How to Accept Credit Card Payments Offline?

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How can you accept card payments in areas of low connectivity or if the internet goes offline? If you’ve ever run a food truck or coffee stall in a rural location, this is something you’ll be quite familiar with.

Fortunately, all of today’s major card readers include this functionality, and I’ll explain the process in simple steps below.

How to Accept Credit Card Payments Offline

Offline Card Payment Machines

Here are the top card machines which offer offline payment capabilities.

Device PriceOffline Payment CapabilityTransaction FeesBattery LifeNotes
Square Reader£1924 hours1.75%10 hours
SumUp Air£39Up to 24 hours1.69%12 hours
Zettle Reader 2£29Up to 96 hours1.75%8 hours
Shopify WisePad 3£59Up to 50 hours1.7%24 hoursYou must have a Shopify account

How to Accept Offline Payments

Assuming your card reader allows for offline processing, here are the steps to follow:

  1. Check hardware compatibility. Ensure your POS system and card terminal support offline payment processing.
  2. Enable offline mode. Navigate to your POS system settings and follow the instructions to enable offline mode.
  3. Inform customers. Let customers know that transactions will be processed offline, which may involve slightly longer processing times and manual receipt issuance.
  4. Manually enter card details. With offline mode enabled, manually enter the card number, expiration date, and CVV, depending on your terminal’s requirements.
  5. Record transaction details. In addition to processing the payment, manually record pertinent details such as the amount, item description, and customer information. These records are crucial for reconciliation later.
  6. Issue a receipt. Provide the customer with a physical receipt. Many offline-capable terminals can print a receipt even in offline mode.
  7. Store transactions. The terminal should automatically store transaction information securely until you regain connectivity and can upload the data.
  8. Reconnect and upload. Once connectivity is restored, switch back to online mode and upload the stored transactions for processing.
What does it mean to accept payment offline?
Bank Address
Using a card reader in offline mode allows you to process card payments without an immediate internet connection. The payment details are stored in the device and processed later when internet connectivity is restored.

When is Offline Card Processing Useful?

Offline card processing is useful in a variety of situations, including:

  • When there is no internet connection. This can be due to a network outage, power outage, or other disruption.
  • When operating in remote locations. Businesses that operate in remote areas with limited or no internet connectivity
  • For mobile businesses. Mobile businesses, such as food trucks and catering companies
  • For businesses that participate in events and trade shows. Businesses that participate in events and trade shows where internet connectivity may be unreliable or unavailable
  • For businesses with high-volume transaction traffic. Businesses with high-volume transaction traffic can use offline card processing to reduce the risk of downtime and delays caused by network outages.

Pros and Cons of Offline Payment Processing

Adopting offline payment processing comes with its own set of advantages and disadvantages.


  • Customer satisfaction: The ability to accept card payments without interruption can significantly improve customer experience, leading to higher retention rates.
  • Remote sales opportunities: If your business participates in events, trade shows, or pop-ups in locations with limited connectivity, offline payments make it possible to secure sales in such environments.
  • Reduced downtime: Offline capabilities eliminate the need to halt operations due to internet outages, which can be particularly beneficial for businesses that see high transaction volumes.
  • Streamlined reconciliation: Many modern systems automate the upload and reconciliation process once connectivity is restored, making the transition from offline to online transactions relatively seamless.


  • Increased risk: Processing payments without real-time verification increases the likelihood of accepting fraudulent or declined cards, posing a financial risk.
  • Regulatory concerns: Offline payments require stringent data security measures. Failure to adequately protect stored data may result in non-compliance with data protection standards like PCI DSS.
  • Manual processing: Entering card details and transaction information manually can be time-consuming and more prone to errors compared to automated online transactions.
  • Limited functionality: Certain types of transactions, such as dynamic currency conversion or installment plans, may not be available when processing payments offline.
  • Operational overheads: Managing a dual system—online and offline—can add complexity to your payment processing setup, requiring additional training for staff and potentially higher maintenance costs.

Handling Declined Cards and Failed Uploads in Offline Payment Processing

Whie processing offline transactions is fantastic in areas of low single, it does come with the risk of declined cards and failed uploads.

That’s easily solved, however, by following these simple steps:

  1. Identify the issue. Once you regain internet connectivity and upload stored transactions, carefully review the transaction reports. Look for any transactions that have been declined or failed to upload.
  2. Notify the customer (if applicable). If a transaction has been declined, you may need to let the customer knowpromptly to arrange an alternative form of payment.
  3. Retry failed uploads. In case of upload failure, the first step is typically to attempt re-uploading the transaction data. Check your POS system’s troubleshooting guide for instructions.
  4. Make manual corrections (if necessary). For transactions that cannot be salvaged through a simple re-upload, manual corrections may be needed in your accounting or POS system to accurately reflect the outcome.
  5. Consult support if needed. If you encounter persistent issues or are unsure how to rectify a problem, consult your POS system or payment processor support.
  6. Update internal records. Once the issue is resolved, update any internal transaction logs or customer records to reflect the final status of the transaction accurately.


How Does a Card Reader Work in Offline Mode?

Are Offline Payments Secure?

What Are the Risks of Accepting Payments in Offline Mode?

Is There a Limit to the Number of Offline Payments I Can Accept?

How Long Can I Store Offline Payments in the Card Reader?

What Happens if I Forget to Reconnect the Card Reader to the Internet?

Can I Process Refunds on Offline Payments?