The ecosystem of digital payments is transforming swiftly, and companies in 2025 must adjust if they wish to stay in the game.
With its virtuosity and virtual tools, the modern world of commerce has discovered yet another necessity: the virtual terminal.
A virtual terminal is a virtual cash register that allows a business to take credit and debit card payments over the phone and sometimes via the Internet.
Choosing the right virtual terminal can save you money and increase customer satisfaction.
This is true whether you run a small online business or a massive transnational corporation.
This blog will examine the 7 best virtual terminals for 2025. Among them are the prominent industry leaders Square, PayPal, and Worldpay Virtual Terminal.
In addition, we will discuss the new trends that are in charge of molding tomorrow’s payment landscape.
You will finish with a clear roadmap for choosing the best platform for your business in terms of needs, budget, and growth aspirations.
What Is a Virtual Terminal?
A virtual terminal is a software program (typically a web application) that enables businesses to take payment using a payment card, especially a credit card, without the card being physically present.
Businesses may easily take card payments without a physical card reader by using a virtual terminal.
A customer’s payment information may be manually entered on a secure website using any device, including a PC, smartphone, or laptop.
This makes it ideal for companies that handle online purchases and accept payments over the phone.
Virtual terminals are used by a wide range of enterprises, including nonprofits, huge corporations, freelancers, and tiny stores, to collect payments from any location.
Simply log in and enter your card information. And you can finish the purchase without any extra equipment.
It is a digital replacement for traditional point-of-sale (POS) systems, enabling merchants to manually process invoices, and manage subscriptions without physical hardware.
How Virtual Terminals Work
- A merchant logs into the virtual terminal dashboard.
- They manually enter the customer’s payment details or select a saved customer profile.
- The system encrypts the data and routes it to the payment gateway.
- Funds are deposited into the merchant’s account after approval.
Read more:What Are Virtual Terminals? How It Works?
Virtual Terminal vs. Traditional POS: Key Differences
| Aspect | Virtual Terminal | Traditional POS |
| Hardware Dependency | None (web-based) | Requires card readers, registers |
| Mobility | Accessible anywhere with internet | Limited to a physical location |
| Cost | Lower upfront costs | Higher hardware and setup fees |
| Use Case | Remote, phone, or invoice payments | In-person retail or restaurant |
Why Your Business Needs a Virtual Terminal in 2025?
Flexibility for Remote and Hybrid Work
With remote work becoming the norm, virtual terminals empower teams to process payments from home, client sites, or even while traveling. Service-based businesses (e.g., consultants, therapists, contractors) can securely accept payments after virtual meetings or phone consultations.
Cost Savings and Scalability
- No Hardware Costs: Eliminate expenses for terminals, cash registers, or receipt printers.
- Pay-as-You-Go Pricing: Most providers charge per transaction, avoiding hefty monthly fees.
- Scalability: Upgrade features as your business grows without overhauling systems.
Enhanced Security in a Cyber-Threatened World
In 2025, cyberattacks are projected to cost businesses $10.5 trillion annually (Cybersecurity Ventures). Virtual terminals combat this with:
- PCI-DSS Compliance: Mandatory adherence to payment security standards.
- Tokenization: Replace sensitive card data with unique tokens to prevent breaches.
- AI Fraud Detection: Machine learning flags suspicious transactions in real time.
Read about: Online Payment Security: Best Practices to Keep Your Transactions Safe
Key Criteria for Choosing the Best Virtual Terminal
Security Standards
- PCI-DSS Level 1 Certification: The highest security tier for payment processors.
- End-to-End Encryption (E2EE): Data is encrypted from entry to processing.
- 3D Secure 2.0: Adds authentication layers for online transactions.
Transparent Pricing Models
Avoid providers with hidden fees. Compare:
- Flat-Rate Pricing: Fixed percentage + fee per transaction (e.g., Square).
- Interchange-Plus Pricing: Interchange fee + markup (common for high-volume merchants).
- Monthly Subscriptions: Tiered plans with added features (e.g., PayPal).
Integration Capabilities
Ensure compatibility with:
- Accounting software (QuickBooks, Xero).
- E-commerce platforms (Shopify, WooCommerce).
- CRM systems (Salesforce, HubSpot).
Read about: Integrated Payments 101: Everything You Need to Know.
User Experience
Look for:
- Intuitive Dashboard: Easy navigation for invoicing, reporting, and customer management.
- Mobile App: Process payments on the go with iOS/Android apps.
Customer Support
Prioritize providers offering:
- 24/7 assistance by phone, email, or live chat.
- Dedicated account managers for enterprises.
In-depth review of Best Virtual Terminals for 2025
-
Square Virtual Terminal: Best for Small Businesses
Square’s user-friendly platform is ideal for startups and solopreneurs needing a free virtual terminal.
Features:
- Free Plan: No monthly fees; pay 3.5% + $0.15 per keyed-in transaction.
- Square Invoices: Customizable templates with automatic reminders.
- Offline Mode: Process payments without internet (synced once reconnected).
- Case Study: A boutique bakery uses Square to manage phone orders and subscriptions, reducing payment processing time by 40%.
Read about: E-commerce Payment Processing: What It Is and How It Works?
PayPal Virtual Terminal: Best for Global Commerce
PayPal’s global reach supports 200+ countries and 25 currencies.
Features:
- PayPal Here Integration: Sync with mobile card readers for hybrid businesses.
- Multi-Currency Invoices: Auto-convert funds based on real-time exchange rates.
- Seller Protection: Dispute resolution for eligible transactions.
- Pricing: 30/month+3.4930/month+3.490.49 per transaction (U.S.).
Read about: Top 10 Safe PayPal Alternatives For Freelancers In 2025
Worldpay Virtual Terminal: Best for Enterprises
A powerhouse for large businesses needing custom solutions.
Features:
- Omnichannel Payments: Unify online, in-store, and mobile transactions.
- AI Analytics: Predict sales trends and customer behavior.
- High-Risk Industry Support: Tailored solutions for healthcare, legal, and CBD.
- Pricing: Custom quotes based on volume (contact sales).
Read about: The Best Way to Transfer Large Sums of Money Abroad
Clover Virtual Terminal: Best for Retailers
Part of the Clover POS ecosystem, ideal for brick-and-mortar stores expanding online.
Features:
- Inventory Sync: Track stock across online and physical stores.
- Loyalty Programs: Reward loyal consumers with points or discounts.
- Pricing: Starts at $14.95/month + 3.5% per transaction.
Stripe Virtual Terminal: Best for Developers
Stripe’s API-first approach suits tech-savvy businesses.
Features:
- Customizable APIs: Build branded payment flows.
- Radar Fraud Detection: Machine learning blocks fraudulent transactions.
- Pricing: 2.9% + $0.30 per transaction; no monthly fees.
Shopify POS: Best for E-commerce Hybrids
Integrate online and offline sales with Shopify’s Virtual POS Terminal.
Features:
- Unified Dashboard: Manage orders, inventory, and customers in one place.
- Tap-to-Pay: Accept contactless payments via mobile devices.
- Pricing: $29/month (Basic Plan) + 2.7% per in-person transaction.
Helcim: Best suited for startup businesses
Helcim is suitable for brand-new enterprises. With straightforward pricing and no monthly fees, as well as a free virtual terminal, Helcim has a lot to offer businesses looking for opportunities to develop.
Its virtual terminal is simple to use and straightforward, making it an excellent solution for organizations that have little expertise in payment processing.
Helcim’s customized virtual terminal includes everything you would expect. It allows you to accept keyed-in transactions for 0.50% plus 25¢ (virtual) for each transaction, which is less than many rivals.
It also allows you to handle ACH transactions and charge cards that clients have kept on file. In addition, you can simply create invoices and connect them to your virtual terminal transaction, saving you time on administrative tasks.
Free Virtual Terminal Options
- Square: Free plan with basic features (3.5% + $0.15 per transaction).
- PayPal Zettle: No monthly fees; 2.29% + $0.09 per transaction.
- Stripe: No setup fees; pay-as-you-go pricing.
Trends Revolutionizing Virtual Terminals
AI-Driven Fraud Detection
Machine learning algorithms analyze transaction patterns to block fraud in real time. For instance, Stripe Radar has reduced chargebacks by 35% for its users.
Biometric Authentication
Voice recognition and facial ID replace passwords for secure logins. Worldpay pilots this feature for high-risk industries.
Cryptocurrency Integration
Platforms like BitPay and CoinGate now allow merchants to accept Bitcoin, Ethereum, and stablecoins via virtual terminals.
Sustainability Initiatives
Processors like Stripe Climate enable businesses to allocate a portion of revenue to carbon removal projects.
Read about: Major Types of Cross-Border Payments in 2025; Detailed Guide
How To Choose The Right Virtual Terminal: A Step-by-Step Guide
- Audit Your Business Needs: Volume, industry, and payment types (e.g., B2B invoicing vs. e-commerce).
- Compare Pricing: Calculate total costs (fees, subscriptions, chargebacks).
- Test User Experience: Sign up for free trials (Square, Stripe).
- Verify Security: Ensure PCI compliance and encryption.
- Plan for Growth: Choose scalable solutions like Shopify POS or Worldpay.
Final Verdict: Top Recommendations for 2025
- Small Businesses: Square Virtual Terminal (free plan + ease of use).
- Global Sellers: PayPal Virtual Terminal (multi-currency + brand trust).
- Enterprises: Worldpay Virtual Terminal (custom solutions + omnichannel).
- E-commerce Hybrids: Shopify POS (seamless inventory + sales management).
- Developers: Stripe (APIs + customization).
Read about: All About Overseas Payments (2025); Comprehensive Guide
Conclusion
By 2025, companies wishing to prosper in a digital-first economy will need virtual terminals; they are no longer a choice.
Using platforms like Square, PayPal, and Worldpay may help you expedite payments, improve security, and access possibilities throughout the world.
Adopting AI, biometrics, and sustainable practices can help you stay ahead of the curve. Keep in mind that the ideal virtual terminal is more than simply a tool; it’s a corporate development engine.
Do follow us on Facebook and LinkedIn, to stay connected with us.
