Navigating the world of payment methods can be overwhelming, especially when managing a coworking space. Understanding your payment options, from traditional cash to digital wallets, can help you choose the best solutions for your business.
As payment options evolve, coworking spaces need to adapt by offering flexible and efficient ways to pay. Whether you’re handling cash, credit cards, or digital payments, selecting the right methods can ease operations and boost member satisfaction. This blog will break down the various payment methods available and guide you on how to implement them effectively.
Types of Payment Methods
1. Cash, Checks, and Bank Transfers
These traditional methods require manual handling and tracking. Payments made by cash, checks, or bank transfers involve physically depositing funds and manually updating your records. Although these methods are free to use and simple to set up, they can be time-consuming and labor-intensive.
If you decide to accept these payment methods, make sure that you provide all the information necessary to make the payment speedy. Your desk times and your complete bank details should be shown in your invoice—including your IBAN and SWIFT code, or routing number if you are in the USA or other country without an IBAN. Otherwise you won’t be able to complain if members take longer than expected to pay their invoices.
2. Payment Cards (Debit/Credit)
Payment cards are convenient and efficient. When a member pays with a debit or credit card, the transaction is processed in real-time, providing instant feedback on whether the payment can be made. However, it may take a few days for the funds to be transferred from your merchant account to your bank account.
To accept payment cards, you'll need to set up a Merchant Account with a Payment Service Provider (PSP) and integrate a Payment Gateway with your invoicing system. Cobot supports various PSPs, including Authorize.net, Stripe, Adyen, and PayPal (click here for a full list).
One of the benefits of credit card payments is that they don't require action from your customer once set up. Unless the credit card is expired or the linked bank account has insufficient funds, the payment is processed automatically when the invoice is generated. This reduces the payment time to just a couple of days for the funds to show in your account. Additionally, credit cards offer flexibility: you can reserve amounts for future payments, such as bookings, and clients can still pay even if they’re low on funds, as long as they are within their credit limit. This ensures smoother transactions and quicker payment confirmation for your coworking space.
3. Direct Debit
Direct debit is a secure method for handling recurring payments, particularly favored in the UK and Europe. Members authorize automatic withdrawals from their bank accounts, making it ideal for consistent billing. Cobot integrates with GoCardless and Stripe to offer direct debit options, ensuring a smooth and secure payment process.
Your coworkers will authorize the PSP to deduct the amount due from their bank account every month. The PSP then collects the funds and deposits them into your business's merchant account.
Payments generally take from 3 to 6 work days to be effective. Be sure to keep in mind that neither weekends nor bank holidays are considered work days—payments over holidays can take even longer.
4. PayPal
PayPal is a widely recognized digital wallet that supports major debit and credit cards, and it's especially popular in peer-to-peer payments across the Western world. Many people already have a PayPal account, making it a convenient option for your members. One of PayPal's advantages is that it’s easy to set up, and it offers various payment methods in one platform, including card payments and bank transfers. PayPal offers a card reader for in-person payments on devices like iPads and smartphones.
However, it's important to note that PayPal's fees can be higher compared to other payment methods, especially for businesses. This can be a consideration if you're processing a large volume of transactions.
Additionally, while PayPal has improved its ability to handle variable payments, it's still primarily suited for fixed, recurring payments. For businesses with varying charges (e.g., monthly membership plus additional services), it may require manual handling or adjustments.
5. Apple Pay and Google Pay
Apple Pay and Google Pay, as digital wallets, are becoming very popular because they are easy to use and secure. Members can easily pay using their smartphones, tablets, or smartwatches, often without needing to enter a password or use an extra app, thanks to integration with phone biometrics. This makes transactions quick and contactless, while also reducing fraud risk since card details are never shared.
These methods are excellent for ad-hoc transactions such as drop-in passes or external bookings. Cobot supports Apple Pay and Google Pay for these types of payments, offering convenience for members.
6. ACH Transfers
ACH (Automated Clearing House) transfers are the US version of direct debit and are a reliable option for accepting payments, especially for recurring charges like monthly membership fees. They are electronic payments made directly between banks and are usually cheaper to process than credit cards, while still being secure. ACH transfers are great for setting up automatic payments, ensuring you receive payments on time with less effort. Offering ACH transfers can attract members who prefer using their bank accounts for payments, helping to keep your billing process simple and efficient.
Setting Up Payment Cards
To start accepting payment cards, establish a Merchant Account with a Payment Service Provider (PSP). Integrate a Payment Gateway to handle transactions and automatically update payment statuses in your invoicing system. Cobot supports various PSPs, such as Stripe, for seamless integration.
If you prefer to use a different payment provider, you can also use our API to create an integration.
Implementing Direct Debit
For direct debit payments, use a provider like GoCardless or Stripe. The Payment Service Provider (PSP) handles the collection of authorization from your members, allowing automatic withdrawals from their bank accounts allowing automatic withdrawals from their bank accounts. This method ensures secure and timely payments for recurring fees.
Using PayPal
Integrate PayPal for online transactions. It's versatile and widely used, but recurring payments with varying amounts are only available in some countries, so check regional availability. While ideal for fixed payments, variable amounts may require manual handling.
Accepting Apple Pay and Google Pay
Enable Apple Pay and Google Pay for quick and easy payments, especially for ad-hoc transactions. Ensure your payment system supports these digital wallets to provide a smooth payment experience for members.
Implementing ACH Transfers
Set up ACH transfers through a Payment Service Provider (PSP) like authorize.net to manage direct bank-to-bank transactions. You'll need a merchant account with the PSP to process these payments. ACH is effective for recurring payments and simplifies billing operations.
Choosing the right payment method involves balancing flexibility, convenience, speed, and costs. Consider these factors:
When deciding which payment method is best for your coworking space, consider your members' preferences and the nature of your transactions. Credit and debit cards are a reliable choice for most spaces due to their widespread acceptance and ease of use. Digital wallets like Apple Pay and Google Pay cater to tech-savvy members who value quick and seamless transactions. For regular, high-value payments like monthly memberships, Direct Debit & ACH transfers offer a cost-effective and secure option. Ultimately, offering a mix of these methods ensures flexibility and convenience, enhancing member satisfaction and streamlining your payment processes.
Check out our full collection of resources for starting up a coworking business. You can also read our blog and follow us on Twitter, Facebook or Instagram for more tips and news around coworking space management. You have additional questions or feedback? Suggest new topics at support@cobot.me.
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