7 min read • October 20, 2017
Remember the days when paper mail was the norm? Neither do we. It’s hard to believe that only a couple of decades ago sending mail through the post was the preferred way of doing business. Like the rise of email, which forever changed the way businesses communicate, many other activities and business processes have been permanently altered by digitization and the internet.
In an environment where disruption is the norm, business payments have remained largely the same. According to the 2016 AFP Payments Survey, 51% of companies B2B payments are made by check. This is, however, beginning to change. Businesses are looking for online payment systems that will help them make payments remotely, avoid the time spent on manual data entry and signatures, and increase the speed. Chances are, you are wondering how you can do these things too.
You’re already interested in switching to online payments, but have a few reservations – it’s your money after all. We’ve created a guide outlining everything you need to know about online payments. It will help you understand and learn about what’s involved with online payments and how you can get started using them. You can read through our entire guide now or email it to yourself for later.
To get you started, here is some information about online payments and traditional payment methods.
Security is a major concern for all organizations, especially when it comes to payments. Recent news of trusted organizations being hacked and data being compromised makes it even more apparent that you should look beyond a brand name to ensure security.
To understand the payments fraud and security landscape, first take a look at some of the stats.
Business Email Compromise (BEC), where fraudsters gain access to a legitimate business email account to initiate a payment, is on the rise. For the most part, these scams target wire transfers; however, some have also requested checks. For this reason, it is very important to communicate your protocols around payments with everyone in your organization, as well as external vendors and clients. For instance, when you move to an online payment provider, you should communicate this change ahead of time to all the relevant parties. You should also explain to employees and vendors that they should never initiate payments based on email requests for checks or wire transfers, as this is not your preferred method of payment.
Data security is another area that most businesses must consider. Although cloud technology gives businesses flexibility, many businesses are hesitant to move their data to the cloud for fear of security breaches. However, storing information in the cloud is, in many ways, more secure than other ways of storing information. When evaluating cloud software, find out what cloud platform the software provider is using, ask about encryption to make sure that your data cannot be exposed to unauthorized third parties, and ensure that the servers are located in the same region or country as your business.
Online payment solutions vary widely in their services, costs, and technologies. Depending on your needs, you’ll want to consider:
Once you have outlined all of the considerations that apply to your organization, you can rank them in order of priority. For instance, if most of your payments are recurring, you will want to make sure that the online payment provider you select can support this. If you have a complex approval process with multiple stakeholders that need to sign off, ensure that the platform you select is flexible enough to accommodate your processes. If you already use an accounting software platform, you should look for an online payment platform that integrates smoothly with it.
Understanding the cost of traditional payments is tricky. We’ve outlined the some of the costs of checks in another article, so you can use this resource to evaluate whether the pricing from online payment providers is a better fit for your budget. We’ve also created a model that outlines the fees for international wires at different banks, so you can compare different banks easily.
Understand that there are additional costs over and above the dollar costs for the actual payments. You should also consider the time spent managing payments and reconciling them in your accounting software, and the rate that you pay your bookkeeper or accountant for this time. If the business owner is the person making payments, their time may not actually cost money, but it could be spent on other activities that have more impact on the business. Look for payment solutions that will minimize the hours spent on back-office administration to truly minimize your costs.
The first step to getting started with online payments is to try it out. You do not need to move your entire business to online payments, and you do not need to disrupt all of your existing processes. Many online payment providers offer a free trial or, in Plooto’s case, you can create an account on the platform for free, which enables you to take a look at the platform and understand how payments are made.
Try making one payment to a vendor you have a good relationship with, or even to yourself, to see how the entire process works.
To get started with an online payment provider, you’ll need to provide:
The payment provider will need to ensure that you are a real business in order to begin working with you, so don’t be surprised if you are asked a few questions to verify your identity.
From there, it’s simple to get set up with online payments and get started right away. Typically, the recipient of your payment will receive an email asking them to provide their information to accept the payment. The information they need to provide will vary depending on the payment, but it will likely include logging into their bank account or providing bank account information.
And that’s it! You’re done.