How to help your clients choose the right online payment gateway

Published Thursday 9 July 2026

Table of contents

• Why online payment gateways matter for your clients
• How online payment gateways work
• What to consider when recommending a payment gateway
• How to set up a payment gateway for clients
• Managing payment gateway costs
• Payment trends shaping how clients get paid
• Simplify client payments with Xero
• FAQs on online payment gateways

Key takeaways

• Online payment gateways reduce late payments by letting clients' customers pay invoices instantly, and Xero customers who use online invoice payments get paid up to twice as fast.
• Choosing the right gateway means weighing transaction fees, supported payment methods, settlement times, and integration with cloud accounting software like Xero.
• Ireland-specific requirements such as PSD2 Strong Customer Authentication and multi-currency support should factor into every recommendation you make.
• Setting up a gateway for clients is straightforward when you connect it to their accounting software, test the payment flow, and build invoice templates with a "pay now" button.

Late payments remain one of the biggest cash flow challenges facing small businesses in Ireland. As their accountant or bookkeeper, you're in a strong position to recommend solutions that tackle this problem at the source. Online payment gateways give your clients a direct way to accept payments on invoices, reducing the gap between issuing and settling.

Why online payment gateways matter for your clients

Cash flow pressure from overdue invoices affects businesses of every size. According to the 2025 QuickBooks Late Payments Report, 56% of US small businesses report being owed money from unpaid invoices, and similar trends affect businesses across Ireland and Europe. For your clients, that unpaid money often means delayed supplier payments, missed payroll deadlines, or unnecessary borrowing.

Payment gateways address this by embedding a "pay now" option directly into invoices. Instead of waiting for a bank transfer or cheque, the client's customer can settle the invoice immediately by card or direct debit. This shortens the payment cycle from days or weeks to hours.

Xero customers who use online invoice payments get paid up to twice as fast. That's a measurable outcome you can present to clients when recommending a gateway, and it positions your practice as a source of practical, revenue-impacting advice.

How online payment gateways work

You already understand the mechanics of payment processing, so here's a focused look at the gateway layer and how it fits into your clients' workflows.

The payment flow

When a customer clicks "pay now" on an invoice, the gateway handles 3 steps in the background.

1. It encrypts the payment details and sends them to the acquiring bank or payment processor.
2. The processor contacts the customer's card network or bank to authorise the transaction.
3. Once authorised, the gateway confirms the payment and the funds are queued for settlement into the client's account.

The entire process takes seconds from the customer's perspective, though settlement into the merchant account typically takes 1–3 business days depending on the provider.

Types of gateway integration

There are 3 main approaches your clients will encounter when selecting a gateway.

• Hosted gateways: the customer is redirected to a third-party payment page (Stripe Checkout, PayPal). Simple to set up, with minimal technical requirements.
• Integrated gateways: the payment form is embedded directly on the client's website or invoice. Offers a seamless brand experience but needs more configuration.
• API-based gateways: full developer control over the payment flow. Best suited to clients with bespoke e-commerce platforms or complex checkout needs.

For most of your small business clients, a hosted or integrated gateway paired with their invoicing software will cover their needs.

Key providers available in Ireland

Several payment gateway providers operate in the Irish market, each with different strengths.

• Stripe: developer-friendly with strong API tools, competitive pricing, and native Xero integration. Widely used by Irish businesses for both online and in-person payments.
• PayPal: a digital wallet and payment platform with high consumer recognition. Useful for clients who sell internationally, though transaction fees can be higher.
• GoCardless: specialises in direct debit collection. Ideal for recurring invoices, subscriptions, and retainer-based billing.
• Square: combines point-of-sale hardware with online payment processing. A good fit for clients who need both in-person and digital payments.
• Revolut Business: growing in popularity in Ireland, with competitive foreign exchange rates and fast settlement for euro and multi-currency payments.

What to consider when recommending a payment gateway

Recommending the right gateway for each client requires matching their business model to the features that will have the most impact. Here are the factors to evaluate.

Fees and pricing models

Gateway fees typically fall into 2 categories: a percentage of each transaction (usually 1.5%–2.9% for card payments) plus a fixed fee per transaction (around €0.25). Some providers also charge monthly subscription fees. Compare the total cost based on your client's average transaction volume and value, not just the headline rate.

Supported payment methods

Check which payment methods each gateway supports. At a minimum, your client needs credit and debit card acceptance (Visa, Mastercard). Beyond that, consider whether they'd benefit from direct debit (for recurring payments), digital wallets (Apple Pay, Google Pay), or bank transfers. The more options available, the fewer barriers for their customers.

Integration with accounting software

A gateway that connects directly to your client's accounting software saves hours of manual reconciliation each month. Xero integrates with Stripe, GoCardless, and other major providers, automatically matching incoming payments to outstanding invoices.

Settlement times

Settlement speed varies by provider. Stripe typically settles within 3 business days in Ireland. GoCardless direct debit collections typically take a few business days to clear. PayPal funds are available immediately in the PayPal balance but may take 1–2 days to withdraw to a bank account. Match settlement timing to your client's cash flow needs.

Security and PCI DSS compliance

Any gateway handling card data must comply with the Payment Card Industry Data Security Standard (PCI DSS). Hosted gateways reduce your client's compliance burden because the card data never touches their servers. For clients processing high volumes, confirm the provider's compliance level and whether they offer fraud detection tools.

Multi-currency support

If your client trades internationally, multi-currency support is essential. Check whether the gateway can accept payments in multiple currencies and what the conversion fees look like. This is particularly relevant for Irish businesses selling into the UK post-Brexit or trading with non-eurozone countries.

PSD2 and Strong Customer Authentication

The revised Payment Services Directive (PSD2) requires Strong Customer Authentication (SCA) for most electronic payments in the EU, including Ireland. The gateway must support SCA-compliant authentication flows such as 3D Secure 2.0. All major providers now handle this, but it's worth confirming when evaluating smaller or newer platforms.

How to set up a payment gateway for clients

Once you've selected the right provider, the setup process is straightforward. Follow these steps to get your client accepting online payments.

1. Create the merchant account. Register your client with the chosen gateway provider. You'll need their business details, bank account information, and proof of identity. Most providers complete verification within 1–2 business days.
2. Connect the gateway to their accounting software. In Xero, navigate to Settings, then Connected Apps, and search for the payment provider. Follow the prompts to link the accounts. This enables automatic payment matching and reconciliation.
3. Configure payment options on invoices. Enable online payments in the invoicing settings so a "pay now" button appears on every invoice. You can choose which payment methods to offer (card, direct debit, or both).
4. Test the payment flow. Send a test invoice and complete a payment to confirm everything works: the payment processes, the amount is correct, and the transaction appears in the accounting software for reconciliation.
5. Build invoice templates with payment links. Customise invoice templates to include the online payment button prominently. A clear, visible "pay now" option increases the likelihood of immediate payment.
6. Train the client's team. Walk the client through sending invoices with payment links and checking the payment status in their accounting software. A quick 15-minute walkthrough usually covers everything they need.

Managing payment gateway costs

Transaction fees can add up, especially for clients processing a high volume of lower-value payments. Here's how to help them manage those costs effectively.

Understanding fee structures

Most gateways use a percentage-plus-fixed-fee model. For example, Stripe charges 1.5% + €0.25 for European cards and 2.9% + €0.25 for non-European cards. GoCardless charges a percentage per direct debit collection with no fixed fee. Compare total costs across providers using your client's actual transaction data.

Strategies to keep costs down

There are several practical ways to reduce gateway costs for your clients.

• Use direct debit for recurring or high-value invoices, where fees are typically lower than card payments.
• Set a minimum transaction amount for card payments to avoid losing margin on small invoices.
• Negotiate volume-based pricing with the provider once your client reaches a consistent transaction threshold.
• Review the fee breakdown quarterly to identify whether a different provider or payment method mix would reduce costs.

Reconciling gateway fees

Gateway providers deduct their fees before settling funds, so the amount reaching your client's bank account won't match the invoice total. In Xero, these fee deductions are handled automatically during bank reconciliation, reducing the manual work involved in tracking processing costs.

Payment trends shaping how clients get paid

The payments landscape in Ireland is shifting. Staying ahead of these trends helps you advise clients on future-proofing their payment setup.

Mobile wallets and contactless payments

Apple Pay, Google Pay, and similar digital wallets are now standard for consumer purchases. Gateways that support wallet payments at checkout reduce friction and speed up the payment process. For B2B clients, wallet support is less critical but increasingly expected for smaller invoices.

Open banking and account-to-account payments

Open banking enables direct bank-to-bank transfers without card networks as intermediaries. This reduces transaction fees significantly and settles faster than traditional card payments. Providers like GoCardless and TrueLayer are expanding open banking payment options in Ireland under PSD2 regulation.

Buy now, pay later for B2B

Buy now, pay later (BNPL) is moving beyond consumer retail into B2B invoicing. Platforms such as Hokodo and Billie allow businesses to offer trade credit at checkout while receiving the full invoice amount upfront. For clients with longer payment terms, this can improve cash flow without changing their customer relationships.

Real-time payments in Ireland

The Single Euro Payments Area (SEPA) Instant Credit Transfer scheme enables real-time euro payments across the EU. As adoption grows among Irish banks, your clients will benefit from near-instant settlement on bank-to-bank payments, reducing their reliance on cards and traditional direct debit timelines.

Simplify client payments with Xero

Helping your clients adopt the right online payment gateway reduces late payments, simplifies reconciliation, and strengthens your advisory relationship. With Xero's payment integrations, you can connect gateways directly to your client's invoicing and accounting workflow, giving them a faster path from invoice to cash.

Join the partner program to access the tools and support you need to deliver this for every client in your practice.

FAQs on online payment gateways

Here are some frequently asked questions about online payment gateways for accountants and bookkeepers advising clients in Ireland.

What's the difference between a payment gateway and a payment processor?

A payment gateway is the front-end technology that captures and encrypts payment details from the customer. A payment processor is the back-end service that routes the transaction between banks to complete the transfer. Many providers, such as Stripe, bundle both functions into a single platform.

Which online payment gateway is best for small businesses in Ireland?

It depends on the client's needs. Stripe is a strong all-rounder with competitive fees and Xero integration. GoCardless is ideal for recurring payments and direct debit. PayPal offers wide consumer recognition for e-commerce. Evaluate based on transaction volume, payment methods needed, and integration requirements.

How much do online payment gateways cost?

Card payment fees in Ireland typically range from 1.5% to 2.9% per transaction, plus a fixed fee of around €0.25. Direct debit providers like GoCardless charge lower per-transaction rates. Some gateways also have monthly subscription fees, so calculate the total cost based on your client's transaction profile.

Are online payment gateways secure?

Yes, reputable gateways comply with PCI DSS and use encryption to protect card data. In the EU, PSD2 requires SCA for most online payments, adding an extra layer of verification. Hosted gateways further reduce risk because card details are handled entirely on the provider's servers.

Can a payment gateway connect to Xero?

Yes. Xero integrates with several major gateways, including Stripe and GoCardless. Once connected, payments are automatically matched to invoices during bank reconciliation, which saves time on manual data entry and reduces errors.