Date Published : 18th May 2024

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How to Take a Credit Card Payment Over the Phone: A Comprehensive Guide

Taking credit card payments over the phone is an essential capability for many businesses. This method allows companies to offer flexible payment options, catering to customers who prefer or require remote transactions. Here’s a detailed guide on how to effectively and securely take credit card payments over the phone.

Key Steps to Take Credit Card Payments Over the Phone

1. Set Up a Merchant Account

   • Begin by setting up a merchant account with a payment processing provider. This account will enable you to process credit card transactions securely.

2. Use a Payment Gateway

   • A payment gateway is an online application that allows your business to accept a customer’s credit card information to process payments. ​ 

3. Gather the necessary information.

   • Collect essential details from the customer via payment request link, including:
     • Full name on the card
     • Credit card number
     • Expiration date
     • CVV (Card Verification Value) code
     • Billing address, including postal code
     • Contact number for verification if needed

4. Verify Customer Identity

   • To reduce the risk of fraud-related chargebacks, enable 3D Secure authentication. This adds an extra layer of security by verifying the customer’s identity through additional information requests.

5. Process the Payment

   • On the SOTpay Secureafone dashboard, you can monitor the entire customer journey as they enter their card details. Once the payment is verified and completed, you will be able to confirm the order seamlessly.

6. Provide a Confirmation

   • After the payment is processed, provide the customer with a confirmation number or receipt. Many systems, like SOTpay can send digital receipts via email or SMS.

7. Maintain Security Protocols

   • Ensure all transactions are PCI compliant. Avoid writing down card details, and always use secure, encrypted systems for processing payments​.

Benefits of Accepting Credit Card Payments Over the Phone

1. Convenience for Customers

   • Customers can make payments from any location, which enhances their overall experience.

2. Expanded Customer Base

   • This method can help you reach customers who are not comfortable with online payments or those who prefer phone interactions.

3. Immediate Payment Processing

   • Phone payments allow businesses to secure payments instantly, improving cash flow and reducing the risk of unpaid invoices.

4. Enhanced Customer Service

   • Direct interaction with customers over the phone can lead to better service, allowing businesses to address any queries or concerns immediately​.

Risks and Considerations

1. Higher Processing Fees

   • Phone payments are often categorised as card-not-present (CNP) transactions, which can incur higher processing fees due to increased fraud risk. To minimise these costs, ensure you have a robust over-the-phone payment system in place that includes security measures to verify the customer's identity.

2. Risk of Fraud

   • Without the physical card, verifying the authenticity of the transaction can be challenging. Implementing robust verification methods is essential to mitigating this risk.

3. Data Security

   • Handling sensitive card information over the phone requires strict adherence to data security standards to protect against breaches and fraud​ related chargebacks. 

Conclusion

Accepting credit card payments over the phone is a valuable option for businesses seeking to provide flexible payment solutions. By following these steps and maintaining high PCI Compliance security standards, you can offer a convenient and secure payment method to your customers, enhancing their overall experience and expanding your business’s reach.

For more detailed information on setting up and managing phone payments, call +44 (0) 1709 911 661.