What is a payment gateway?

A payment gateway is a digital connection that lets you receive secure payments from your guests' payment cards – both online and at physical terminals. When a customer pays by card, the payment gateway obtains authorisation from the card issuer and sends the payment to your bank. It acts as the connection between your POS system, the payment provider and the customer's bank.

Although the technical process in the background is complex, it all happens in a few seconds – completely automatically. The payment gateway ensures that the customer's card information is encrypted and validated, so both you and your guests are protected against misuse and incorrect payments.

A practical example

Imagine a guest pays the bill with a payment card in your café. You register the payment in your POS system, and the terminal starts obtaining card authorisation. This is where the payment gateway comes in: it contacts the card issuer to make sure there are sufficient funds and then sends the authorisation back to your system. Only then is the amount taken from the customer's account and transferred to yours. All of this happens quickly and securely thanks to the payment gateway.

Why is it important to know?

When you run a restaurant, café or similar, it is crucial that payments run easily and smoothly – for both your guests and your business. A reliable payment gateway means fewer errors and rejected payments (see also Payment rejection) and a better customer experience. It also makes it possible to accept online payments, for example for table bookings or takeaway, opening up more sales and contact opportunities.

If you use a modern POS system (see for example Online POS system), an efficient payment gateway is a cornerstone of the whole payment structure.

How does Flexybox use a payment gateway?

Flexybox uses a secure payment gateway to handle all card and online payments. This means that when your guests pay through the Flexybox till system or via online booking, their payment is processed quickly and encrypted through an approved gateway. This ensures a safe and efficient process – both at the physical till and in your digital solution.

Frequently asked questions

A payment gateway handles the technical security and data transfer between the POS and the card issuer. A payment provider (or acquirer) is the bank or company that actually receives the payment and places the amount in your account.

It depends on your provider. At Flexybox the payment gateway is built into the solution, so you do not need to worry about the technical side. You do, however, need to make sure your card agreements are in place.

If the gateway has technical problems, card payments may be rejected or delayed. That is why it is important to have a stable supplier and a backup option, such as mobile payments or cash.

Yes, payment gateways use strong encryption and comply with applicable security standards such as PCI DSS. This ensures that both card details and transactions are handled safely.