do online payment portals secure that data? This usually happens in multiple ways:
- Encryption: Encryption, including Secure Sockets Layer (SSL) and Transport Layer Security (TLS) encryption, is the process of turning data into an unusable code. That way, hackers can’t use the data even if they do gain unauthorized access to it. Once the data gets to its intended destination, a key is used to decrypt the data.
- Tokenization: Tokenization assigns a token or code to a payment method while it’s being used within the payment ecosystem. If someone accesses the token, they won’t be able to use it or access the data it represents, thus keeping that data safe.
- Multifactor authentication: Multifactor authentication uses multiple forms of contact to authenticate the buyer. For example, it may require a password and then send an email or text message with a code to ensure the right person is using the payment option.
- Unique security features: Many online payment portals come with their own unique features that add more layers to the security foundation.
How much does it cost to use an online payment portal?
The price you’ll pay to use an online payment portal largely depends on the portal you decide to use. As individual entities, providers are free to set whatever pricing they see fit for their services. Nonetheless, they tend to follow one of the pricing structures below:
- Pay per transaction: The platforms that charge on a pay-per-transaction basis typically charge a fee that’s equal to a preset percentage of the transaction. That fee can be as low as 0.5% or even 5% or higher. So be sure to compare your options and choose your online payment portal wisely.
- Flat rate plus a percentage: Some online payment portals will charge you a flat rate anytime you attempt to process a transaction, plus a percentage of the transaction you process. For example, a provider may charge a $0.25 flat fee plus 2% of the transaction. So if you process a $5 transaction, you would pay a $0.25 flat fee plus $0.10, for a total fee of $0.35, to process the transaction.
- Tiered pricing: While some online payment portals make their pricing relatively simple by keeping it the same across the board, others use a tiered pricing structure with fees that vary based on the type of payment being processed and other factors. These pricing strategies typically charge you more for some payments and less for others. For example, you may pay 1% of the transaction value for online check payments, but 4% of the transaction value for credit card payments.
Steps to use an online payment portal
Your clients will typically have the best invoicing experience when multiple electronic payment methods are available. These should include credit cards, bank transfers, and mobile wallets like PayPal. You can facilitate this type of experience by opting for an online payment processor with multiple payment options.
So what should you look for in the ideal payment portal solution?
While multiple forms of payment are important, there are other factors to consider too. For example, you should look for a payment processing solution that also offers invoicing and tools for client communications. That way, you won’t have to worry about adding steps to the process by forcing clients to pay on a separate payment website. Instead, they’ll be able to do so directly from the invoice you send.
It’s also important to do what you can to avoid charge-backs when accepting online payments. Charge-backs and disputes can be costly, but many of these instances can be avoided—that is, as long as you establish trust, document the services you provide, and stay in communication with your clients.
Follow these steps to get started with collecting payments through an online customer payment portal:
- Research and choose an online payment portal such as one of the options listed above.
- Set up a merchant account and add your bank details.
- Let your clients know that you accept payments through the portal.
- Invoice your clients and provide them with a link to the page where they can process their payments.
- If your business is online, integrate the portal into your website.
- Keep an eye on your transactions and make sure the payments are being processed smoothly.
- Understand your liability for fraud and disputes. Look for a payment portal that can help you with dispute resolution.
Payment processing, invoicing, and contracts on one platform
With an online payment processor, you won’t need to send paper copies or PDFs of invoices or require your clients to visit another website to make payments. On a platform like HoneyBook, all communication, invoicing, and payment processing can be done in one place.
On HoneyBook, you can:
- Use our legally compliant contract templates
- Get notified when clients sign contracts
- Use online invoice templates to get started invoicing
- Send invoices and get notified when clients pay them
- Process payments for credit and debit card transactions as well as ACH transfers
Use HoneyBook to simplify your payment process—no more chasing payments.
