Running a business today means meeting your customers wherever they are—online, in-store, or on the go. No matter your industry or business model, having a seamless and secure way to accept payments is an absolute must.
That’s where payment gateways come in. Payment gateways facilitate transactions, acting as the bridge between your business, your customer, and their chosen payment method.
Needless to say, choosing the right one can make or break your payment experience. That’s why it pays to spend time comparing payment gateway providers.
In this article, we’ll go over the fundamentals of payment gateways and how you can select the right solution for your needs.
TL;DR
- Payment gateways securely capture and transmit customer payment data to processors, enabling businesses to accept various payment methods both online and in-store.
- Gateways vs. processors: Gateways handle data capture and encryption; processors move funds between banks. Some providers bundle both services.
- Choosing a provider involves defining payment needs, ensuring robust security (PCI DSS, fraud tools), evaluating integrations, comparing transparent costs, and assessing reporting and support.
What is a Payment Gateway?
A payment gateway is the technology that securely captures your customer’s payment information and transmits it to the payment processor for authorization. It’s what enables your business to accept various payment forms including credit cards, debit cards, digital wallets, and electronic payments. Think of it as the digital cashier that initiates every sale and keeps sensitive information safe behind the scenes.
How Do Payment Gateways Work?
Payment gateways play a behind-the-scenes yet crucial role in every transaction. Whether your customer is buying a product from your website or tapping their card in-store, the gateway ensures the payment data is transmitted safely and quickly.
Here’s a breakdown of how it works:
- Customer initiates purchase
Your customer clicks “buy now” on your site or swipes their card at your physical store.
- Payment details are encrypted
The gateway encrypts the card or digital wallet data to protect it during transmission.
- Data is sent to the payment processor
The encrypted payment information is forwarded to your payment processing services provider, which connects to the customer’s financial institutions including the issuing bank and your merchant acquiring bank.
- Authorization request
The bank checks for sufficient funds and verifies the transaction. It then sends back an approval or decline. - Transaction is completed
The gateway relays the bank’s response to your website or POS system. If approved, the payment goes through. If declined, your customer is prompted to try another method.
- Settlement and payout
Approved payments are batched and settled, with funds deposited into your business bank account—often within 1–2 business days, depending on your provider.
That, in a nutshell, is how payment gateways work. Now, payment gateways can also offer several benefits to further streamline how you accept payments. Consider the following.
Helps detect and prevent fraud through built-in security checks – Smart gateways include an advanced fraud detection suite with tools like AVS, CVV verification, and real-time risk scoring to help spot suspicious activity and protect both your business and your customers from fraudulent transactions.
Supports various payment methods and currencies – Offer the flexibility your customers expect. Modern gateways let you accept credit cards and digital wallets, so it’s easier to convert more customers, no matter where they’re buying from.
Integrates with your eCommerce or POS platform for a smoother checkout experience – A well-integrated gateway keeps checkout fast and friction-free by syncing with your online store or POS system—reducing cart abandonment and making day-to-day operations more efficient.
Payment Gateway vs Payment Processor
It’s easy to confuse payment gateways and payment processors, but they serve different functions in the payment ecosystem.
As discussed above, the gateway securely captures and transmits customer payment data. The payment processor, on the other hand, routes that data between banks to complete the transaction.
In simple terms:
- Payment gateway = the tool that collects and transmits customer payment data securely
- Payment processor = the service that moves funds from your customer’s bank to yours
Let’s break it down further:
| Function | Payment Gateway | Payment Processor |
| Role | Collects, encrypts, and transmits data | Executes the fund transfer and facilitates the payment process |
| Use Case | Front-end experience (online checkout or in-store POS) | Back-end processing and bank communication |
| Security | Helps support fraud detection and PCI compliance | Responsible for secure transaction routing |
In some cases, these two functions are bundled into one service. But understanding the distinction helps you evaluate payment partners more strategically.
Payment Gateway Comparison: Steps to Take When Shopping Around for a Provider
When it comes to choosing the right payment gateway, taking a thoughtful, step-by-step approach can save you time, money, and future headaches. Here’s a quick guide on how to go about the payment gateway comparison process.
Step 1: Define Your Payment Needs
Start by mapping out how and where you accept payments. Are you selling online, in-store, or both? Do you need special features like mobile, recurring billing support, or even a white label payment gateway?
The answers will narrow your list of must-have features. For example, if you rely on subscriptions, then recurring billing and automatic invoicing should be top priorities.
A good way to really drill down on your needs is to walk through your ideal customer journey—from browsing to checkout—and note every touchpoint where payments come into play. This will help you identify the features that matter most.
Here’s what that could look like. Imagine you run an online fitness gear store:
- Customer lands on your website – You need a gateway that integrates with your eCommerce platform.
- They add items to their cart and check out – A smooth, mobile-optimized checkout with digital wallet support (like Apple Pay or Google Pay) improves conversion.
- They opt in for a monthly protein shake subscription – Recurring billing and tokenization become essential.
- They live in a state with specific tax requirements – Built-in sales tax calculation tools and a payment gateway integration with tax software help ensure compliance.
Mapping this flow helps clarify which payment features you truly need, and which ones are nice-to-haves.
Step 2: Prioritize Security and Compliance
Security should never be an afterthought. Look for:
- PCI DSS compliance
- Fraud detection tools (like AVS, CVV checks, and risk scoring)
- Data encryption standards
- Tokenization for recurring payments
Remember, the more robust the security, the more peace of mind for you and your customers.
Step 3: Consider the Integration Experience
Your gateway should play nicely with your existing systems. Depending on your commerce tech stack, here are some of the integrations to consider.
eCommerce platform compatibility – If you sell online, your gateway should connect seamlessly with your eCommerce platform to ensure a smooth checkout experience, accurate order tracking, and real-time payment updates. The fewer workarounds you need, the better your customer experience and internal workflow will be.
POS system integrations – For brick-and-mortar or hybrid businesses, your gateway must integrate with your point-of-sale system to sync inventory, process payments and in-person transactions efficiently, and should give you a unified view of sales, no matter where they happen.
API access and documentation – If your business needs custom workflows or is working with a developer team, APIs and clear documentation are key. This allows you to tailor the payment experience, automate backend processes, and build scalable solutions without hitting technical roadblocks.
Ease of onboarding and setup – Time is money. Choose a gateway with a straightforward onboarding experience and minimal downtime. A frictionless setup helps your team hit the ground running and reduces the risk of technical errors or disruptions.
Why take time to evaluate these integrations? Simple: a gateway with clunky setup or limited compatibility can slow down your operations and frustrate your team. This leads to inefficiencies and support issues, which ultimately impact your bottom line.
Step 4: Compare Costs Transparently
As with any business solution, payment gateways come with fees —and you need to know how those fees are structured.
Some providers charge a flat rate per transaction, while others use a tiered or interchange-plus pricing model. You might also encounter additional costs for setup, monthly fees, chargebacks, or access to premium features.
Be sure to review:
- Transaction fees (per sale, often a percentage + fixed amount)
- Monthly or annual platform fees
- Chargeback or dispute fees
- Cross-border or currency conversion fees
- Premium support or add-on features
In some cases, pricing can be bundled into a single rate, while others offer more detailed breakdowns. What matters most is transparency, so you can compare apples to apples and avoid hidden costs.
Pro tip: compare rates from different providers. In your search for the best payment gateway, you need to be aware of some fees they may charge you that are often hidden. Make sure to ask about these fees before you decide on their service, and see if you can get certain ones waived.
Step 5: Evaluate Reporting and Analytics
Analytics may not be top of mind when you’re selecting a payment gateway, but having robust data and reporting capabilities shouldn’t be underestimated. Insightful data can help you improve your checkout flow, detect fraud early, and optimize performance.
As such, prioritize gateways that offer:
- Real-time transaction reporting – Instant visibility into transaction data allows you to spot trends, monitor payment health, and respond to issues as they happen. Whether it’s a spike in declines or a sudden influx of payments, real-time data keeps you in control.
- Customizable dashboards – Not every business needs the same metrics. Look for gateways that let you tailor your dashboard views so you can track what matters most.
- Settlement tracking and reconciliation tools – Knowing exactly when and how funds hit your account is key for cash flow and bookkeeping. Gateways with built-in settlement reports and reconciliation features help streamline your accounting process and reduce manual work.
Step 6: Assess Customer Support and Reliability
Even with great tech, support matters. When issues arise (e.g., failed transaction, a technical hiccup, or a question about fees) you need fast, knowledgeable help. Responsive support can be the difference between a minor inconvenience and a major disruption to your operations.
With that in mind, you’ll want to ask:
- Is support available 24/7?
- Are there dedicated account managers or onboarding specialists?
- What’s the average response time?
A payment provider’s people and processes should feel like an extension of your own team. When you have the support you need, you can focus on growing your business instead of troubleshooting payment issues.
All this to say that not all payment gateways are created equal. From setup to ongoing support, choosing the best payment gateway for your business requires careful comparison across features, costs, integrations, and scalability. Whether you’re accepting credit card payments, processing online transactions, or managing recurring payments, your payment gateway services should support your goals, not complicate them.
Bringing It All Together: What Makes a Payment Gateway a Good Fit For Your Business?
What makes a provider a good fit? It comes down to how well the solution aligns with your operations, customers, and growth plans. The right payment gateway should make it easy to accept payments without adding complexity to your workflow.
A good fit also means supporting the payment methods your customers prefer, offering seamless integrations with your eCommerce or POS platform, and providing strong security measures to protect sensitive data. Transparent pricing and low transaction fees help keep your margins healthy, while detailed reporting and real-time analytics give you visibility into your cash flow.
Scalability matters, too. As your business grows, your gateway should grow with you. This could mean supporting new sales channels, currencies, and markets without skipping a beat.
Ultimately, the best payment gateway isn’t just a tool—it’s a partner that helps you deliver a better customer experience and run your business more efficiently.
Why Stax Is a Smart Choice for Modern Businesses
Stax offers an all-in-one platform that supports multiple payment types and methods, including online payments. Stax integrates with various payment gateways so you can enhance the functionality and data for your existing shopping cart and eCommerce site. What’s more, Stax connects with some of the market’s top ERP software, allowing enterprises to streamline their financial processes and unlock higher business efficiency.
ISVs and SaaS companies can also partner with Stax to provide robust payment solutions to their merchants through Stax Connect. Integrate Stax Connect to your platform and enable payments for merchants in as little as 30 days. The company works using a custom revenue-share model, which paves the way for win-win situations for all parties.
All of the above, combined with Stax’s ability to support virtually all types of payments, make it an excellent solution for SMBs, enterprises, ISVs, and SaaS companies.
If you’d like to learn more about how Stax can help you stay on top of payments, get in touch with us today.
