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How to set up an EFTPOS machine

Find out how EFTPOS works and what’s required for you to be able to accept card payments through an EFTPOS machine.

Amy Bradney-George
Amy Bradney-George

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If you're running a business from a physical location – whether it's a café, retail store, health clinic or even a taxi – people will expect to have the option of paying by card. EFTPOS, which stands for Electronic Funds Transfer at Point of Sale, is the most widely used electronic payment system in Australia and New Zealand.

This system gives you access to a machine that allows you to process both debit and credit card transactions. It can also integrate with your point-of-sale system so that you have a simple way to keep track of transactions.

Banks and other payment processing companies all offer different types of EFTPOS machines you can buy or rent. So, let's take a look at your options and how the setup typically works.

What's in this guide?

  1. What is an EFTPOS machine?
  2. How do I choose an EFTPOS machine?
  3. What do I need to set up an EFTPOS machine?
  4. Looking for an EFTPOS terminal provider?

What is an EFTPOS machine?

An EFTPOS machine is a countertop or wireless unit that processes payments made by swiping, inserting or tapping a credit card, debit card or compatible mobile device (such as a phone with Apple Pay).

The terminal communicates with at least three parties: the customer's bank, the merchant's bank, and the authorising banks. It first checks the customer's account to see if there are enough funds to cover the sale, then issues the amount to the authorising bank, which then passes it over to the merchant's bank. When the amount is accepted, the transaction is approved and a receipt is rolled out.

How do I choose an EFTPOS machine?

The type of EFTPOS machine you choose largely depends on your business setup and needs. For example, if you want to be able to accept payments from anywhere, you could look at a wireless or mobile EFTPOS setup. On the other hand, if your business needs to process Medicare and private health cover claims, getting a machine with these features might be a higher priority.

Cost can also play a role, so it's a good idea to ask the following questions as a way of narrowing down your options:

  • What features are essential? As well as wireless or health-claiming services, you might want to consider whether you can get multiple machines or whether it can be fitted to an existing mobile phone or tablet.
  • What types of payments can be processed? This includes contactless payments and mobile payments, as well as processing networks such as Visa, Mastercard and American Express.
  • Will it sync with the billing and accounting software? EFTPOS machines typically offer compatibility with a range of POS programs, but it is worth double-checking before you choose one.

How much does an EFTPOS machine cost?

This is one of the most important questions business owners will ask before choosing an EFTPOS setup. The pricing can vary depending on factors including the EFTPOS provider and the annual turnover of your business. But typically, you will pay:

  • A monthly fee for the EFTPOS terminal
  • A percentage fee for each transaction

As a general guide, monthly rental could range from around $30 up to $150 or more, while transaction fees could be around 1% to 3% depending on the type of payment (American Express and Diner's Club typically attract higher transaction fees).

Some EFTPOS machine providers may also charge for additional machines, features or services. There may also be fees for delivery and instalment (around $100), as well as regular maintenance costs.

However, much like credit card issuers, rival networks may offer discounts or other perks. For example, Live eftpos black also offers you 1 Qantas Point for every $1 transacted. So, it does pay to shop around – although acceptance and network reliability should always be a priority.

What do I need to set up an EFTPOS machine?

The steps you need to take to set up your EFTPOS machine largely depend on the provider you choose. This means you will need to read through the instruction booklet and/or user manual that comes with your EFTPOS machine/s.

Once you've done that, the set up process should be fairly straightforward. However, depending on the machine, you may need to have some of the following features already setup for your business:

  • An Internet connection
  • WiFi
  • A 3G or 4G mobile network
  • Bluetooth
  • A phone line

Keep in mind that these requirements can vary a lot between machines. For example, many of the more established, plug-in EFTPOS machines do require a phone line in order to operate, while wireless and mobile machines may only need WiFi or a mobile network.

Make sure you check these requirements before choosing an EFTPOS machine so that you know you'll be able to set it up and use it straight away.

Looking for an EFTPOS terminal provider?

Image: Shutterstock

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10 Responses

    Default Gravatar
    BillAugust 4, 2017

    I am a carpenter who has just set up a new small business, I have recently completed a job and the client has to pay me by eft, do I need an eftpos machine to receive payment or can my bank arrange this for me?

    Reply
      Default Gravatar
      ArnoldAugust 4, 2017

      Hi Bill,

      Thanks for your inquiry.

      Usually, you need an EFTPOS Facility to receive the payment. But depending on your bank they might be able to set this up for you. Please directly contact them to confirm.

      Hope this information helped.

      Cheers,
      Arnold

      Reply
    Default Gravatar
    LorraineJanuary 27, 2016

    How can i turn on the EFTOS machine which model is FirstData.

    Reply
      Avatarfinder Customer Care
      DebbieJanuary 28, 2016Staff

      Hi Lorraine,

      Thanks for your question.
      Please note that you’ve come through finder.com.au, an online comparison service.

      Most EFTPOS machines use ‘Enter’ key to power on the terminal. You may wish to call directly the manufacturer or provider of the EFTPOS machine, they may be able to assist you further for any technical issues you may experience.

      I hope this helps.

      Cheers,
      Debbie

      Reply
    Default Gravatar
    kevinOctober 13, 2014

    I have 3 defaults under my name….
    is it possible to get an eftpos under my new business name??

    Reply
      Avatarfinder Customer Care
      ElizabethOctober 14, 2014Staff

      Hi Kevin,

      Thanks for your question.

      You can check the eligibility criteria from where you are ordering the EFTPOS machine from. A quick look at some bank’s websites show that for smaller businesses, only the ABN and business financials are required, but be sure to check before you apply.

      Hope this has helped.

      Thanks,

      Elizabeth

      Reply
    Default Gravatar
    SteveJune 3, 2013

    I have purchased a small business (retail Butcher) and although a business owner I cannot get a EFTPOS machine due to a bad credit file. Ive tried the banks and some credit unions and all say that they do credit checks and 99% chance of declining the application. HELP or we will be a cash only business and go out of business very quickly.

    Reply
      Avatarfinder Customer Care
      JacobJune 3, 2013Staff

      Hi Steve. Thanks for your question. Unfortunately, we’re unable to offer much guidance on this issue. If the banks and lenders are denying your request for an EFTPOS machine, your options are limited, but there are other options for non-cash payments. Here’s some information on the Google Wallet and Apple Passbook. Here’s some information on mobile payments. Hope this has helped. Jacob.

      Reply
    Default Gravatar
    GavinMay 30, 2013

    I have bad credit but have just opened a butcher shop and need to get a eftpos machine, how can I get one?

    Reply
      Avatarfinder Customer Care
      JacobMay 30, 2013Staff

      Hi Gavin. Thanks for your question. To enquire about getting an EFTPOS machine for your business, please contact your banking institution. Their business services will be able to assist you with this. Jacob.

      Reply
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