Virtual Terminal CRM

Overview: This article provides an overview of Virtual Terminal CRM and its benefits for securely processing remote payments inside Deposyt. With a Virtual Terminal CRM, you can manually enter customer payment information, process transactions without a physical card reader, and automatically record payments within your CRM. Additionally, this feature helps businesses streamline payment collection while maintaining secure and organized records.

What Is a Virtual Terminal CRM?

A Virtual Terminal CRM is a web-based payment solution that allows you to manually process customer credit or debit card payments inside Deposyt. Instead of using a physical card reader, you enter the customer’s payment details into a secure online interface.

Businesses commonly use a virtual payment terminal for:

• Phone payments
• Mail orders
• Remote transactions
• Manual invoice collection
• Card-not-present (CNP) payments

As a result, your team can securely accept payments from virtually anywhere while automatically linking every transaction to the customer’s CRM record. Moreover, every completed payment remains connected to the customer’s history, making future interactions easier to manage.

Why Use a Virtual Terminal CRM?

A Virtual Terminal CRM is especially useful when customers cannot present their payment cards in person.

For example, you can use it when:

• A customer calls to make a payment.
• You collect payment over the phone.
• You receive payment information remotely.
• You need to process an invoice immediately.

Furthermore, processing payments directly inside Deposyt keeps payment history, customer information, and workflow automation connected in one place. Consequently, your team spends less time managing records manually. In addition, customers benefit from a faster and more convenient payment experience.

How a Virtual Terminal CRM Works

Using the virtual terminal is simple and efficient.

Example Payment Workflow

First, open the Virtual Terminal.

Next, select an existing contact or create a new one.

Then, enter the payment amount.

Afterward, enter the customer’s card details.

Next, review the payment information carefully.

Finally, process the payment.

As a result, Deposyt records the completed transaction and updates the customer’s payment history automatically. Meanwhile, any related automations can begin immediately after the payment is approved.

What Makes Virtual Terminal Payments Different?

Virtual terminal payments are classified as card-not-present (CNP) transactions because customers do not physically present their payment cards.

Therefore, these transactions generally involve:

• Higher fraud risk than in-person payments
• Additional verification requirements
• Customer authorization before processing
• Proper documentation for every transaction

Moreover, following payment security best practices helps reduce risk and protects both your business and your customers. Likewise, maintaining accurate records simplifies future audits and dispute resolution.

How to Use the Virtual Terminal CRM

Process a Manual Payment

Follow these steps:

1. Go to Payments → Virtual Terminal.
2. Select an existing contact or create a new one.
3. Enter the payment amount.
4. Enter the customer’s card details.
5. Review the information carefully.
6. Process the payment.

Afterward, Deposyt records the transaction automatically and associates it with the customer’s CRM profile. Then, the system updates the customer’s payment history and any connected workflows.

Benefits of the Deposyt Virtual Terminal

The Deposyt virtual terminal offers much more than payment processing.

It also allows you to:

• Link payments to customer contacts.
• Store transaction history.
• Trigger CRM automations.
• Support two-factor authentication (2FA).
• Keep payment records organized.

In addition, every completed payment becomes part of the customer’s complete history inside Deposyt. Consequently, your team can access accurate payment information whenever needed. Furthermore, centralized payment records improve customer support and reporting.

Security Best Practices for Virtual Terminal Payments

Protecting customer payment information should always be a priority.

Obtain Customer Authorization

Before processing a payment:

• Confirm the payment amount.
• Verify the customer’s approval.
• Document the customer’s authorization.

Use Two-Factor Authentication (2FA)

Whenever possible:

• Send a verification code.
• Confirm the customer’s identity.
• Complete the payment securely.

Additionally, this extra verification step helps reduce fraudulent transactions. As a result, your payment process becomes more secure.

Document Every Transaction

Maintain accurate records of:

• Payment amount
• Payment date
• Customer authorization
• Transaction reference

Furthermore, detailed documentation helps resolve disputes quickly if they occur. Likewise, organized records make compliance reviews much easier.

Protect Sensitive Payment Information

Never:

• Store complete card numbers manually.
• Save payment information outside secure systems.
• Share card details through unsecured channels.

Instead, always process payments using Deposyt’s secure payment tools. Additionally, review your security procedures regularly to maintain compliance.

High-Impact Strategies for Using a Virtual Terminal CRM

Close Sales During Customer Calls

Instead of sending an invoice and waiting for payment, process the customer’s payment during the call.

As a result, you can reduce delays and improve your sales conversion rate.

Combine Payments with CRM Records

Link every payment directly to the customer’s contact record.

Consequently, your team can quickly review payment history, previous interactions, and customer activity before speaking with the customer again. Moreover, this provides better visibility across your sales process.

Recover Outstanding Payments

If a customer has an unpaid invoice, contact them by phone and process the payment immediately.

Meanwhile, Deposyt records the payment and updates the customer’s account automatically. Afterward, your team can continue with the next stage of the customer journey without delay.

Advanced Virtual Terminal CRM Automation

You can combine the Virtual Terminal CRM with Deposyt automations to streamline your payment workflows.

For example:

• Payment processed → Move the deal to Closed Won.
• Payment processed → Start customer onboarding.
• Payment processed → Send a confirmation email.
• Payment processed → Create follow-up tasks automatically.

Therefore, your team spends less time performing repetitive tasks and more time serving customers. Additionally, automation helps ensure that no important follow-up actions are missed.

Common Mistakes to Avoid

Avoid these common mistakes:

• Charging customers without authorization.
• Failing to document customer consent.
• Using insecure methods to collect payment information.
• Forgetting to link payments to customer records.
• Skipping payment verification.

Instead, verify every transaction carefully before processing it. Likewise, train employees to follow your payment procedures consistently.

Best Practices for Virtual Terminal CRM

To maximize efficiency and security:

• Always confirm payment details before processing.
• Use secure payment systems only.
• Keep detailed transaction records.
• Train employees on payment security procedures.
• Monitor payment activity regularly.
• Review customer records before completing transactions.

Finally, review your payment workflows periodically to ensure they continue following your business requirements and security standards. In addition, update your internal procedures whenever your payment process changes.

How a Virtual Terminal CRM Improves Your Business

Using a Virtual Terminal CRM helps your business:

• Accept payments from anywhere.
• Process phone payments securely.
• Close deals faster.
• Improve customer satisfaction.
• Maintain accurate payment records.
• Automate payment workflows.
• Reduce administrative work.

Furthermore, integrating payment processing with your CRM improves operational efficiency. As a result, your team gains better visibility into every customer transaction while providing a smoother payment experience. Ultimately, these improvements help your business scale more efficiently.

Summary

A Virtual Terminal CRM allows you to manually process customer payments inside Deposyt without requiring a physical card reader. Additionally, it supports secure remote transactions, connects every payment to your CRM records, and automates payment-related workflows.

Whether you collect payments by phone, email, or invoice, the Deposyt virtual terminal provides a secure, flexible, and efficient solution for managing remote payments. Ultimately, it helps your business improve efficiency, strengthen customer service, and simplify payment management.

Next Steps

To continue expanding your payment capabilities within Deposyt, explore these related topics:

• Tap-to-Pay (NFC)
• Cash and Check Recording
• In-Person Receipts
• Offline Payment Scenarios

Next, learn how each payment method works inside Deposyt. Then, combine these features with your CRM workflows. Finally, build a complete payment solution for both remote and in-person transactions.