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ACH vs. Wire Transfers: Which One Moves Your Money Smarter?

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When it comes to transferring funds between financial institutions, businesses often face a choice: Automated Clearing House (ACH) or wire? Both methods offer clear advantages over paper checks, but they differ in speed, cost and use cases. Knowing how each works—and when to use them—can help you streamline payments, improve cash flow and make smarter financial decisions that support long-term growth.

Both ACH transactions and wire transfers safely move money between financial institutions. These funds typically flow between buyers and sellers and offer benefits over using physical checks. Several factors vary between the two payment methods and can make one option better than the other for your needs. Learning about the difference between ACH and wire transfers helps you choose the best payment method to optimize your cash flow and support your company’s future growth.

 

Understanding ACH transfers

ACH transfers go through a centralized system overseen by the National Automated Clearinghouse Association (Nacha). Payers who have the recipient’s banking information can originate the transaction. Recipients can also place a request for payment with their bank and documented authorization to debit the payer’s account.

Banks enter the transaction information into the ACH network, which bundles them according to institution and sends them for processing several times daily. When the data aligns, the transaction receives approval and begins the settlement process.

Benefits of ACH transfers

ACH is a preferred payment method for several reasons, including:

  • Cost-effectiveness: ACH transfers are generally the most affordable electronic payment type.
  • Simplicity and convenience: Originating or accepting an ACH payment is easy and quick.
  • Lower error risk: There’s a reduced potential for error with less manual handling in ACH transfers.

Limitations of ACH transfers

Using ACH transfers versus wire transfers may have some drawbacks, including:

  • Longer processing time: Most ACH transactions settle in two to three business days, but some can take longer. To mitigate these timelines, CSG Forte offers same-day ACH settlement services to get your money to your account faster.
  • Potential for insufficient funds: This situation results in an ACH return, for which the financial institution may charge the payer an insufficient funds fee. The recipient may also incur additional costs for ACH returns.

Common use cases and industries for ACH transfers

ACH transfers are common, with Nacha estimating the network helps process about 10 million transactions daily. Use cases and relevant industries include:

  • Employee payroll via direct deposit
  • Vendor payments that allow businesses to take advantage of prompt payment discounts
  • Consumer payments that can help avoid late fees
  • Account transfers to move user funds between different institutions, such as from a bank to a brokerage-held retirement fund
  • Claims payments for insurance companies to reimburse members faster
  • Taxpayer refunds from government revenue agencies

 

Exploring wire transfers

Wire transfers also go through clearing houses, with the organization determined by the funds’ destination. International wires typically route through the Society for Worldwide Interbank Financial Telecommunication (SWIFT), while domestic ones generally use the Clearing House Interbank Payments System (CHIPS).

A key difference between wire and ACH transfers is that only the sender can initiate a wire transfer.

Advantages of wire transfers

Benefits of wire transfers include:

  • Speed and immediate availability: Funds settle more quickly than payments initiated via ACH. Once cleared, they’re immediately available for the recipient’s use.
  • Global reach: Senders can transmit funds to any bank account worldwide. Financial institutions use the SWIFT code to identify the bank and an international bank account number (IBAN) to pinpoint the final destination.
  • Higher security: Financial institutions generally place higher security protocols on wires due to fraud risks. These transactions may undergo additional controls, such as verification calls, to ensure legitimacy.

Drawbacks of wire transfers

Conversely, the cons of wire transfers include:

  • Higher costs and fees: Wires are typically more expensive to send than ACH payments.
  • Complex process and documentation requirements: Because more scrutiny surrounds them, wires can be more challenging to initiate.
  • Extremely limited irreversibility once they’ve cleared: Except in cases of a bank error, it can be difficult to reclaim or reverse wired funds post-clearance.

Preferred use cases for wire transfers versus ACH

Cases where a wire transfer may be ideal over an ACH payment include:

  • Large transactions, such as commercial loan payoffs or corporate real estate acquisitions
  • International transfers
  • Small-volume or one-time transactions where the timing or amount justifies the higher costs, like residential property settlements

 

Key differences between ACH and wire transfers

Explore the primary differences between ACH payments versus wire transfers to make the most informed choice for your company:

  • Processing speed: ACH transfers are less rapid than wire transfers, which can clear in just minutes.
  • Costs and fees: While the average cost of an ACH transfer is between $0.26 and $0.50, bank fees for a wire can be up to $50.
  • Transaction limits: Nacha has set the same-day ACH per-transaction limit at $1 million, and banks may also impose daily or transaction maximums.
  • Security and risk: While financial institutions focus on wire transfer security, the highly irreversible nature inherently carries more risk.
  • Domestic versus international transactions: The ACH network is ideal for intra-U.S. transfers, but sending funds globally typically requires a wire transfer.

 

Factors to consider when choosing between ACH and wire transfers

There are numerous aspects to consider when choosing the best electronic payment method for your business’s transaction, including:

  • Transaction urgency: Is the transaction’s settlement timing flexible? If so, the higher affordability of ACH may make it a better option to meet your needs.
  • Transaction amount: Is the amount you’re transferring beneath the ceilings imposed by Nacha and your bank? ACH is a viable alternative for cases that are within the limits.
  • Geographic reach: Is your recipient domestic or international? ACH is a preferred method for transfers within the United States.
  • Security requirements: Is it possible to initiate the transaction through your online banking portal, or are you required to personally visit the bank? The heightened security surrounding wire transfers may pose a time investment, making it less convenient to use.
  • Cost considerations: Is the transaction’s nature enough to justify the higher fees associated with wires? If not, ACH is the better choice for cost efficiency.

 

Case studies of ACH transfers

Our case studies are an ideal place to explore how CSG Forte helps businesses achieve more efficiency and better meet their customers’ needs. Read through examples like:

  • Buildium: ACH services from CSG Forte helped this property management software company see an almost 40% year-over-year revenue growth through streamlined, cost-effective payment options.
  • Priority Software: This respected software provider experienced a 115% annual revenue growth after implementing ACH payment solutions through our integrated technology.
  • Rentec Direct: The digital property management solutions company has seen an average of 98% revenue growth and a substantial decline in late payments after integrating our ACH payment tools.

 

Choose CSG Forte for ACH payment processing

CSG Forte’s online payment processing platform is a scalable, simple-to-use solution for accepting these electronic payments. We’re an award-winning Nacha-preferred partner with industry-leading integrations and exceptional customer success support.

Contact us to get personalized advice for your business or complete an online account application today.

Why Secure, Modern Payment Portals Are the New Standard for Businesses

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Digital payments provide convenience and processing efficiencies, but they also introduce several risks for both payers and businesses, including cyberattacks. Cybercriminals target all types of organizations large and small, including healthcare providers, financial institutions, government agencies, retail businesses and most other types of transaction-based businesses. They’re looking for security weaknesses in outdated payment systems that make it easy to access sensitive information. Ransomware attacks, phishing schemes and data breaches jeopardize personal information—and trust.

Consumers are increasingly and justifiably worried about data security. A 2024 survey found that 78% of U.S. consumers expressed concerns about data security when using online services, up from 73% the previous year. Almost half (44%) of respondents had experienced data loss, identity theft or online fraud, with 29% of the victims experiencing significant harm. Only 26% of respondents believe digital payment methods are secure from theft.

Identity theft or a data breach shatters trust. Across industries, security is the most valued factor when making any kind of payment, as identified by 94% of respondents to an American Express survey. Most (84%) consumers expect strong security—to protect their data and credit—from any organization requesting payment. When their financial information isn’t protected, customers may hesitate to use online payment portals again. Or they may take their business elsewhere.

A single security lapse can have devastating consequences for a business’ reputation and finances. More than half (58%) of U.S. consumers believe that brands that get hit with a data breach are not trustworthy, and 70% said they would stop shopping with a brand that suffered a security incident.

Businesses and government agencies must prioritize payment security and risk management to safeguard customer data and revenue and maintain trust. That means investing in digital payment solutions that meet the highest standards for cybersecurity, compliance, and fraud prevention.

 

Common Payment Risks in Digital Transactions

As digital transactions gain popularity, businesses and consumers alike must understand the various risks.

Payment fraud is the main risk in digital transactions, and comes in many forms, such as:

  • Identity theft: Bad actors steal personal information to make unauthorized purchases.
  • Account takeovers: Bad actors gain access to accounts and initiate transactions without the account holder’s knowledge.
  • Phishing scams: Bad actors trick victims into revealing sensitive information such as passwords or card details.
  • Social engineering: Bad actors manipulate individuals through social engineering tactics to gain access to sensitive information or trick them into authorizing fraudulent transactions.
  • Data breaches: Hackers infiltrate systems and steal sensitive customer data, including payment information, to make fraudulent transactions.
  • Card-not-present (CNP) fraud: Common in online purchases, this refers to fraudulent transactions that occur without the presence of the physical card.

Chargebacks are another key risk in digital transactions. Customers can request a chargeback—a reversal of funds following a debit or credit card purchase, initiated when the customer files a dispute over the charge with their bank or credit card provider. A large proportion of chargebacks reverse legitimate fraud (i.e., transactions that show up on a customer’s account due to fraudulent activity). However, some chargebacks occur due to “friendly fraud”—when the customer doesn’t recognize the charge, has delivery problems or wants to avoid the return process. Whether they’re due to legitimate or friendly fraud, chargebacks are costly for businesses. Payment processing providers charge fees—up to $50 or $100 for each chargeback.

Maintaining regulatory compliance is one of the most complex ways businesses navigate online payment risk. Regulations such as Payment Card Industry Data Security Standard (PCI DSS) for data security and strong customer authentication must be adhered to, and they change regularly. Organizations have to get it right, or risk steep fines and penalties.

 

Key Components of a Successful Payment Risk Management Strategy

To effectively manage payment risk, choose a payment system that includes:

Verification services

To reduce payment failures, fraudulent transactions and chargebacks, proactively verify:

  • Routing and bank account numbers
  • Account ownership
  • Customer account data is current (e.g., card not expired)
  • Accounts are active and have sufficient funds

 

Modern Security Measures

When it comes to payments, security is about more than just locking down individual transactions—it requires a comprehensive strategy that addresses every point where sensitive data is stored, transmitted, or accessed. A strong payments platform weaves together multiple safeguards to reduce risk, strengthen compliance, and maintain customer trust. The following measures form the foundation of a modern, secure system.

  • Encryption & Tokenization: Protecting sensitive payment data requires a layered approach. Tokenization and encryption safeguard information both at rest and in transit. PCI-validated end-to-end encryption disguises card data during transmission, making it appear valueless if intercepted. Meanwhile, tokenization randomly generates a unique token with no intrinsic value for every set of sensitive information. This allows credit card or ACH data—such as the primary account number (PAN) for credit cards or the bank account or bank routing number for ACH transactions—to be safely stored, processed, and transmitted across systems without exposing the actual details.
  • Access Control: Payment systems must employ strong authentication protocols so that only authorized personnel can interact with sensitive data and systems. Multi-factor authentication (MFA) adds a critical layer of defense by requiring multiple identifiers to access a system or approve a transaction, making unauthorized access far more difficult.
  • Built-In PCI Compliance: Another essential safeguard is built-in PCI compliance. A payment system must meet the highest compliance and regulatory standards, including PCI Data Security Standard (PCI-DSS) requirements for handling credit card payments, as well as local and federal regulations. A trusted payments partner helps businesses navigate this complex landscape by providing secure solutions and supporting compliance in real time—minimizing risk and reducing the likelihood of breaches that can erode customer trust.
  • Hosted Payment Pages: Hosted payment pages also offer strong protection. Instead of entering bank account or card details directly on an organization’s website, customers are redirected to a secure checkout page managed by a third-party gateway or service provider. On that page, sensitive data—such as account and routing numbers, PANs, CVVs, and expiration dates—is collected and transmitted by the provider’s secure servers. Because the organization’s systems never touch or store this data, PCI scope is significantly reduced.
  • Reducing Access to Sensitive Data: Some platforms go even further by offering solutions that limit direct access to sensitive data. For example, having customers pay through secure, unique microsites rather than sharing payment information over the phone reduces both the number of people who handle sensitive details and the risk of fraudsters posing as customer service representatives.

 

Advanced Fraud Detection

Even with strong security controls and compliance in place, fraud is an ever-present threat. Fraudsters constantly adapt their methods, meaning businesses can’t rely solely on static defenses. Instead, payment systems must incorporate tools that can learn, evolve, and recognize the signs of suspicious activity before losses occur. Modern fraud detection is about continuous adaptation and proactive monitoring.

Today’s platforms use advanced tools like machine learning (ML), artificial intelligence (AI), and behavioral analytics to spot subtle, complex patterns of fraudulent activity that would slip past basic rule-based systems.

These tools analyze transaction data and user behavior, monitoring elements such as transaction timing, frequency, device fingerprints, and even typing speed. Anomalies are flagged for further investigation, giving businesses the ability to react before fraudulent activity escalates. The key is adaptability—fraud detection systems must continuously learn and evolve in order to keep pace with increasingly sophisticated threats.

When You Don’t Want to DIY: Secure, Compliant Payment Processing Builds Trust

Even with a strong payment system, risk management is a heavy lift. Cyber threats, fraud schemes, and regulatory requirements are rapidly evolving. The good news? You don’t have to shoulder fraud detection and prevention on your own.

Knowing that their payment data is handled securely gives customers peace of mind and builds trust. By using secure, compliant payment solutions and prioritizing risk management, your organization demonstrates a commitment to safeguarding customers’ personal data and financial transactions. This proactive approach to cybersecurity and compliance not only helps prevent fraud but also reassures residents that your business is trustworthy, responsible and transparent. When customers know your business is taking the right steps to secure their personal information, they are more likely to pay online—and on time—and continue doing business with you.

Ready to strengthen your payment security? Discover how CSG Forte’s secure, compliant payment solutions can help you protect customer data, reduce risk, and earn lasting trust. Contact us today to learn more.

How Text-to-Pay Can Help Your Customers and Your Bottom Line

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Offering installment or subscription payment options can optimize your collection efforts and open new purchasing avenues for customers, but the choice to do so also comes with risk. Why? It’s important to remember that customers sometimes miss payments. This can be caused by forgetfulness, not knowing when a payment is due or not knowing the due date has changed. Whatever the reason, customer late payments can impact your company’s bottom line.

Fortunately, there is a proactive way to increase payment propensity through SMS (i.e., text messages): by sending convenient text reminders scheduled for delivery directly to your customer’s mobile phone. Why take this route? Success rates, of course. SMS messages outperform traditional communication methods, with a 42% open and read rate versus only 32% by email.
 

What Is Text to Pay?

The text-to-pay function is an approach to promoting payment by sending timely text message reminders. Using this service can boost your company’s efficiency and accuracy in payment capture. It is a convenient service for customers, as well, who have plenty of other due dates to keep track of. Additionally, using SMS to send reminders rather than mailing a paper bill is helpful for reducing paper waste and cutting your invoicing expenses.

Text-to-pay reminders are business-initiated messages to customers who have opted-in to receive SMS messages. The sent reminder message displays a secure, clickable link that automatically takes the user to the payment platform to easily complete their payment. For example, CSG Forte’s Text to Pay solution directs users to a secure webpage. Once the customer accesses the site, they can enter their details using our reliable payment-processing platform.

SMS payment reminders help facilitate quicker payments and allow your business to create a more seamless and enjoyable customer experience. Since the reminder link is accessible anytime and anywhere, these services can help your company avoid or reduce late or missed payments.
 

How Text to Pay Works

CSG Forte simplifies the process of sending SMS payment reminders:

  • Develop a dedicated opt-in site: Your customers must consent before you can send them text messages. We host an opt-in webpage that you can customize to meet your needs.
  • Configure your reminder messages: You can set up multiple notifications in our system. We’ll forward them on your behalf directly to your customers’ devices with the secure link to your mobile-friendly site.
  • Capture the payment: Customers enter their payment information once they follow the link. CSG Forte’s online payment processing platform collects and distributes the funds to your business.

 

3 Major Business Benefits of Text to Pay

Equipping your business with text payment reminders delivers substantial value in three primary ways.

  • Convenience: Smartphones are used by 68% of the global population, and the average U.S. user spends over three hours a day on their phone. This means businesses have more opportunities than ever before to reach their customers right where they are, at any time. This enables your company to collect payments sooner and more efficiently while providing the convenience that modern consumers expect. With CSG Forte Text to Pay, you can increase customer convenience by adding multiple payment options, such as ACH debits and credit cards.
  • Better response rates: Since customers are more likely to open their SMS payment reminders, they’re also more likely to act on them. This improved response rate compared to other communication channels helps you generate more payments faster.
  • Time savings: It takes just moments to configure and deploy payment reminders by text, getting them in front of consumers more quickly than traditional methods. Using technology helps eliminate the manual invoicing process to save time. You’ll also spend less time on follow-up communication due to the increased payment propensity.

 

Industries and Use Cases for Text to Pay

Multiple industries can realize the benefits of Text to Pay, including:

  • Retail and e-commerce companies wanting to simplify the payment process
  • Food and beverage vendors for home-delivery subscriptions
  • Nonprofit organizations and others conducting fundraising campaigns

 

Security and Compliance Considerations

When choosing a Text to Pay solution, there are multiple security and compliance factors to consider, including:

  • Customer information privacy: Draft a customer privacy policy and ensure it meets data privacy laws for the areas where your customers reside.

 

How to Implement Text to Pay in Your Business

The process of introducing text-to-pay capabilities into your system is a straightforward process. You simply:

  • Select a provider or platform. Choose a partner that will meet your business’s needs and is familiar with working with businesses of your size and/or in similar industries.
  • Integrate with your existing systems. True integrations happen when you work with innovative developers focused on delivering solutions. Ensure the platform or provider you choose works with your current infrastructure.
  • Maximize your success with best practices. Abiding by all industry privacy and permission laws is crucial when using a text-to-pay solution. Follow industry best practices to stay compliant.

 

Why Choose CSG Forte Text to Pay?

CSG Forte provides complete payment solutions for many industries via in-person, mobile and online channels. Our capabilities include customizable deployment of SMS payment reminders to help you achieve higher efficiency in your billing. This service is fully compatible with our other payment solutions covering the entire revenue cycle, from bill presentment to returns management. We individualize our approach based on your unique business needs.

Contact us today to learn more about how Text to Pay can benefit your business.

6 Essential Features for a Better IVR Payment System

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Paying bills may never be customers’ favorite activity, but reducing friction points during the bill-paying process can get your invoices paid faster. In fact, Millennials report they are more likely to prioritize paying bills that are easy to pay before taking care of those that are more inconvenient.

Unfortunately, more than half (52%) of consumers report experiencing at least one pain point when paying bills, and 29% encountered multiple issues. Top bill-paying complaints include log-in frustration, authentication issues and a lack of autopay options. By creating convenient payment options for your customers, you improve their overall experience, which can lead to collecting more on-time payments.

One way to conveniently accept payments is with a thoughtfully designed interactive voice response (IVR) payment system. IVR payment systems use Voice over Internet Protocol (VoIP) technology to guide customers through the payment process over the phone. These systems are a convenient, efficient and secure method of taking payments that benefits both customers and merchants. However, poorly designed IVR payment solutions increase customer frustrations instead of reducing them.

So what should you look for in an IVR payment system so you can improve your business and avoid any pitfalls? Read more to learn the 6 key features the best IVR systems have that improve the payment experience for customers.

Benefits of Offering IVR for Payments

Customers expect the payment experience to be quick, convenient and secure. Quality IVR services meet all three of these expectations. Customers may also expect merchants to offer an IVR payment option; according to a 2022 survey of more than 2,100 online bill payers, 26% had paid a bill via an automated phone system within the past year.

The IVR payment process is:

  • Fast: By using an automated IVR payment system, customers don’t have to wait to speak with a live agent. The average IVR payment call takes about three minutes. This can be significantly faster than other payment processing options, such as finding the merchant’s payment portal, logging in and resetting a password after multiple failed login attempts or waiting on hold to speak to an agent to complete a payment.
  • Convenient: IVR payment solutions allow customers to pay their bills 24/7—without an internet connection. Customers are also able to enter their payment reference number (e.g., invoice/account/policy number) so they don’t have to remember a password.
  • Secure: IVR payment platforms securely process transactions and reduce the risk that sensitive payment data is exposed either via unauthorized access to internal systems or through call center agents manually accepting payment details over the phone.
    • When using an IVR system, customers can enter their credit card or Automated Clearing House (ACH) information via their phone keypad instead of reading out the information to a contact center agent. This prevents someone from overhearing the conversation and jotting down the information.
    • Merchants should select an IVR system that complies with the Payment Card Industry Data Security Standard (PCI DSS).
  • Affordable: IVR payment systems benefit merchants by increasing efficiency and decreasing labor costs by reducing payment-related calls to contact center agents, which cost around $5 or more per call. While a few dollars per call may not sound like much, it adds up quickly. In contrast, IVR payment calls cost merchants about 50 cents each.

6 Must-Have IVR Payment System Features

IVR payment systems need to provide:

  1. Multiple payment options (credit card and ACH) for full or partial payments
  2. Several ways for customers to connect to the IVR system
    • Call a direct number (printed on statements or included in an email or text notification)
    • Access via the IVR menu (e.g., press 1 to pay your bill)
    • Agent transfers callers to the payment IVR
  3. A variety of menu options after the customer completes payment
    • Make another payment
    • Receive an email/text receipt
    • Speak with an agent
    • Store (or update) payment method(s) for future transactions
  4. An outbound IVR system that
    • Delivers payment reminders
    • Allows customers to schedule a convenient time to receive an automated call to make their payment
  5. The ability to easily make changes to your IVR system based on your business’ needs
  6. Integration with billing and accounting systems, allowing payments to be posted directly to your business in real time

CSG Forte offers an IVR payment system with inbound and outbound options for fast, convenient and secure payment processing. With CSG Forte’s IVR solution, live agent calls have been reduced by up to 70% for payments, on average.

Contact us to learn how CSG Forte can streamline your payment processes and reduce inbound calls to your call center. Get started today.

Power to the People: Digitized Payments Make Payments Safer and Easier

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The first electronic payment debuted way back in 1871 when Western Union used a telegraph network to “wire” money between Boston, New York City and Chicago, and we sure have come a long way since then. And while wire transfers have been commonplace for centuries, what we now call digital payments really began showing their worth with continued spectacular growth over the last several years. They present an ultra-secure, convenient way to make payments anytime, from anywhere. They’re so convenient and secure, in fact, that Forbes refers to them as “the backbone of global commerce.”

Since the COVID-19 pandemic first made contactless payments the norm, overall adoption of digital payments has skyrocketed. According to a report by Statista, the total transaction value of digital payments is expected to reach $20.37 trillion by the end of 2025, and should hit $36.75 trillion by 2029. This exponential surge in growth is driven by the increasing demand for seamless and secure payment methods, which cater to consumers’ ever-increasing preference for convenience and safety.

In addition to purely digital transactions, digital payments can also be facilitated through physical means. This includes using a card number or a physical card embedded with a secure element, such as a radio-frequency identification (RFID) chip or near-field communication (NFC) technology. These technologies allow for the digital delivery of payment data through a physical medium, blending the tangible and intangible aspects of transactions. This hybrid approach ensures that even in-person payments maintain the same level of security and convenience as their fully digital counterparts, catering to a wide range of consumer preferences and scenarios.

What Are Digital Payments?

Consumers are increasingly growing accustomed to all types of digitized experiences. With a few taps on your smartphone, a pizza can arrive within minutes—no phone call, cash or even answering the door, in some cases. This convenience offered through digital experiences also creates an added layer of safety, allowing transactions without any needed human interaction. And as digital experiences have become more ubiquitous, consumers have come to expect them to be available anytime, on any channel—especially when it comes to making payments.

The payments process plays a pivotal role in each customer’s experience. According to  CSG’s 2025 State of the Customer Experience report, personalization was the biggest driver of customer loyalty in 2024. In terms of staying competitive, digital payments are no longer a nice-to-have—they are a must.

Benefits of Digital Payments

There are several benefits for both merchants and customers when it comes to digital and contactless payments.

  1. Convenience: When asked why they wanted contactless options, 2% of respondents cited convenience as their primary reason for using contactless payments. Contactless payments remove the need for signatures.
  2. Enhanced experience: Digital payments offer a more seamless customer experience while cutting operational costs for merchants.
  3. Security: Contactless payments featuring RFID- and NFC-enhanced technologies are secure, especially when paired with an enterprise-grade point-of-sale (POS) terminal with advanced security.

Choose CSG Forte for Digital Payment Solutions

From managing employees to balancing the books to creating an exceptional customer experience, merchants have more than enough to worry about—partnering with a payments provider with the right solution helps.  At CSG Forte, we offer a full suite of solutions to make digitizing payments scalable, secure and convenient.

Our V400C Plus device makes contactless payments easy. The device was designed with merchants and their customers in mind by offering enhanced features like a color touchscreen interface, wi-fi connectivity and thermal printing. This technology allows merchants to smoothly conduct transactions, providing an exceptional customer experience. Alternately, for merchants that require flexibility or portability, the Magtek Dynaflex II Go card reader can help you accept EMV cards and digital wallets while either located at a fixed setting or on the move.

The V400C Plus can be used as a standalone device, be connected to a point-of-sale application or seamlessly integrate with CSG Forte products. Merchants can accept every major credit card, as well as mobile wallet payments, like Apple Pay and Google Pay.

Combined with our cloud-based platform Dex, merchants can gain insights into what payments customers prefer and allow them to easily manage the entire transaction lifecycle. Reach out today to learn more about how offering secure and convenient contactless payment payments powered by the right technology can get your company more satisfied customers and increase your revenue.

How Integrating Payments Enhances User Engagement and Drives Revenue: Insights from CSG Forte and Rentec Direct

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Seamless payment integration is no longer a luxury; it’s a necessity for software companies. By embedding payment capabilities directly into their platforms, businesses can offer a more streamlined and efficient user experience, ultimately driving engagement and revenue.

In a recent podcast featured in Payments Journal, Jessica Tate from CSG Forte chatted with Nathan Miller, president and founder of Rentec Direct, and Don Apgar, director of merchant payments at Javelin Strategy & Research, about the transformative power of integrating payments into software platforms. The podcast, titled “How Integrating Payments Enhances User Engagement, Drives Revenue,” highlighted the numerous benefits of payment integration and why CSG Forte is the ideal partner for software companies looking to enhance their offerings.

Jessica, Nathan and Don shared their insights on how payment integration can revolutionize software platforms and why partnering with a reliable payment processor like CSG Forte is crucial for success.

 

Enhanced User Experience

One of the primary benefits of integrating payments into software platforms is the enhanced user experience. As Jessica explained, “There are a multitude of benefits for software businesses to work with a partner in integrating payments into their business, one of them being the enhanced user experience seamless transactions, where the capabilities are embedded directly into their software and allows users to make payments without leaving the platform a one stop shop improving the user experience.”

By offering multiple payment options—such as Automated Clearing House (ACH), credit card and debit card—software companies can accommodate diverse customer preferences, making it easier for users to complete transactions.

Nathan echoed this sentiment, emphasizing the importance of simplicity and ease of use. “One of the challenges we’ve had is, how do we make this technology and make it easy for someone to make a rent payment, or, better yet, schedule a rent payment online without having to learn a system or learn a payment processing system, and just make it a couple clicks—really, really easy.” By integrating payments, software companies can provide a seamless and intuitive payment experience, reducing friction and enhancing user satisfaction.

“Especially in the software space, when we talk about customer experience, there are really two layers of the customer experience—the merchant … and the end user,” Don said. “And this is pretty typical in the software space. The software provider has a double-pronged challenge: to make it easier for the merchant, who is their direct customer, and also easier for the end user, who is their indirect customer.”

 

Increased Revenue Opportunities

Integrating payments into software platforms also creates new revenue opportunities. Jessica highlighted the potential for revenue sharing models and upselling additional products or services. “Some payment partners offer revenue sharing models while others were billing the merchant directly,” she explained. “Or we can build a partner, and the partner will, in turn, build their merchants. That also comes into upselling and cross selling, whether there are different opportunities offering additional products or services.”

Don reported that Javelin research indicates that more software companies are realizing accepting payments online can be a revenue driver for their business. By working with a reliable payment partner, software companies can unlock new revenue streams and drive growth. Nathan shared how Rentec Direct has experienced significant growth by integrating payments into their platform. Companies like Rentec, which handles all aspects of property management between landlords and tenants, are able to scale rapidly by beginning to accept payments, Nathan explained. “The number one reason [property managers] come to us is to accept online payments. We have more people signing up for the Payment Capabilities than anything else.”

By offering integrated payment capabilities, Rentec Direct has not only attracted new customers but also helped their existing customers grow.

 

Improved Security and Compliance

Security and compliance are critical considerations when integrating payments into software platforms. Jessica Tate emphasized the importance of data encryption and compliance with industry standards. “We also have data encryption, and compliance ensures secure handling of sensitive payment data, and it helps maintain trust with the users as well.” By partnering with a payment processor like CSG Forte, software companies can ensure that their payment solutions adhere to all necessary security and compliance requirements, protecting both their business and their customers.

Don agreed with Jessica that businesses, such as Rentec Direct, benefit from partnering with an existing payments provider, and he says he’s seeing more and more businesses request payments capabilities be included in their software “because it’s such a critical part of the workflow.”

“There’s so much good payments capability in the market today that it very rarely if ever pays for a software company to build its own payments interface,” Don said. “It’s better to find a partner that already has the right connectivity through the right payment links and the right technology.”

Nathan Miller also highlighted the importance of fraud detection and prevention. “It’s really comforting to know that we’ve got our filters and our checks, and then forte has a whole different level of experience with the payment processing, and they’re catching everything that we might miss.” By leveraging the expertise of a trusted payment partner, software companies can enhance their fraud detection capabilities and provide a safer payment experience for their users.

 

Why CSG Forte?

Integrating payments into software platforms is a game-changer for businesses looking to enhance user engagement and drive revenue. By offering a seamless and intuitive payment experience, unlocking new revenue opportunities, and ensuring robust security and compliance, software companies can stay ahead of the competition and meet the evolving needs of their customers. CSG Forte, with its comprehensive payment solutions and industry expertise, is the ideal partner for software companies looking to integrate payments into their platforms.

To gain more valuable industry insights from Jessica, Nathan and Don, listen to the segment in its entirety on the PaymentsJournal Podcast. To learn more about how CSG Forte can help your business enhance user engagement and drive revenue through integrated payments, contact us today. Our team of experts is ready to assist you in implementing a seamless and secure payment solution tailored to your needs.

What Are ACH Return Fees & How Do They Work?

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When handling transactions with Automated Clearing House (ACH) payments, awareness of ACH returns is a must. While these ACG payment returns are not commonplace, it’s possible to experience them every now and then, especially if the bulk of your transactions are ACH payments.

ACH payments are electronic transfers regulated by the National Automated Clearing House Association (NACHA). These payments rely on the routing and account numbers of the sender and recipient to move funds from one account to another. These transactions process in one to three business days, and they often cost less to use than credit and debit or wire transfers.

In addition to payments to providers and merchants, ACH payments are often used for direct deposit from employers, recurring bill payments, business-to-supplier transactions and many other scenarios.

Standard and mobile ACH payments are a notable aspect of modern businesses. As a merchant or provider, receiving notice of an ACH return means you don’t receive the money you’re owed. Knowing what these returns are and how to respond ensures you earn your expected revenue.

 

What Are ACH Return Charges Or Refunds?

You may be asking, why did I get an ACH refund or return? An ACH return charge occurs when the payment transaction fails to be completed. These failed transactions are referred to as “returns” because the money will return to the originator’s account, rather than transferring to the recipient. The merchant will never see the money in their account when an ACH return occurs.

An ACH return scenario starts with a standard ACH payment. A merchant will send a request to debit a client’s account, and the involved ACH network will receive the request. The network will then send the request to the client’s bank to fulfill the transaction. If all required conditions are met, the payment will go through.

In circumstances where the required conditions aren’t met, the client’s bank will alert the ACH network that they cannot complete the transaction. The money then stays in the client’s account—this is an ACH return.

ACH payments are a generally secure and reliable form of payment, and these returns likely only make up a small fraction of payments. However, understanding how they work can simplify the resolution process.

 

Important Terms for ACH Payments

When discussing ACH returns, it’s valuable to understand the different terms involved in the transaction. There are two parties affected by an ACH return:

  • Originating Depository Financial Institution (ODFI): The ODFI is a financial institution that has agreed to request funds with an ACH operator. The operator will enter funds into the ACH on behalf of the ODFI. Most banks are ODFI-approved, meaning they approve ACH transfers. Other types of ODFIs can include payment gateways, payment processes and ACH payment APIs. In the case of an ACH return, the ODFI does not receive the money that is owed for a given transaction.
  • Receiving Depository Financial Institution (RDFI): The RDFI is the bank being debited or credited in an ACH transaction, meaning they respond to an ACH payment. Just as most banks are ODFI-approved, many are also RDFI-approved. The RDFI alerts the ACH network when a transaction cannot be completed in an ACH return.

 

What Causes ACH Return Charges?

There are various reasons an ACH return might occur, and some are more common than others. On an RDFI’s end, an account may lack sufficient funds to cover the charge. Other times, the account may not be authorized to fulfill the transaction, or the payment information could be incorrect.

ACH payments don’t process in real time like credit or debit card transactions, so there is always a chance something could change between the time the ODFI requests a payment and the RDFI processes the transaction. ACH returns can come down to a small mistake, like a mistyped account number. Many times, these returns are simple to resolve with a phone call or two, especially when dealing with a returned mobile ACH payment. More complex causes for these returns can involve revoking authorization, which may involve more time to resolve.

 

Codes to Know for Common ACH Return Fees

Understanding the reason for an ACH return is key to recovering the funds your company is owed. To make the resolution process possible, the ACH network provides return codes that signify the reasons for the failed transaction. Examples of return codes include:

  • R01 Insufficient funds: If a client or consumer does not have enough money in their account, an ACH return will occur. This reason typically occurs when a customer has unknowingly overdrawn their account. Returned mobile ACH payments are common in this case.
  • R02 Account closed: In these cases, either the ODFI or RDFI closed the account for sending or receiving funds. If you know you haven’t closed your account, your client or customer has likely closed theirs.
  • R03 No account: This reason differs slightly from R02. Rather than signifying that the account no longer exists, this code claims the account never did. R03 can also arise if the account’s owner is not the same as noted by the debit entry.
  • R04 Invalid account number: You will receive the R04 return code if something is wrong with a client’s bank account number. R04 ACH returns can also result in the account number not passing the validation process for completing the transaction.
  • R05 Prenote not received: If the client has not authorized the use of ACH transfer when the RDFI submits a request, the R05 return code will apply.

There are more than five return codes, but these five are among the most common. Of these codes, R05 works differently from the other four. The return time frame for this code is 60 days instead of two days. This longer time frame exists so the originator has time to provide authorization before the ACH return becomes official.

Other return codes may involve the RDFI requesting a return, the client submitting a stop payment request, and other more complex scenarios. These codes are subject to evolve as ACH payments become more common.

 

What Happens if an ACH Payments is Returned?

If ACH payments are returned, you—as the merchant or provider—don’t receive the money you need for your product or service. Once you receive a return code for the transfer, you can move forward with the next steps.

In accordance with NACHA, the RDFI and ODFI are responsible for handling the resolution of these returns. While the provider and the client can contact each other directly to discuss the issue, the return cannot be undone until at least one of the involved financial institutions is contacted.

For example, if you receive the R02 return code, you can reach out to the client and ask them about their closed account. It’s possible the client switched banks and forgot they had an ACH arrangement with you. The client can then set up ACH payments with their new bank, and you can contact your bank to alert them of the change. With ACH debit return charges, your bank can retract the debit request from your client’s old account and make arrangements for the new account.

Other return codes may involve direct discussions with your bank or the RDFI. An R04 return code may need further explanation as to why the account number did not pass the validation process. Getting more information from the financial institution can help you determine if you need to reach out to the client, or if there was an issue on your end.

Sometimes, you may also receive a Notice of Change (NOC) in addition to an ACH return. These two alerts are separate, but they’re not mutually exclusive. NOC occurs when a customer’s bank account information changes as a result of a merger, shift in the account or another reason. You might receive the R04 return code with a NOC where the RDFI will send updated account information for the ACH request.

NACHA compliance requires operations to keep their rate of ACH returns below 15%. For administrative returns—R02 to R04—the return rate must be 3% of transactions or lower. These percentages are notably larger than the practical percentages of returns, so managing this aspect of compliance shouldn’t be challenging.

 

What Are ACH Return Fees?

Return fees are similar to transaction fees. When a client or customer causes an ACH return, they will be charged anywhere from $2 to $5 in response to the return. This fee is similar to the cost that comes with a bounced check, so ACH payments can bounce. Financial institutions charge these fees because it costs additional funds to process an ACH return.

 

How to Dispute ACH Returns and Charges 

ACH returns can be disputed in certain circumstances. To qualify for a disputed return, your return must meet one of the following:

  • The request was misrouted.
  • The request was a duplicate.
  • The information was incorrect.
  • The transaction was not returned in the proper time frame.
  • The receiver incurred unintended credit as a result.

With most ACH returns having a turnaround time of two days, these disputes must be handled efficiently. Returns that meet one of the five conditions must be sent in within five days of the return’s settlement date. Once the dispute has been received, the RDFI still has the ability to contest the dispute. If contesting occurs, the dispute is no longer an issue within the ACH network.

 

Streamline ACH Payments With CSG Forte

Payment operations can be complex. If you want to use ACH payments at your organization, simplify the process with CSG Forte’s Dex. Our payments platform automates all processes through a cloud-based solution. Save time managing administrative hurdles and cut down on the costs related to resolving problems.

Dex supports online, in-person and mobile ACH payments. Built-in account verifications, recurring payment capabilities and returns management make every process simple. We have experience working with small- and medium-sized businesses (SMBs), enterprises, government organizations and integrated software vendors.

Get in touch with us today to learn more or get started by opening an account.

How ISVs Can Retain Customers Through Effortless Experiences

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Everyone wants payments to be simpler. Consumers who make them. Merchants that accept and manage them. And integrated software vendors (ISVs) that offer them through their platforms.

But the “rules” for enabling simple payments are changing. ISVs will need to know how shifting trends in customer experience (CX) will influence their ability to retain customers.

In a recent webinar, a panel of CSG experts dissected five major shifts in CX that ISVs can capitalize on to deliver better customer journeys for merchants and end customers alike. “The State of the Customer Experience: How ISVs Can Create Effortless Experiences” was moderated by Liz Bauer, EVP and chief experience officer at CSG, and she was joined by these panelists:

Mark Smith, SVP of customer experience, CSG

Sukanya Madhavan, VP of product management and engineering, CSG Forte

Jeannette Mbungo, VP of payments operations, CSG Forte

Watch the full discussion here, or read on for a sneak peek.

 

EFFORTLESS IS THE NEW UNFORGETTABLE

The panelists discussed the concept of making customer experiences “forgettable”—which, to many organizations, sounds counterintuitive. Conventional wisdom was that organizations should aim for digital experiences that wow their audience, but that’s not what customers are necessarily asking for—certainly not customers who are just trying to make payments.

“The world we live in today, people like efficiency, and ease and speed,” Mark said. “They get to do the thing they were trying to do, and they almost don’t notice it. That’s the best kind of experience. That’s what customers love, and this search [by organizations] to try and overreach and deliver something incredibly special, that’s not where the money is in this market today.”

This means ISVs need to focus on providing frictionless and intuitive payment journeys that meet the customers’ needs and preferences. Whether it’s online, in store, contactless or omnichannel, the payment experience should be effortless and forgettable.

For the payments industry, Jeanette pointed to the importance of the onboarding experience—“the first meaningful interaction you have with the customer”—as a high-priority touchpoint. This means creating a smooth application process where customers can easily provide all the data that’s required of them. It should also be easy for ISVs to monitor and manage, with webhooks to get status updates on customers’ applications as they progress.

“So to me, that’s the first key milestone, if you will, that we need to pay attention to, and we are intentional about enabling our customers to provide that effortless and seamless onboarding experience,” Jeanette said.

 

DATA IS ONLY AS GOOD AS THE ACTION IT DRIVES

Collecting data is only step one. ISVs need to use data to understand their customers better, personalize their offerings and optimize their processes. Data can help ISVs identify pain points, opportunities, trends and behaviors that can inform their decisions and actions.

This means ISVs should not only look at the data, but also be able to use it to engage the customer intelligently throughout their journey.

“A simple example could be, if I am using contactless payments on a regular basis, show me only that as the first option for me to go in and finish the payment,” Sukanya said. She added that ISVs should leverage voice of the customer and customer advisory boards to gather the data and act on it, helping them continuously refine the payment experience.

In addition to personalizing the payments journey, data analytics can also help bolster payment data security. ISVs should be able to recognize patterns in the payments that are processed among their merchants and end customers.

“We know what our consumer patterns are and what merchant patterns are, so [we use] that data to detect any anomalies,” Sukanya said. “Typically, a business processes transactions less than $5000 on a regular basis. If I see a transaction over $15,000, that is an anomaly—send an alert asking for confirmation.” AI can also help predict fraud risks and help organizations be proactive in stopping fraud, she added.

 

OMNICHANNEL IS ABOUT QUALITY, NOT QUANTITY

It used to be, organizations felt pressure to offer as many communication channels as possible to satisfy as many customers as possible. This approach didn’t always account for which channels each customer actually wanted, and at what point in their journey.

Applying that to the merchant training journey, Jeanette said the key for ISVs is to not throw everything at the customer at once.

“It may make more sense to share a video or an article about how to handle disputes within your system maybe 30 days into your processing journey, versus [telling them on] day one: ‘Here are your credentials, here is how you work with disputes, here’s where you log in to pull reporting.’ That may be too much.”

In short, the goal is “to understand the customer journey and meet [customers] where they are in their journey to provide the optimal solution that aligns with their needs,” Jeannete added.

 

DON’T MISS THE REST OF THE INSIGHTS

These were only three of the five shifts that the panelists delved into throughout the webinar. To learn about the rest—and how your business can respond to build customer loyalty—check out the full video here and download CSG’s State of Customer Experience report.

Secure, Swift, Seamless: Why Your Customers Love Digital Wallets

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Consumers want fast, convenient ways to pay for their purchase—without digging through their wallet for their card payment details. Shoppers increasingly say they choose where to shop based on how convenient the online payments process is. One way to enhance your customer experience (CX) and streamline the online transaction process is by offering your customers digital wallets as a payment option.

Digital wallets are gaining popularity—with an expected 5.3 billion users by 2026. They’re becoming increasingly important not just for the benefits they provide customers; businesses that take advantage of this evolving technology soon will be ahead of the game—digital wallet adoption still lags among some types of merchants, despite continued increase in consumer usage.

It’s those ongoing advancements in digital wallets that are exactly why collaborating with a knowledgeable payments provider is essential for organizations that want to attract and keep customers in a dynamic online payment environment.

 

The Rise of Digital Wallets

Digital wallets are becoming mainstream. They’ve transcended novelty status and become an integral part of everyday life. Consider this: 79% of Gen Z consumers use digital wallets at least once a month. They’re also growing in popularity with Millennials and Gen Xers, half of whom reported using digital wallets more often than traditional payment methods in a recent Forbes survey.

So, we know digital wallets are increasingly popular. But, why?

 

Customers Expect Fast, Secure, Streamlined Service

Customers crave simplicity. They want transactions to be swift and secure, and they don’t want to take any unnecessary steps. Digital wallets fulfill these expectations by offering:

  • Fast Processing: With a few simple steps, payments are completed in seconds.
  • Security: Digital wallets employ robust encryption and authentication methods, providing peace of mind for users.
  • Reduced Redundancy: Say goodbye to repeatedly entering card details—digital wallets store payment information securely.

 

Why Offer Digital Wallets?

 

Meet Customer Expectations

Customers expect to see familiar payment options when they visit your website. Digital wallets have become a standard feature for most consumers, akin to credit cards and bank transfers. By offering a digital wallet option, you signal that your company is attuned to consumer preferences and up to date on the latest technology.

 

Increase Trust and Security

Trust is the bedrock of any successful business relationship. Customers recognize digital wallets as secure payment methods. Whether it’s PayPal, Venmo, Apple Pay or Google Pay, these platforms have earned their reputation for safeguarding sensitive data. By integrating them into your payment ecosystem, you reinforce trust with your audience.

 

Streamline the Checkout Process

Offer a frictionless checkout experience: no fumbling for credit cards, no manual data entry. Digital wallets eliminate these pain points. Customers appreciate simplicity—they can complete purchases swiftly, especially on mobile devices. This simplicity also helps your company’s bottom line; consumers who use digital wallets spend 31% more than non-users, according to recent survey data.

 

Choosing the Right Payment Methods

 

Quality Over Quantity

While variety is enticing, overwhelming customers with too many payment options can backfire. Instead, focus on quality. Prioritize widely used digital wallets that resonate with your audience. Remember, simplicity is best.

 

Understanding Customer Preferences

Knowledge is power. By analyzing transaction data, you can discern which payment methods your customers prefer. Do they browse from Apple devices? Then consider offering Apple Pay. Are they connecting using Google Chrome? Google Pay may help you speed up transactions. Armed with this type of insight, you can tailor your offerings and enhance the user experience.

 

Collaborating with Payment Providers

Now, let’s address the elephant in the room: managing separate accounts with various digital wallet providers. It’s time-consuming and inefficient. Here’s where a payment provider comes to the rescue:

  • Centralized integration: Partnering with a payment provider allows you to consolidate digital wallet options. Instead of juggling multiple accounts, you have a unified interface.
  • Seamless updates: When a new digital wallet emerges or an existing one evolves, your payment provider handles the integration and is there to guide you through the process.
  • Efficiency: Focus on your core business while the payment provider manages the technical intricacies.

Remember, the goal is to enhance your customers’ experience. By offering digital wallets and collaborating with a reliable payment provider, you’re not just streamlining payments—you’re building trust and loyalty.

The future of wallets is digital, and now is the time to claim your spot—ahead of the competition. Incorporating digital wallets isn’t a trend, it’s a necessity to stay relevant and keep customers coming back. Your customers demand speed and convenience; meet their needs by adopting digital wallet technology today. Contact our experts at CSG today.

PCI Compliance Guide

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Payment card industry (PCI) compliance is the global security standard for organizations that accept consumer credit card payments. Being PCI compliant entails adhering to a variety of best practices, security measures and benchmarks that determine how you collect and store customer information while processing transactions. Let’s break down what you need to know about PCI compliance and its primary benefits. We’ll also outline how your organization can streamline the process of achieving PCI compliance.

What Are PCI Standards and Compliance?

PCI compliance comprises the technical and operational requirements your business needs to follow to protect consumer credit card data. It’s a comprehensive set of policies ranging from regular system upkeep to clearly delineated user permissions.

The PCI Security Standards Council develops and manages compliance standards to help organizations fortify their security systems and prioritize consumer data protection.

PCI compliance requirements include:

  • Security against malicious software
  • Routine network maintenance
  • Cardholder data encryption
  • Restricted internal access to sensitive data

PCI Credit Card Compliance Overview

PCI compliance may seem challenging if you are unfamiliar with the terminology or the latest cybersecurity best practices. But you don’t have to figure it out alone. You can achieve compliance and minimize risk by partnering with a trusted, experienced payment service provider. The PCI Security Standards Council provides a list of approved Qualified Security Assessors (QSA) companies you can reference for easier navigation. Still, it is valuable for your business to grasp the fundamentals of PCI compliance. Here is an overview to get a better understanding:

  • It’s a continuous exercise: PCI compliance is an ongoing process that your organization should review yearly.
  • Your payment methods have an impact: The type of payment services you offer can affect the amount of work you need to do to remain compliant.
  • Requirements vary: Your compliance requirements depend on the size of your organization and the number of card payments you process annually.
  • Your transaction count matters: PCI compliance rules sort businesses into several groups. Level-one merchants have the most requirements to meet because they process over six million annual transactions across channels. Smaller organizations will have fewer transactions, and therefore fewer rules to follow.
  • Merchant account providers may add requirements: To accept credit card payments, you need a merchant account and service provider. If you have a merchant account, your payment service provider should have PCI compliance-related requirements included in the terms and conditions of your agreement.

The Primary Goals of PCI Compliance

The principles that guide the 12 PCI requirements can be summarized in six main goals:

  • Build and maintain a secure network and systems: Use strong passwords, firewalls and/or software security technology to protect your network from hackers.
  • Protect account data: Keep your customers’ data safer with encryption, tokenization and other ways to disguise sensitive information.
  • Maintain a vulnerability management program: Establish a vulnerability management program that helps protect your organization from malware.
  • Implement strong access control measures: Restrict which employees can access cardholder information. Ensure limited users have access in person and online.
  • Regularly monitor and test networks: Test your networks regularly and track who is accessing cardholder data.
  • Maintain an information security policy: Your staff must be familiar with internal procedures and regulations regarding cardholder data.

The 6 Compliance Groups for PCI DSS

Organizations that must adhere to the PCI Data Security Standard (DSS) fall into one of six categories. These categories depict the organizations’ level of involvement in card data handling and conducting card transactions. The six groups are:

  1. Merchants: Businesses that directly accept customer card payments are merchants. All merchant organizations must comply with PCI standards to prevent security breaches and protect cardholder information. Merchants must ensure secure card environments, including those related to data transmission, physical security and access control measures.
  2. Service providers: Entities that transmit, store or process data on a merchant’s behalf are service providers. These organizations may include security service companies, payment gateways or hosting providers. Organizations in this category must demonstrate compliance to merchants and adhere to PCI DSS.
  3. Qualifies Security Assessors: QSAs are independent entities that assess service provider and merchant compliance with PCI DSS. These organizations verify security measures and their effectiveness.
  4. Internal Security Assessors (ISAs): ISAs refer to internal employees of PCI Security Standards Council-certified organizations who have the training to assess and validate organizational procedures, policies and security controls.
  5. Payment card brands: Major credit card companies, including Mastercard, American Express and Visa, fall into this category. These entities establish the guidelines and security requirements for protecting cardholder information. They can impose penalties, such as fines, on merchants that fail to adhere to standards or practice malicious compliance.
  6. Acquiring banks: Financial institutions that craft agreements with merchants to process card transactions are considered acquiring banks. These organizations aim to ensure merchant compliance with PCI DSS to minimize fraudulent activity and similar adverse outcomes that could tarnish the organization’s brand or reputation. Some acquiring banks require merchants to undergo regular security audits or provide compliance evidence to ensure ongoing standard adherence and best practices.

12 Requirements for PCI Compliance

The PCI Security Standards Council provides 12 requirements for businesses to be compliant. Here is an overview of the PCI DSS requirements:

Goal: Build and Maintain a Secure Network and Systems

  • Install and maintain network security controls: Install and update a network security device or software-defined technologies that check traffic entering and exiting your network, identifying and blocking potential cyber threats. Test your networks and control connections to untrusted networks.
  • Apply secure configurations to all system components: You must define and implement processes and mechanisms that ensure the secure configuration and management of system components. For instance, you may do this by changing vendor-supplied passwords, restricting generic settings, removing functionality where necessary, encrypting access or enabling only essential services.

Goal: Protect Account Data

  • Safeguard stored account data: Protect payment data. Implement policies for disposing of cardholder data, avoid storing sensitive data and limit what you keep, which should be strictly what is necessary for the needs of the business.
  • Protect cardholder data with strong cryptography during transmission over open, public networks: Do not send unprotected account numbers (PAN) and sensitive personal information by any end-user communication technology. Instead, use strong cryptography.

Goal: Maintain a Vulnerability Management Program

  • Protect all systems and networks from malicious software: Put mechanisms and processes in place to protect your networks and systems from malicious software and malware. Equip your staff with mechanisms to protect them from phishing attacks.
  • Develop and maintain secure systems and software: Spend time reviewing vulnerabilities and risks, then implement processes and systems to provide protection, including following secure development and coding practices.

Goal: Implement Strong Access Control Measures

  • Restrict access to cardholder data by business need-to-know: Restrict cardholder data to only users who need to use the information to complete transactions. Define access roles, privileges and controls so only authorized users can access data.
  • Identify users and authenticate access to system components: Authenticate users and document policies, and see that each user has unique, identifying credentials. For a production environment where you store account data, you must implement multi-factor authentication.
  •  Restrict physical access to cardholder data: Mechanisms to restrict access to cardholder data must be in place. For instance point-of-sale devices must have protection from tampering or non-authorized substitution.

Goal: Regularly Monitor and Test Networks

  • Log and monitor all access to system components and cardholder data: Ensure your system has an audit trail, and leverage time-stamped tracking tools. These tools can show you when employees access data and help you review logs and identify suspicious activity.
  • Test security of systems and networks regularly: Test and catalog wireless access points. Schedule frequent security vulnerability assessments and proactively monitor traffic.

Goal: Maintain an Information Security Policy

  • Support information security with organizational policies and programs: Establish, publish, and share your company’s information security policy. Explicitly state rules for technologies, key responsibilities and best practices. Give new employees the policy once they sign on. Consider that education on security awareness must be an ongoing activity.

Payment service providers

Payment service providers help you manage PCI compliance, making the 12 requirements and six goals simple for you to oversee. Robust platforms will have many of the rules built in, automating the process. The bottom line is that you do not have to go at it alone.

Note on PCI DSS V4.0

March 2024 marked the beginning of PCI DSS version 4.0 application. Full implementation of PCI 4.0 requirements became effective in March 2025. The latest version of the standard includes many changes that you can check here. A summary of some of the reasons for the changes comprise:

  • Evolution of security needs: As threats evolve, security practices must evolve as well. That is why PCI DSS V4.0 includes requirements for multi-factor authentication, password updates and e-commerce and anti-phishing.
  • Security promotion as a continuous process: To face ever-changing malicious conducts, you need to keep a recurring, well-defined and strong policy and processes.
  • Increase flexibility to achieve security objectives: Your organization may adopt an innovative or different approach to achieve some objectives while maintaining strict controls and processes and keeping the security objectives at the core of your planning and execution.
  • Enhance procedures and validation methods: Achieve transparency and granularity by designing for clear validation and aligned reports.

How to Achieve PCI Compliance

To become PCI compliant, you need to meet the requirements, do an assessment and complete a security scan:

  • Meet the requirements: Your organization must comply with the PCI Security Council’s rules and any amendments to provisions and sub-requirements.
  • Complete an evaluation: Your organization should complete an assessment showing your security systems and measures to safeguard consumer information. Smaller organizations may complete a self-assessment. Larger enterprises must use third-party auditors to assist.
  • Perform a security scan: Your organization must scan the network you use to process payments. The scan is highly specialized and technical and benefits from expert assistance from an independent firm.

Organizational PCI Levels of Compliance

For PCI compliance, your organization must undergo a rigorous annual assessment. Although the requirements are universal, your business may need to adhere to additional rules and undergo more stringent checks. Depending on the size of your organization and the amount of transactions you process annually, you will fall into four main categories:

  • Level-one organizations: If you process more than six million Visa payments annually across various channels, you fall into level one. You will have the most robust assessments and rules you must adhere to.
  • Level-two organizations: Level two organizations complete between one and six million Visa transactions yearly.
  • Level-three organizations: If you process between 20,000 and one million Visa payments every year, you fall into level three.
  • Level-four organizations: Level four organizations process under 20,000 Visa transactions each year.

PCI Security Standards Council may move organizations that have experienced a cyberattack resulting in data loss into a higher validation level—regardless of the yearly transaction amounts.

The Benefits of Credit Card PCI Compliance

Your organization benefits from continuously evaluating and maintaining your security systems and addressing gaps. Other benefits of being PCI compliant include:

  • Minimizing the risk of data breaches
  • Protecting cardholder data
  • Reducing the risk of consumer identity theft
  • Identifying, monitoring and addressing security vulnerabilities
  • Decreasing the risk of paying fines associated with data breaches
  • Safeguarding your organization’s reputation
  • Keeping customers happy and confident when transacting with you

Frequently Asked Questions About Credit Card Compliance

Have more questions? Here, we’ve answered some frequently asked questions about PCI compliance and related terms or processes.

1. Who Must Be PCI Compliant?

If your organization accepts, transmits or stores cardholders’ personal data, you must be PCI compliant.

2. What Does PCI Compliance Mean?

PCI compliance means that your organization meets the various security requirements that the PCI Security Standards Council provides. Meeting this compliance means the way your organization accepts, transmits and stores data is safe, private and secure according to the PCI mandate.

3. What Is the Definition of Malicious Compliance?

Malicious compliance, when relating to PCI, refers to situations in which a company appears to adhere to PCI standards but intentionally implements strategies with minimal effectiveness. Organizations that practice malicious compliance often leave significant vulnerabilities. These attempts to appear compliant without truly securing sensitive information aim to deceive customers, clients and entities.

Examples of malicious compliance could include weak encryption, non-functional security controls or insufficient access controls. Organizations practicing malicious compliance could face severe penalties.

4. Is PCI Compliance Required by Law?

PCI Security Standard Council monitors the implementation of standards. PCI SSC standard is at the discretion of organizations that manage compliance programs, such as a payment brand, acquirer or other entities.

5. How Do I Become PCI-Compliant?

PCI compliance is achieved by completing a self-assessment questionnaire (SAQ) or hiring an approved vendor third-party auditor to complete the assessment, CSG Partners with Aperia, a QSA Approved Vendor. Upon completing the SAQ and vulnerability scan (if applicable), submit all documentation and evidence to your payment processor (CSG Forte).

6. What Are Examples of PCI Compliance and Data Breaches?

When there are large PCI violations and data breaches it is often newsworthy. The sheer volume of the data and the high profile of the companies involved make these events prominent in the public eye, harming brands’ reputations and exposing millions of consumers to theft and identity fraud. However, it’s key to remember that cybercriminals target companies of all sizes and industries and no business is immune.

7. What Can My Business Do to Simplify PCI Compliance?

Although the technical aspects of completing the PCI assessment may be beyond the scope of what you can do yourself, your organization can take steps to make the process easier. Focusing on data hygiene is a good example. Here is a PCI compliance checklist:

  • Ensure your organization uses strong passwords and has strict protocols to enforce this.
  • Keep your software updated.
  • Only store the data you need.
  • Be wary of links—encourage employees to think twice before clicking on suspicious links.
  • Explain to employees the importance of protecting consumer data and the implications of not doing so.

Meet PCI Requirements With CSG Forte

Boost your payment security and protect customers’ sensitive data with CSG Forte’s secure payment solutions. Leverage the industry’s highest security standards with a platform with built-in PCI compliance mandates. CSG Forte provides:

  • Secure payments: Keep your consumer data safe with every transaction with CSG Forte’s advanced technology standards and protocols.
  • Tokenization: Leverage randomly generated tokens with no intrinsic value to replace cards, automated clearing house (ACH) networks and other sensitive data. Tokenization helps your organization safeguard against digital security breaches.
  • End-to-end encryption: Using PCI-validated end-to-end encryption, you can disguise credit card data during transmission. The encryption ensures card data is valueless if intercepted.
  • Hosted payment pages: Make sure your organization never stores data in your system using hosted payment pages (HPPs) or external checkout pages. CSG’s platform enables you to provide secure checkouts that won’t require you to manage and collect sensitive data during transactions. Third-party checkout is the easiest, most popular and safest way to accept online payments.
  • Adherence to compliance standards: Benefit from adhering to the most robust, reliable and up-to-date compliance programs. CSG’s security and compliance experts focus on delivering solutions in compliance with various mandates. We hold ISO 27001:2013 certification and maintain PCI DSS v3.2.1 compliance and Health Insurance Portability and Accountability Act (HIPAA) compliance. We deliver SSAE 18 / ISAE 3402 SOC 1 Type II reports to ensure your organization’s credibility, accuracy and system security in safeguarding consumer data.

Streamline Your PCI Compliance Requirements

Streamline Your PCI Compliance Requirements

Protect consumer data and prioritize security by leveraging CSG Forte’s award-winning payment platform. Our easy-to-integrate and navigate solution streamlines your payments, helping you process your transactions in one place.

Meet PCI compliance requirements with our built-in functionalities and tools, simplifying secure transactions. Build consumer trust and have peace of mind knowing your payment systems are robust and leveraging the latest security technology.

For over two decades and counting, CSG Forte has been helping thousands of government, insurance, telecom and other industry merchants optimize security, scale their business and process omnichannel payments efficiently.

Whether you are a new merchant or an existing merchant, we can help you achieving PCI compliance and get the support you need to ensure processing payments is a frictionless endeavor. Contact our team.