1. Podium
  2. Payments
  3. Collecting Payments with Card Readers

Manually Entering Card Payments

Before You Begin

Occasionally a customer’s card can’t be read when swiped, inserted, or tapped. In other cases your card reader may not be available because of a low battery or connectivity issues. In these situations you can manually enter a customer’s card information.

While the transaction is secure, it involves more risk. You should only use manual entry as a last resort. Transactions that are manually entered will:

  • Not count as “card present” transactions (even if the card is present). In addition, fraudulent disputes for manual card entry transactions are nearly impossible to win. (You can learn more about protecting yourself business by reading, “Preventing Fraud.”)
  • Not have as robust a paper trail as text-to-pay transactions because there is no proof the customer was aware of the purchase in advance. (Customers will still be texted or emailed their receipt after the transaction is complete.)
  • Be less confidential because card details are being shared either in-person or over the phone.
  • Have higher transaction fees (typically 2.9% + $.30, though individual rates may vary).
IMPORTANT DISCLAIMER: This article is for informational purposes only. It is not intended as legal advice or a comprehensive summary of the topic discussed. You are encouraged to retain your own legal counsel or other professional advisors to review this article and assess your unique business scenario. In addition, a business can do many things, including use of the Podium system outside its intended use, which can give rise to liabilities beyond those addressed in this article.

Manually Entering a Card (Desktop)

  1. Click the +. Manually_Entering_Card_Payments_1.png

  2. Click Payment.Manually_Entering_Card_Payments_2.png

  3. Select a card reader.
    manuallyEnteringCardPayments3.png
  4. Enter the customer’s name.
    manuallyEnteringCardPayments4.png
  5. Enter the customer’s phone number or email address.
    manuallyEnteringCardPayments5.png
  6. Add a description of the item or service and the amount that is due. If necessary, you can add additional items to the payment request by clicking the add (+) icon.
    manuallyEnteringCardPayments6.png
  7. Optionally, include an invoice number.
    manuallyEnteringCardPayments7.png
  8. If there is more than one bank account, select a bank account.
  9. Click Manual Card Entry.
    manuallyEnteringCardPayments8.png
  10. Enter the name, card number, expiration date, and security code on the card.
  11. Enter the customer’s billing postal code.
    manuallyEnteringCardPayments9.png
  12. Click Charge.
    manuallyEnteringCardPayments10.png

Manually Entering a Card (Mobile App)

  1. Click the new message (pencil) icon.
    manuallyEnteringPaymentsMobile1.png

  2. Enter the customer’s name.
    manuallyEnteringPaymentsMobile2.png

  3. Tap New Contact.
    manuallyEnteringPaymentsMobile3.png

  4. Enter the customer’s phone number or email address.
    manuallyEnteringPaymentsMobile4.png

  5. Tap the payment request (dollar sign) icon.
    manuallyEnteringPaymentsMobile5.png

  6. Enter the amount and add a description of the item or service. If necessary, you can add additional items to the payment request by tapping Save add another item.
    takeMobilePaymentsCR6.png

  7. Tap Review payment.
    takeMobilePaymentsCR7.png

  8. Optionally, include an invoice number.
    takeMobilePaymentsCR8.png

  9. Click Charge a card.
    manualEntryFix0.png

  10. If there is more than one bank account, select a bank account.
    manualEntryFix1.png

  11. Tap Charge Method.
    manualEntryFix2.png

  12. Tap Manual card entry.
    manualEntryFix3.png

  13. Enter the name, card number, expiration date, and security code on the card.

  14. Enter the customer’s billing postal code.
    manualEntryFix4.png

  15. Tap Save.
    manualEntryFix4.5.png

  16. Tap Create charge.
    manualEntryFix5.png