Separate the cost into three buckets
Start with charges that scale with sales volume, charges that scale with transaction count, and fixed account costs. A statement may show these on different pages, and the gateway may invoice separately. Put all three in the same worksheet before you compare offers.
Visa describes interchange as a transfer between banks. Your agreement determines how that underlying cost and the provider’s charges appear on your merchant statement.
Work through a representative month
Suppose a store accepts $20,000 across 400 transactions. In a hypothetical quote with a 3% transaction charge, a $0.25 per-payment charge, and a $40 monthly fee, the model totals $600 + $100 + $40, or $740. That equals 3.7% of gross settled sales for the example. It excludes event fees and uses example figures only.
Run the same calculation with a slower month and with your typical order value. Two quotes can change order when per-payment and monthly costs are spread over different volumes.
Check the charges that only appear when something happens
- Ask which fees apply to declines, authorizations, refunds, disputes, and cross-border transactions.
- Request written terms for gateway or account fees, monthly minimums, notice periods, and closing charges.
- Track reserve withholding as a separate cash-flow line. Reconcile the balance and release dates against the agreement.
Ask for a sample statement or worked quote
Provide the same volume, order count, and refund assumptions to each provider. If a provider supplies an estimated effective rate, ask them to show which line items they included so you can compare the figures consistently.
Sources and further reading
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