Payment issues can bring your business to a screeching halt—and usually at the worst possible time. A card gets declined, your terminal freezes, or deposits take longer than expected. Sound familiar?

The good news is that most of these issues are common, easy to troubleshoot, and can be completely fixed. Here’s a quick guide to help you stay calm, take action, and keep payments flowing.

1. Declined Cards

It happens more often than you’d think. A customer’s card won’t go through, and suddenly everyone’s awkwardly waiting.

What’s going on?
The issue could be due to insufficient funds, a bank fraud flag, or a simple typo when entering card information.

What you can do:

• Ask the customer to try again or use another payment method.
  
  
• Double-check the amount and card details.
  
  
• If it keeps happening, suggest the customer contact their bank.
  
  
• Confirm your system has a strong internet connection.
  
  

2. Slow or Frozen Terminals

When your terminal takes forever or locks up, it’s frustrating for everyone in line.

What’s going on?
It could be a weak internet signal, outdated software, or just a temporary glitch.

What you can do:

• Restart the terminal.
  
  
• Check your Wi-Fi or switch to a wired connection.
  
  
• Make sure your system software is up to date.
  
  
• If it keeps happening, talk to your payment provider about better hardware or support.
  
  

3. Duplicate Charges

A customer sees two identical charges and immediately starts asking questions—and rightfully so.

What’s going on?
This usually happens when the system freezes and someone hits “submit” more than once.

What you can do:

• Check your transaction history for duplicates.
  
  
• Void one of the charges if possible.
  
  
• Let your customer know what happened and offer a receipt or follow-up confirmation.
  
  
• Train staff to avoid repeated swipes or taps if the terminal seems slow.
  
  

4. Missing or Delayed Deposits

You made the sale, but the funds aren’t showing up in your account.

What’s going on?
Bank holidays, processing schedules, or account verification issues can all cause delays.

What you can do:

• Look at your processor’s funding timeline (some offer next-day, others take a bit longer).
  
  
• Double-check your bank account info in your dashboard.
  
  
• See if there are any notifications or flags from your payment provider.
  
  
• Contact support if it’s an unusual delay.
  
  

5. Integration Errors

If you’re using a POS system, accounting software, or inventory tools alongside your payment system, things can occasionally go haywire.

What’s going on?
Sometimes systems stop syncing properly, especially after updates or outages.

What you can do:

• Reboot or refresh all connected systems.
  
  
• Check for software updates or error messages.
  
  
• Disconnect and reconnect the integrations if needed.
  
  
• Keep a record of any issues and contact support if they continue to occur.
  
  

Stay Calm and Keep Selling

The key to handling payment issues is not to panic. Most problems have simple fixes, and with a little know-how (and a good support team), you can keep your business running smoothly.

Want fewer payment headaches?
Let’s talk about how a better payment solution can help prevent these issues before they happen. Reach out today—we’re here to help keep things moving.

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