Processing fees eat into your margins. Delayed settlements disrupt cash flow. And when something breaks, you’re stuck on hold with a 1-800 number that doesn’t know your business.
You’re running a company in one of the most competitive business corridors in the country. Your payment system should support that, not complicate it.
That means transparent interchange-plus pricing so you know exactly what you’re paying. Same-day funding options that put money in your account when you need it. And fraud protection that catches problems before they become chargebacks. You get all the technology of the big processors without the runaround when you need help.
We work with businesses across Herndon and Northern Virginia. We’re familiar with the mix of tech companies, professional services, and retail operations that make this area unique.
You’re not getting a cookie-cutter setup designed for a national chain. You’re getting merchant services configured for how you actually run your business—whether that’s high-volume retail transactions, recurring billing for services, or fleet card management for vehicles on the road.
We’ve worked in this market long enough to understand what local businesses need. Fast approvals, reliable equipment, and someone who picks up the phone.
You start with a conversation about what you’re processing and how. Retail, online, mobile, or a combination. We look at your transaction volume, average ticket size, and any specialized needs like fleet cards or recurring billing.
From there, we configure your merchant account with the right pricing structure. You’ll see exactly what interchange costs, what our markup is, and what fees apply. No surprises three months in.
Equipment and integration come next. If you need terminals, we get them installed and tested. If you’re integrating with existing software or ecommerce platforms, we handle that setup. You get trained on the system, and we make sure everything processes correctly before you go live.
Once you’re running, settlements typically hit your account within 24-48 hours. Faster funding is available if you need it. Support is available when you call—not a phone tree, actual help.
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Credit and debit card processing covers your counter and online transactions. You accept all major cards, plus digital wallets that are handling nearly half of online payments now.
Fleet card processing is critical if you manage vehicles. Herndon’s location near Dulles and the major highways means a lot of businesses here run fleets. You need fuel card management that tracks purchases, controls spending, and integrates with your accounting.
Wireless payment acceptance gives you flexibility for mobile businesses, delivery services, or anywhere you need to process away from a fixed terminal. The equipment connects reliably, and transactions settle the same as in-store payments.
Gift card and loyalty programs help you keep customers coming back. You can issue branded cards, track balances, and run promotions that actually drive repeat business. It’s all managed through the same system as your regular processing.
Most small businesses pay between 2.5% and 3.5% per transaction, but that number doesn’t tell you much without context. The actual cost depends on your pricing model, card types, and transaction methods.
Interchange-plus pricing is the most transparent option. You pay the actual interchange fee set by Visa and Mastercard, plus a fixed markup from your processor. That markup might be 0.3% plus 10 cents per transaction. You can see exactly what goes to the card networks and what goes to your processor.
Flat-rate pricing is simpler but usually more expensive. You pay one rate regardless of card type—often 2.9% plus 30 cents. That’s convenient for very low volume, but you overpay on debit cards and basic credit cards that have lower interchange rates. For most Herndon businesses processing over $5,000 monthly, interchange-plus saves money.
Standard settlement is one to two business days. You process a sale on Monday, and funds typically hit your account by Wednesday morning. That’s the default for most merchant accounts.
Same-day funding is available if cash flow is tight. You pay a small premium, but transactions processed before a cutoff time settle that same day. This runs every day of the year, including weekends and holidays.
Your first few weeks might have a rolling reserve or delayed settlement while the account establishes history. That’s standard risk management. Once you have a processing track record, settlements normalize to the regular schedule. High-risk industries or very new businesses sometimes face longer holds, but that’s disclosed upfront.
Yes, and you should. Running separate accounts for different channels costs more and complicates your reporting.
One merchant account handles in-store terminals, online payment gateways, and mobile card readers. You see all transactions in a single dashboard, and everything settles to the same bank account. Your monthly statement shows total volume across all channels.
The pricing structure might vary slightly between card-present and card-not-present transactions. In-store chip card transactions have lower interchange rates because they’re more secure. Online transactions cost a bit more due to fraud risk. But you’re still working with one processor, one contract, and one support contact.
Integration depends on your ecommerce platform. Most popular systems like Shopify, WooCommerce, and custom-built sites connect directly to your payment gateway. You don’t need to be technical—the setup is usually straightforward.
PCI compliance is the security standard for handling card data. You’re required to maintain it, but we make it manageable.
The basics include using secure payment terminals, maintaining firewall protection, encrypting cardholder data, and restricting access to payment information. You’ll complete an annual self-assessment questionnaire that verifies you’re following these practices.
Most modern payment terminals and gateways handle the heavy lifting. End-to-end encryption means card data is protected from the moment of swipe or entry. Tokenization replaces actual card numbers with random identifiers in your system. You never store sensitive data that could be compromised.
We provide scanning tools, compliance monitoring, and guidance on maintaining standards. Some processors charge a monthly compliance fee—usually $5 to $15. That covers the monitoring service and liability protection if a breach occurs despite following proper procedures. It’s not optional, but it shouldn’t be complicated if your systems are set up correctly.
Fleet cards let you track every fuel purchase by vehicle, driver, time, and location. That visibility alone cuts unauthorized spending and helps you spot inefficiencies.
You set controls at the card level. Limit purchases to fuel only, or allow specific maintenance categories. Set dollar limits per transaction or per day. Require odometer entry at the pump so you can calculate actual fuel economy. If a card gets used outside those parameters, the transaction declines.
Reporting shows you which vehicles are burning through fuel faster than they should. You can identify aggressive driving, inefficient routes, or mechanical problems before they become expensive. The data integrates with fleet management software if you’re running something more sophisticated.
Herndon businesses with vehicles on the road—contractors, delivery services, sales teams—save an average of 10% to 15% on fuel costs just from better tracking and control. You also eliminate the reimbursement headache of employees paying out of pocket and submitting receipts.
A chargeback happens when a customer disputes a charge with their card issuer. The bank pulls the funds from your account and investigates. You have a limited window to respond with evidence that the transaction was legitimate.
We notify you immediately when a chargeback is filed. You’ll see the reason code—whether it’s fraud, product not received, service dispute, or processing error. Each code requires specific documentation to fight it.
Strong evidence includes signed receipts, proof of delivery, customer communication, and terms of service acknowledgment. Digital records work better than paper. If you win the dispute, funds are returned to your account. If you lose, the chargeback stands and you typically pay a fee—usually $15 to $25.
Prevention matters more than fighting chargebacks after they happen. Clear billing descriptors so customers recognize the charge. Detailed receipts and confirmation emails. Responsive customer service that resolves issues before they escalate to disputes. Good fraud screening on card-not-present transactions. These practices keep your chargeback rate low, which protects your processing account and keeps fees down.
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