How to Set Up a Card Machine UK 2026: Step-by-Step Guide & Costs Quick answer
To set up a card machine, you normally need to:
Choose a card machine and payment provider.
Complete the provider’s application and identity checks.
Link the account where your takings will be settled.
Turn on and activate the terminal.
Connect it to Wi-Fi, Ethernet, mobile data or your phone.
Configure receipts, tips, VAT and staff permissions.
Run a small test payment and refund.
Many modern mobile card readers can be activated in around 10–15 minutes once your payment account has been approved. Countertop, portable and integrated EPOS terminals may require additional configuration.
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Is This Comparison Right for Your Business?
Our card machine comparison service is suitable if you:
Run a UK business, charity or organisation.
Need to accept in-person debit and credit card payments.
Want a mobile, portable or countertop card machine.
Are opening a new business or additional location.
Want to replace an existing payment terminal.
Process regular customer payments.
Want to compare transaction fees, rental costs and contract terms.
It is not designed for individuals who only need to receive occasional personal payments.
Contents
Our Favourite Credit Card Machine Providers
How to Set Up Your Credit Card Machine
What to Consider When Choosing a Mobile Card Reader
Types of Credit Card Machines
How Long Does Card Machine Setup Take?
How do we work?
Transparent, impartial, and data‑driven reviews made by a team of expert humans, never AI generated – here’s exactly how Compare Your Business Costs helps you find the best deals from trusted UK providers: click here
Authored by: Ally Cox (Business Technology & B2B Services Specialist 10+ Years’ Experience)
Reviewed by: James Ward (Telecoms Specialist, 12+ Years Experience)
Last Updated: July 2026
Key Takeaways
Card machine setup is usually straightforward once your payment account is approved.
Pay-as-you-go readers are often the quickest option for new and low-volume businesses.
Traditional merchant account providers may offer lower rates to established or higher-turnover businesses.
Your terminal may connect through Wi-Fi, Ethernet, Bluetooth or a built-in mobile SIM.
Always test a payment, refund and receipt before serving customers.
Compare the complete cost, including transaction fees, terminal rental and contract terms.
What Do You Need Before Setting Up a Card Machine? Before your card machine arrives, gather the information and equipment needed to activate it.
Most providers will ask for:
Your business or trading name.
Your name and contact details.
Proof of identity.
Your business address.
Your industry or business activity.
Estimated monthly card turnover.
Typical transaction values.
Bank details for receiving settlements.
Company registration details, where applicable.
You will also need a suitable internet connection unless your terminal includes its own mobile data connection.
Traditional merchant account applications may involve additional checks because the provider needs to assess factors such as your industry, trading history, transaction values and chargeback risk.
Pay-as-you-go providers generally use a shorter online application. However, they may still ask for identity, business and bank information before releasing your funds.
Some of Our Favourite Credit Card Machine Providers
Provider Best for Card machine type Typical UK cost Key benefits Potential drawbacks
Square
Small businesses, cafés, salons, pop-ups and retailers wanting simple pricing and free POS tools
Mobile card reader, Tap to Pay, Square Terminal and POS hardware
No monthly fee for standard use. In-person UK card transactions are 1.75%. Online UK card payments are 1.4% + 25p. Square Reader usually starts from £19 + VAT
Easy setup, free POS app, clear pricing, no long contract, strong stock and sales tools
Not always cheapest for high-volume businesses, requires internet connection, advanced tools may cost extra
Strong all-rounder for small businesses that want payments and POS software together
SumUp
Sole traders, market traders, mobile businesses and low-volume sellers wanting a simple card reader
Mobile card readers, standalone terminals and Tap to Pay
Standard pay-as-you-go in-person payments are 1.69%. Payments Plus is £19/month with 0.99% in-person payments for domestic debit and credit cards
Simple setup, no monthly fee on pay-as-you-go, portable readers, clear pricing, good for small sellers
Fewer advanced POS tools than Square or Clover, support and integrations may be more limited
Popular low-commitment option for sole traders and small businesses
Worldpay
Established businesses, retailers, hospitality and higher-turnover businesses wanting a traditional merchant provider
Countertop, portable and mobile card machines
Worldpay lists mobile terminal hire at £15/month, currently shown as £0/month special offer, with variable transaction pricing. Countertop plans list 1.50% transaction fees and terminal hire usually from £17.50/month, also shown with promotional offers
Established provider, broad terminal range, online and in-person payments, next-business-day settlement on some plans
Pricing and contracts can be more complex than flat-rate providers, not always best for low-volume sellers
Stronger for established businesses than casual sellers
Barclaycard
Established SMEs, Barclays customers, retail and hospitality businesses wanting a bank-backed payment provider
Smartpay Anywhere, Barclaycard Flex and Smartpay Touch
Smartpay Anywhere from £29 + VAT upfront, Barclaycard Flex from £15 + VAT/month, and Smartpay Touch from £29 + VAT/month
Recognised UK payment brand, several terminal options, good for retail and hospitality, bank-backed payment services
Pricing and contract terms can be less transparent, public reviews are mixed, cancellation terms should be checked carefully
Good brand recognition, but businesses should compare full costs before signing
PayPal POS formerly Zettle PayPal users, small sellers, salons, pop-ups and businesses wanting a recognisable payment brand
PayPal Reader, PayPal Terminal and PayPal Point of Sale app
In-person card and contactless payments are 1.75%. Manual card entry is 3.4% + 20p. Payment links using PayPal payments are 2.9% + 30p
No monthly fee for core POS use, simple setup, trusted PayPal brand, useful for existing PayPal Business users
Remote and manual payments cost more, fewer advanced POS features than Square or Clover
Good for PayPal users and small in-person sellers, but compare remote payment fees
Quick verdict: which provider should you compare first?
Business need
Provider to compare first
Best simple all-rounder for small businesses
Square
Best low-commitment reader for sole traders
SumUp
Best traditional provider for established businesses
Worldpay
Best bank-backed card machine provider
Barclaycard
Best for PayPal users
PayPal POS
Not sure which credit card machine provider is best for your business?
Compare transaction fees, monthly rental, card reader costs, payout speed and contract terms from leading UK providers.
How to Set Up a Card Machine: Step-by-Step 1. Choose the Right Type of Card Machine
Start by deciding where and how you will take payments.
Mobile card reader
A small card reader that usually connects to a phone or tablet through Bluetooth.
Best for:
Sole traders
Market stalls
Mobile services
Tradespeople
Pop-up businesses
Occasional payments
Portable card machine
A standalone terminal that can be carried around your premises and normally connects through Wi-Fi or a mobile SIM.
Best for:
Restaurants
Pubs
Hotels
Table service
Large shops
Businesses taking payments in different areas
Countertop card machine
A fixed terminal connected at a till, reception desk or checkout.
Best for:
Retail shops
Takeaways
Salons
Cafés
Reception areas
High-volume fixed checkouts
Smart POS terminal
An all-in-one touchscreen device combining payment acceptance with business software.
Best for:
Restaurants
Retailers
Growing businesses
Businesses requiring inventory tools
Businesses requiring staff or sales reporting
Choosing the wrong terminal can leave you paying for features you do not use or relying on unsuitable connectivity during busy periods.
2. Compare Card Machine Providers
Do not select a provider based only on the terminal’s purchase price.
Compare:
Card transaction rates.
Monthly terminal rental.
Upfront hardware costs.
Merchant account charges.
PCI compliance costs.
Authorisation fees.
Settlement times.
Chargeback fees.
Minimum monthly charges.
Contract length.
Early termination fees.
Replacement and technical support.
Square currently publishes a £19 plus VAT price for its mobile Reader and a 1.75% fee for UK card-present transactions. SumUp publishes a 1.69% pay-as-you-go in-person rate, with an optional subscription offering lower eligible rates. Worldpay offers tailored pricing and terminal plans rather than one universal rate. These examples show why the cheapest option depends on your turnover and payment mix, not just the hardware price.
3. Apply for a Payment Account
Once you have chosen a provider, complete its application.
Depending on the provider, you may be applying for either:
A payment service provider account with processing included; or
A separate merchant account linked to your card terminal.
The provider may ask questions about:
Your expected monthly card sales.
Your average transaction amount.
Whether payments are taken in person, online or by phone.
The products or services you sell.
Your refund policy.
Your trading history.
Answer accurately. Incorrect information could delay activation, lead to payments being held or cause problems with your account later.
4. Link Your Settlement Account
Your settlement account is where the provider sends the money from your card sales after deducting any applicable fees.
Enter the account details carefully and confirm that:
The account belongs to you or your business.
The name matches the information supplied during registration.
The account can receive UK bank transfers.
You understand the provider’s payout schedule.
Some providers offer next-working-day settlement, while others may take longer or charge for faster access to funds.
5. Charge and Turn On the Terminal
Fully charge a portable or mobile card machine before starting the setup process.
For a fixed countertop terminal:
Connect the power cable.
Connect the Ethernet cable if required.
Make sure the till or EPOS system is switched on.
Check that all cables are secure.
Your provider may supply an activation code, login or QR code. Follow the on-screen instructions rather than repeatedly restarting the machine if activation takes a few minutes.
6. Connect the Card Machine
The correct connection method depends on the device.
Wi-Fi
Choose your network from the terminal’s settings, enter the Wi-Fi password and wait for the connection symbol to appear.
Use a secure private network rather than public guest Wi-Fi whenever possible.
Ethernet
Connect the terminal directly to your router using an Ethernet cable.
This is often a reliable option for fixed countertop terminals in shops, cafés and reception areas.
Mobile data
Portable and mobile card machines may include a built-in SIM.
The machine should connect automatically when switched on, although you may need to restart it after activation.
Bluetooth
Mobile readers commonly connect to a phone or tablet through Bluetooth.
To pair the device:
Turn on Bluetooth on your phone or tablet.
Open the provider’s payment or POS app.
Select the option to connect a reader.
Choose your card reader from the list.
Confirm that any pairing code matches.
Wait for the app to confirm the connection.
Pair the reader through the provider’s app where instructed, rather than only through your phone’s general Bluetooth menu.
7. Install the Provider’s App
Some mobile readers need a companion app to enter sale amounts, manage products and issue receipts.
Download the official app from the Apple App Store or Google Play Store.
Sign in using the account created during your application and check that the correct business appears.
Avoid downloading unofficial apps or entering your payment login details into third-party software.
8. Configure Your Payment Settings
Before taking live payments, review the machine or app settings.
Depending on your provider, you may be able to configure:
Business name and logo.
VAT rates.
Product catalogue.
Tipping options.
Printed or digital receipts.
Staff accounts.
Refund permissions.
Automatic receipt printing.
Customer-facing displays.
Inventory tracking.
Accounting integrations.
EPOS integration.
Transaction notifications.
Restaurants and hospitality businesses should test gratuities, split bills and table workflows. Retailers should confirm that product prices and VAT rates are correct.
9. Run a Test Transaction
Make a small payment using your own card.
Test:
Chip & PIN.
Contactless.
Apple Pay or Google Pay, where supported.
Printed or digital receipts.
The transaction appearing in your dashboard.
The correct business name appearing to the customer.
Do not assume the machine is ready merely because it has switched on and connected to Wi-Fi.
10. Test a Refund
Refunding a small test payment confirms that you know how the process works before a customer requests one.
Check:
Who is authorised to issue refunds.
Whether the original card is required.
How long refunds normally take.
Whether refunds appear correctly in your reporting.
Whether the provider retains the original processing fee.
Refund rules and fee treatment vary, so review your provider’s terms.
11. Confirm Settlement
Check your payment dashboard after the test transaction and confirm that the payment is scheduled for settlement.
Once the money reaches your linked account, your basic setup is complete.
How Long Does Card Machine Setup Take?
Setup Stage Typical Time
Online application
10-30 minutes
Identity and business checks
Same day to several working days
Card reader delivery
Mobile reader activation
Countertop terminal setup
Integrated EPOS installation
How Much Does It Cost to Set Up a Card Machine?
There is not usually a single “setup cost”. Your total depends on the hardware, processing model and contract.
Cost
Basic mobile card reader
Standalone or smart terminal
Monthly terminal rental
Pay-as-you-go transaction fee
Commonly around 1.5%-1.75%
Setup or joining fee
EPOS software
Replacement accessories
Varies
Estimate Your Card Processing Costs Use our Card Machine Fees Calculator to estimate your monthly and annual payment costs.
Enter your:
Monthly card turnover.
Average transaction value.
Percentage transaction rate.
Per-transaction fee.
Monthly terminal or service charge.
You can then compare your estimated costs with a different pricing model.
Use the Card Machine Fees Calculator
Do You Need a Merchant Account?
Not with every card machine.
Providers such as Square and SumUp bundle payment processing with the account used for their hardware. You therefore do not need to arrange a separate merchant account yourself.
Traditional providers can sometimes supply a merchant account and terminal as part of one package.
Payment Service Provider
Traditional Merchant Account
Processing included
Merchant services agreement
Often pay as you go
Frequently includes fixed charges
Usually faster to start
May involve more underwriting
Simple published rates
Common for lower turnover
Often competitive at higher turnover
Choosing the Best Card Machine for Your Business Best for Sole Traders and Mobile Businesses
Choose a lightweight mobile reader with:
No compulsory monthly fee.
Straightforward transaction pricing.
Smartphone compatibility.
Digital receipts.
Quick online registration.
Best for Retail Shops
Look for:
A stable countertop terminal.
EPOS integration.
Receipt printing.
Stock management.
Fast checkout speeds.
Multiple staff accounts.
Best for Restaurants and Hospitality
Prioritise:
Portable terminals.
Built-in Wi-Fi and mobile connectivity.
Tipping.
Split payments.
Table management.
EPOS and kitchen integration.
Long battery life.
Best for Tradespeople
Choose a card machine that:
Works through mobile data.
Is compact enough to carry.
Supports payment links or invoices.
Provides digital receipts.
Has no minimum monthly service charge if usage varies.
Best for High-Turnover Businesses
Compare merchant account providers offering:
Tailored transaction rates.
Multiple terminals.
Fast settlement.
Detailed reporting.
Account management.
Reliable replacement support.
Card Machine Setup Checklist Before taking your first customer payment, confirm that you have:
Activated the payment account.
Verified your identity and business.
Linked the correct settlement account.
Charged or connected the card machine.
Connected to Wi-Fi, Ethernet, Bluetooth or mobile data.
Installed the official app.
Added the correct VAT settings.
Configured receipts.
Set staff permissions.
Enabled tips where required.
Completed a test payment.
Completed a test refund.
Checked the transaction dashboard.
Confirmed settlement.
Saved the provider’s support details.
Card Machine Security and PCI Compliance
Reputable card machines use encryption and EMV payment standards to help protect transaction data.
However, businesses still need to use the equipment correctly.
You should:
Keep terminal software up to date.
Never ask customers to reveal their PIN.
Inspect terminals for signs of tampering.
Restrict refunds and administrative access.
Use strong passwords for payment dashboards.
Avoid unsecured public Wi-Fi.
Train staff to recognise suspicious transactions.
Complete any required PCI DSS validation.
Do not store full card details in spreadsheets, emails or handwritten notes.
FAQs How do I set up a card machine for the first time?
Choose a provider, complete its application, link your settlement account, activate the terminal and connect it to Wi-Fi, Ethernet or mobile data. Configure your receipt and payment settings, then run a small test transaction and refund before serving customers.
How long does it take to set up a card machine?
The device itself can often be set up in around 10-30 minutes. The complete process may take several working days if the provider needs to approve your application, perform checks or deliver the terminal.
Do I need a merchant account to set up a card machine?
Not always. Pay-as-you-go providers generally include payment processing with their accounts. Traditional card machine providers may create a merchant account for you as part of the application.
Do I need a business bank account?
Requirements vary. Some providers work with eligible sole traders who do not have a separate business account, while traditional merchant services commonly ask for business banking details. Your bank’s terms may also restrict business activity through a personal account.
Can I set up a card machine without a contract?
Yes. Some mobile reader providers offer pay-as-you-go accounts without a fixed-term card machine contract. Other providers rent terminals under agreements that may last 12 months or longer.
How much does a card machine cost in the UK?
Basic mobile readers can start from around £19, while standalone and smart terminals may cost £100–£400 or more. Rental options commonly add a monthly charge, and each payment is subject to a transaction fee.
Does a card machine need Wi-Fi?
It needs a way to communicate with the payment processor, but this does not always have to be Wi-Fi. Depending on the terminal, it may use Ethernet, a built-in mobile SIM or a Bluetooth connection to a smartphone with mobile data.
Can I connect a card machine to my phone?
Yes. Mobile card readers commonly connect to a smartphone or tablet through Bluetooth and use the provider’s app to process payments. Your phone will need a suitable internet connection.
Can I use my phone as a card machine without a reader?
Some providers offer Tap to Pay, which allows a compatible smartphone to accept contactless cards and mobile wallet payments without separate hardware. This may suit businesses taking occasional or mobile payments, although device compatibility and payment features vary.
How do I connect a card machine to my till?
Integrated terminals normally connect through your EPOS software, local network or a provider-supplied integration. Follow the instructions from both the EPOS company and payment provider. Do not assume any card machine will automatically work with your existing till.
Why has my card machine setup failed?
Common causes include incomplete identity checks, incorrect bank details, poor connectivity, an expired activation code, unsupported hardware or an outdated app. Check your provider dashboard and setup instructions before contacting support.
Should I buy or rent a card machine?
Buying can suit small businesses that want low fixed costs and a simple pay-as-you-go service. Renting can suit established businesses that value support, terminal replacement and tailored transaction rates. Compare the total contract cost rather than the terminal charge alone.
Which card machine is easiest to set up?
Mobile readers from pay-as-you-go providers are usually the simplest because they use an online account and smartphone app. The easiest option is not always the cheapest once your transaction volume increases.
Is it safe to set up a card machine myself?
Yes, provided you follow the provider’s official instructions and use its approved app, cables and equipment. Integrated or multi-terminal systems may be better installed with help from the provider or your EPOS company.
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Related card machine guides Explore more of our UK card machine guides, provider reviews and comparison pages below.
Card machine buying guides
How card machines work
Types of card machines and payment terminals
Card machines by business type
Card machine provider reviews
Card machine comparisons
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👉 Compare the Best Card Machines
Setting up a credit card machine is fast and simple
Most providers offer plug-and-play setup
Mobile, countertop, and Smart POS options suit different business types
Fees vary by transaction volume and machine type
Accepting card payments is essential in the UK’s cash-light economy
Hi, I’m Ally Cox , a senior copywriter and blogger at CompareYourBusinessCosts.co.uk, the UK’s trusted platform for comparing business services.over a decade of experience in the B2B sector, I specialise in simplifying complex topics like leased lines, VoIP, business energy, HR and payroll solutions, accounting software, and EPOS systems .HR, copywriting, and business operations- from clocking-in systems to card machines and office technology .informed, confident decisions when choosing products and services that improve efficiency and save money.
