How to Accept Large Payments Without a Card Machine: A Guide for UK Businesses
You priced the materials, allowed for labour and negotiated the quote. But did you price in the payment? A practical guide to keeping collection costs under control, from the first deposit to the final balance.
Yes. UK businesses can use a manual bank transfer or a Pay by Bank payment link. With a Pay by Bank link, the customer follows a guided journey and authorises the payment through their bank. Check payment limits, fees and confirmation before deciding which route fits the job.
You’ve won a £5,000 job. How much will getting paid cost you?
A kitchen installer has just agreed a £5,000 project. The customer is happy with the quote. The materials are ready to order. There is only one thing left to settle: how the money will arrive.
“We’ll sort payment later” sounds harmless. But later can mean an unexpected processing fee, a customer discovering a transfer limit on completion day, or an invoice that needs chasing before the next job can start.
For businesses selling bigger jobs, getting paid deserves a place in the quote—not a last-minute conversation at the door.
The same £5,000 sale. Different collection costs.
A percentage fee can look small on a pricing page. Put it next to a larger invoice and it becomes easier to judge.
| Illustrative rate | Fee on £5,000 | What the figure means |
|---|---|---|
| 1% card rate | £50 | Hypothetical percentage fee |
| 1.5% card rate | £75 | Hypothetical percentage fee |
| 2% card rate | £100 | Hypothetical percentage fee |
| SSV SmartPay: 0.5% + VAT | £25 + £5 VAT = £30 | Standard published rate for this payment; assumes 20% VAT |
These card rates are examples, not provider quotes or market averages. They exclude any additional charges. Compare your actual merchant agreement, including fixed fees and tax treatment. VAT recovery depends on your circumstances.
Make it an annual calculation. Twenty £5,000 payments total £100,000. At the hypothetical 1.5% rate, percentage fees total £1,500. At SmartPay’s published rate, fees total £500 plus £100 VAT. That is a £900 difference in the illustrated billed costs, before other charges or VAT recovery.
The point is to check your own numbers. A lower rate can help preserve margin, but payment costs are only one part of choosing a method. Your customer’s preferences and protections matter too.
One job, three payment moments
For a longer project, collecting everything at the end can leave you funding materials and labour while waiting for the customer’s money. An agreed schedule makes expectations clearer.
1. Agreement: £1,000 deposit
Confirm the scope, payment terms and cancellation arrangements in writing. Send a request clearly labelled with the job and deposit stage. Check receipt before committing to agreed purchases.
2. Agreed milestone: £2,000
Define the milestone in advance so the customer knows what they are paying for. Use a separate request and reference, and keep a record of progress and any approved changes.
3. Completion: £2,000 balance
Give the customer the final invoice and a clear way to pay. Confirm successful receipt through your own records before treating the balance as settled.
At 0.5%, these three payments produce a combined £25 fee before VAT—the same percentage fee as one £5,000 payment. Staging changes when money arrives; it does not reduce a percentage fee by itself.
A smaller instalment may fit a per-payment limit, but several payments can still hit a daily limit. Check both bank and provider restrictions. Agree genuine milestones; do not split payments to bypass security controls.
“Why not just ask for a bank transfer?”
You can. If your customer is comfortable entering your details and you can identify the payment easily, a manual transfer may be a sensible option. Receiving it may also be free, depending on your business account.
A Pay by Bank link adds a guided payment journey. Instead of asking the customer to copy account details from an invoice, you send a request they can open and authorise through their bank. That convenience comes with a service fee.
The useful comparison is the whole collection process: what the customer must do, how you confirm receipt, how you match it to the invoice, and what you pay for the service. A link is a delivery method; it can lead to either a bank payment or a card checkout, depending on the provider.
Which businesses can use this approach?
A garage collecting a repair bill, a furniture retailer requesting a balance before delivery, or an agency billing for an agreed project milestone all have different handover points. The common question is: when does the payment need to be confirmed for the next step to happen? Suitability depends on the business, its terms and provider approval.
How to collect the payment with SSV SmartPay
Once you have agreed the amount and payment date, SSV SmartPay lets you send a Pay by Bank request without a card machine. For a staged project, create a separate request for each agreed payment.
Create the payment request
Use your SSV SmartPay merchant app or dashboard to prepare the request for the agreed amount. Keep your invoice and job reference clear so you can match the payment to the work.
Share the link with your customer
Send the payment link by SMS, WhatsApp or email. Explain which invoice or stage it covers and when it is due.
The customer authorises through their bank
The customer opens the link, checks the amount, selects a supported bank and follows the bank’s authentication process to approve the payment. They do not need to download the SSV SmartPay app to pay.
Check confirmation and record the payment
Check the payment status in your own merchant records and confirm receipt before marking the invoice as paid. Funds typically arrive quickly, but bank checks and other delays can occur.
For a closer look, see the SSV SmartPay payment journey. Check the customer’s bank limits and any restrictions on your merchant account before requesting a large amount.
Make the payment feel as clear as the quote
A customer sending thousands of pounds should understand who receives it, what it covers and how to contact you. Introduce the payment method before the invoice becomes due.
“Your £1,000 deposit is due once you approve the quote. We’ll send a Pay by Bank link for this stage, which you can authorise through your bank. Please check your payment limit in advance. If you have a question about the request, call us on the number on your original quote.”
Adapt that wording to your process. Tell customers to check the recipient and amount, and never pressure them to ignore a bank warning.
If the customer wants to pay by credit card
Explain both options fairly. A Pay by Bank payment is authorised by the customer inside their own banking app, using their own bank’s security, and no card details are entered or stored by you or by anyone in the chain. Because no card network is involved, the payment is not subject to the card-scheme chargeback process, so it cannot be reversed weeks later while you assemble evidence against a deadline. Payments sent over Faster Payments are also covered by the PSR’s mandatory reimbursement rules for authorised push payment fraud, which have applied since October 2024.
Card payments carry different protections. Eligible credit card purchases between £100 and £30,000 can carry Section 75 protection, which gives the cardholder a claim against their card issuer if the supplier fails to deliver, and card payments also have chargeback routes. Pay by Bank does not provide those particular protections, and a customer may reasonably weigh that on a large purchase. Saying so plainly tends to build more confidence than avoiding it.
Five checks that make a big payment easier to manage
Agree the terms early
Write down the amount, due date, milestone and refund or cancellation arrangements. Record any changes to the job.
Check limits before payment day
Ask the customer to check their bank’s limits and confirm any provider restrictions with your payment service.
Keep requests recognisable
Use your usual business channel. Ask customers to verify unexpected requests or changed payment details using a number they already trust. Fraudulent links can imitate legitimate ones.
Confirm receipt yourself
Check your merchant dashboard or bank records. A customer’s screenshot or “payment sent” message alone is not proof that funds have arrived.
Keep a clear record
Match each payment to the invoice and stage of work. Retain receipts and correspondence so questions can be resolved promptly.
Frequently asked questions
How quickly will the money arrive?
Faster Payments are normally available almost immediately, although delays can occur. Check the payment’s status and receipt rather than promising a guaranteed completion time.
Does Pay by Bank remove disputes?
No. It does not use the card-scheme chargeback process, but customers can still raise complaints and seek refunds. Businesses must still meet their contractual and legal obligations.
Do I need a card machine to send a payment link?
No. A Pay by Bank link can be shared remotely without a card terminal. The customer needs access to a supported bank and the ability to authorise the payment.
What would SSV SmartPay charge on £5,000?
At the published standard rate of 0.5% plus VAT, the fee is £25 plus VAT: £30 assuming 20% VAT. Your agreed account pricing and current terms take precedence.
Give your next big job a clearer payment plan
Explore how SSV SmartPay payment links could fit your deposits, milestones and final invoices. Compare the costs against your current setup.
Discuss your payment setupView current pricing and termsSources and further reading
Important information
Examples are illustrative, not customer case studies. Card rates are hypothetical and exclude additional charges. SSV SmartPay’s standard fee for the payments illustrated is 0.5% plus VAT; agreed account pricing and current terms apply. Limits, availability and payment times depend on the banks and providers involved.
This article provides general information for UK businesses, not financial or legal advice. Payment schedules must suit the contract and applicable consumer rights. Payment links do not eliminate fraud, refunds or disputes.
©2026 SSV SmartPay Limited, a payments technology company working with Authorised Payment Institutions providing account information services and payment initiation services. T & C Apply. All rights reserved.
Frequently Asked Questions
How quickly will the money arrive?
Faster Payments are normally available almost immediately, although delays can occur. Check the payment’s status and receipt rather than promising a guaranteed completion time.
Does Pay by Bank remove disputes?
No. It does not use the card-scheme chargeback process, but customers can still raise complaints and seek refunds. Businesses must still meet their contractual and legal obligations.
Do I need a card machine to send a payment link?
No. A Pay by Bank link can be shared remotely without a card terminal. The customer needs access to a supported bank and the ability to authorise the payment.
What would SSV SmartPay charge on £5,000?
At the published standard rate of 0.5% plus VAT, the fee is £25 plus VAT: £30 assuming 20% VAT. Your agreed account pricing and current terms take precedence.
