How to Choose a Card Machine: A Buyer's Checklist for 2026

Choosing a card machine should be simple, but the quotes rarely make it so. One provider talks in percentages, another in pence per transaction, a third won't give you a price until you've had a call. And the cheapest looking deal can turn into the most expensive once you add rental, PCI fees and a contract you can't get out of.

This checklist takes you through the decision step by step, so you can compare quotes like for like. Prices are from providers' official UK websites, checked October 2026.

The checklist in brief

1. Know your numbers.
2. Decide how and where you'll take payments.
3. Choose your pricing model.
4. Pick the right hardware.
5. Check the contract.
6. Look for hidden fees.
7. Check payouts.
8. Think about software.
9. Check support.
10. Compare total cost over a year.

Step 1: know your numbers

Before you talk to anyone, write down:

• Your monthly card takings. Use an average over a few months.
• Your average sale. This shows how much fixed fees per payment will cost you.
• How many payments you take a month. Divide takings by average sale.
• Your card mix. Roughly what share is business cards, Amex or overseas cards?

These four numbers let you check every quote properly. Without them, you're relying on the salesperson's maths.

Step 2: decide how and where you'll take payments

If you need several of these, a provider that covers them all from one account will save you time.

Step 3: choose your pricing model

There are three common types:

Flat rate, pay as you go. One percentage on each payment, no monthly fee. SumUp charges 1.69%, Square and Zettle 1.75%. Simple and great for lower takings.

Monthly plan. A monthly fee for a lower rate. SumUp Payments Plus is £19 a month for 0.99% on domestic consumer cards. Elavon's Desk plan is £15 a month at 0.99% on personal Visa and Mastercard, on a 12 month contract.

Custom or interchange plus pricing. Usually from traditional providers. Lower rates for higher volumes, but more fees to check. Dojo, for example, publishes a 1.2% blended rate for businesses taking under £100,000 a year, and custom rates above that.

These use published rates on UK consumer cards and don't include hardware or other fees, which can change the picture.

Step 4: pick the right hardware

• Phone paired reader from £19 ex VAT. Cheap, needs your phone.
• Standalone terminal from about £79 ex VAT. No phone needed, some print receipts.
• Smart terminal or POS from around £149. Apps, menus, table management.

Ask whether you buy or rent. Bought readers are usually locked to that provider, so if you switch, the old one becomes a spare. Rented terminals go back at the end.

Step 5: check the contract

• How long is it? None, rolling monthly, 12 months or 18 months?
• Does it renew automatically?
• How much notice do you need to give?
• What are the exit fees?
• Is the hardware on a separate agreement?

If you're new, start with no contract. You can always switch to a cheaper deal once you know your numbers.

Step 6: look for hidden fees

Ask every provider about:

• Authorisation fees per transaction.
• Minimum monthly service charges.
• PCI compliance and non compliance fees.
• Terminal rental.
• Chargeback and refund fees.
• Higher rates on business, Amex and overseas cards.
• Statement or reporting fees.

Paymentsense's example pricing, for instance, includes a 5p authorisation fee, a £24.95 minimum monthly service charge, a £12.95 reporting fee and £4.95 a month for PCI, all plus VAT. None of that is unusual for a traditional provider, but it adds up.

Step 7: check payouts

When will you get your money, and where? SumUp pays by 7am next day into its business account. Square pays free to your bank in one to two working days. Teya pays next day, including weekends. If cash flow is tight, this matters as much as the rate.

Step 8: think about software

A card machine is often part of a bigger system. Do you need:

• A product library and stock control?
• Table plans and kitchen tickets?
• Bookings and deposits?
• Staff logins and timesheets?
• Links to your accounting software?

Square's free point of sale and Dojo's and Teya's hospitality tools are good examples. If you already use a till system, check it works with your chosen card machine.

Step 9: check support

When the card machine fails on a Saturday, can you get help? Check opening hours, whether there's a phone number and whether a replacement can be sent quickly. Read recent reviews, focusing on how problems were solved.

Step 10: compare total cost over a year

Add it all up: transaction fees on your real card mix, monthly fees, hardware, PCI and any other charges. Then compare. The cheapest headline rate is often not the cheapest deal.

A worked example: comparing two quotes

Say you run a small café taking £6,000 a month by card, with an average sale of £8. That's 750 payments a month. You've got two options:

Option A: a pay as you go reader at 1.69%, no monthly fee, £79 terminal.

Option B: a traditional quote at 1.0% plus a 5p authorisation fee, £20 a month rental, £4.95 a month PCI fee and a 12 month contract.

Option B looks cheaper at first glance: 1.0% against 1.69%. But once you add the authorisation fee on a lot of small payments, plus rental and PCI, it costs more. Option B is a made up quote for illustration, but every fee in it is common in the UK market. That's why knowing your average sale matters.

Red flags when buying a card machine

• Pressure to sign today. A good deal will still be there tomorrow.
• Rates without the small print. Ask for every fee, in writing.
• Promises that aren't in the contract. If a rep says they'll match a rate or pay your exit fees, get it written into the agreement.
• A lease with a separate finance company. These can run for years and are hard to end.

Questions to ask every provider

• What's my exact rate on personal debit, personal credit, business and Amex cards?
• Are there any fees per transaction on top of the percentage?
• What's the total monthly cost if I take £X?
• How long is the contract and what does it cost to leave?
• When will I be paid, including weekends?
• What happens if the terminal breaks?
• Can I have all of this in writing?

Choosing by business type

• New or small business: a no contract reader. See our guide to PDQ machines if you're considering a countertop model later.
• Café or restaurant: a portable or smart terminal with good hospitality software and next day payouts.
• Shop: a countertop terminal or POS with stock control.
• Trades: a mobile terminal or phone reader, plus payment links.
• Higher volume: get several quotes on custom pricing and compare total cost.

FAQs

What should I look for in a card machine?

Low total cost for your takings, the right hardware for where you take payments, a contract you're comfortable with, fast payouts and decent support.

Is it better to rent or buy a card machine?

For most small businesses, buying a cheap reader on no contract is simplest. Renting can make sense at higher volumes if it comes with a much lower rate.

How many quotes should I get?

At least three if you're looking at traditional providers. Give each one the same numbers so you can compare fairly.

What's a good card machine rate in the UK?

Pay as you go readers charge around 1.69% to 1.75% on UK consumer cards. Monthly plans can bring that down to about 1% or below, plus a fee.

Should I choose a card machine with a contract?

Only if the savings are clear and you're confident in your takings. A no contract option gives you flexibility while you find your feet.

Can I switch card machine later?

Yes. If you're on no contract, you can switch whenever you like. If you're on a contract, check the notice period and exit fees first.

Do I need a business bank account to get a card machine?

Not always. Some providers pay into any UK bank account, others offer their own business account, and a few require one. Check before you apply, especially if you're a sole trader using a personal account.

How long does it take to get a card machine?

Pay as you go readers usually arrive within a few days, and you can often start with Tap to Pay straight away. Traditional providers can take longer because of checks and installation.