Many hire businesses prefer to take card payments using their EFTPOS terminal, especially when the customer is present and able to tap, insert, or swipe their card. This can be a practical option where your bank provides lower transaction fees than online card payment providers. However, you need a secure alternative in the case where the customer is not present.

• Continue processing card payments through your EFTPOS terminal when the customer and their card are present. This is often the most convenient option for tap, insert, or swipe payments and may offer lower transaction fees through your bank.

• Do not store customer card details manually, such as writing them down, saving them in notes, or keeping them in emails. Card numbers should never be stored anywhere they can be read back, retrieved, copied, or reused later.

• HirePOS supports secure, token-based card storage through Pin Payments. This allows you to safely store a customer’s card for future authorised charges when the customer and card are not present.

• There are no fees for securely storing a card only. Pin Payments fees only apply when a transaction is processed, which you only need to do when the customer and card are not physically present to charge through your EFTPOS terminal.

• In the Sales/Hire > Customer Overview screen, enter the card details to be securely stored.

1. On the Card Payment screen, the card number is redacted for security and cannot be viewed.

2. The Charge Amount automatically defaults to the outstanding amount owed.

3. To process the payment, simply click Charge Now. HirePOS does not store or use the actual card details. Instead, it charges the card using a secure token provided by Pin Payments when the card was first entered on the Customer Overview screen.

No. You can continue to process card payments through your EFTPOS terminal where the customer is present and you prefer the convenience of tap, insert, or swipe payments.

This is often suitable for normal over-the-counter payments, deposits, balances, and other charges where the customer is physically available to present their card.

No. There are no transaction fees for simply storing a card securely in a tokenised manner via Pin Payments.

Fees only apply when an actual payment transaction is processed through Pin Payments.

No. HirePOS does not store the full card number or sensitive card details.

The card is securely stored through Pin Payments using token-based storage. This means HirePOS keeps a secure reference to the card, not the actual card details themselves.

No. The card storage process is handled directly from within HirePOS.

You can securely store a customer’s card from the Sales/Hire > Customer Overview screen. The customer card details are entered into the secure card storage interface, and HirePOS stores the secure token reference for future authorised use.

You only need to process a Pin Payments transaction when you need to charge a stored card and the customer is not physically present to use your EFTPOS terminal.

Common examples include:

• Damage charges identified after the hire has been returned

• Cleaning fees

• Missing item charges

• Late return charges

• Extra hire or usage charges

• Other authorised charges after the customer has left

In these cases, the customer’s card should already have been securely stored in HirePOS through Pin Payments.

Yes. This is often the preferred workflow.

You can continue using your EFTPOS terminal for normal in-person payments, while using Pin Payments only for secure card storage and later authorised card-not-present charges where required.

Pin Payments transaction fees apply when you actually process a payment through Pin Payments.

There are no transaction fees for securely storing the card only. As with most online card payment providers, payment processing fees are generally based on the transaction amount.

Secure card storage is important because it gives you a safe and compliant way to hold a customer’s card for authorised future charges.

You should not store card details manually in notes, emails, documents, spreadsheets, booking comments, or printed forms. These methods are not secure and may expose your business and your customers to unnecessary risk.

By using secure card storage through Pin Payments, you can keep using your EFTPOS terminal for regular payments while still having a safe option for approved follow-up charges when the customer is no longer present.

For most hire businesses, the recommended approach is:

1. Use your EFTPOS terminal for in-person payments where the customer is present.

2. Securely store the customer’s card in HirePOS via Pin Payments where future charges may be required.

3. Only process a Pin Payments transaction if you need to charge the stored card and the customer is not present.

4. Never store card numbers or sensitive card details in any form where they can be read back, retrieved, or copied.

This approach allows you to keep the convenience and lower rates of your EFTPOS terminal while still meeting modern expectations for secure card storage.

Yes, however Pin Payments is fully integrated with HirePOS and provides the most seamless workflow.

The HirePOS Pin Payments integration includes a broader feature set such as remote card payments, secure token-based card storage, pre-authorisations, bank feeds, and the ability to process stored-card transactions directly from within HirePOS.

You may choose to use another online card payment provider, such as Stripe, if that better suits your business. However, unless that provider is directly integrated with HirePOS for secure card storage, the card would need to be stored within that provider’s own system rather than through the HirePOS interface.

This also means that if you later need to charge the customer’s stored card when the customer and card are not present, you would need to process that charge directly through the other provider’s system, not from within HirePOS.

No. A stored card in HirePOS/Pin Payments cannot normally be used to refund a payment that was originally taken on an EFTPOS machine.

Refunds should usually be processed through the same provider that handled the original payment. If the payment was taken through EFTPOS, process the refund through EFTPOS. If the payment was taken through HirePOS Card Payment using Pin Payments, process the refund against that Pin Payments transaction.

The stored card token can be used for authorised card-not-present charges, but it is separate from any EFTPOS transaction processed outside HirePOS.

This is one of the strong security benefits of token-based card storage. HirePOS does not store the actual card number, and the stored token cannot simply be used to transfer money to any card or refund unrelated payments. It can only be used within the rules and controls of the payment provider, helping protect both the business and the cardholder.