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Everything You Need To Know About B2B Payments & Solutions In 2023

Accepting electronic payments gives you faster, cheaper, and more secure alternatives to the paper check. Providers also might offer tools for managing your orders, invoices, and projects.

    Jason Vissers

  • UPDATED

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B2B payment processing

Digital payments have become entirely normalized among everyday consumers. Given their convenience, it’s not hard to see why. When splitting a restaurant bill among a group of friends is it easier for everyone to chip in cash or to simply use Venmo? Likewise, when paying for groceries in the checkout line, do you prefer to pay with a credit or debit card or by writing out a check while the line backs up behind you?

However, while digital transactions are the norm among consumers, the business-to-business (B2B) payments landscape is different, with many businesses still preferring to pay each other via paper checks. While some businesses may prefer this tried-and-true old-school payment method, relying on paper checks can cost your business more than you think in terms of time, labor, and fraud risk.

The means by which your business sends and receives payments affect you, your employees, and your customers more than you may realize. When you know how you can cut costs, save time, and get paid faster with B2B payment processing, you can find the solution that fits your business needs. Let’s start with the basics.

Learn More About Our Top Picks

CompanyBest ForNext StepsBest For
Dharma Merchant Services

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  • Credit card & ACH processing
  • Best for companies processing $10K+/month and who accept domestic B2B payments
  • Credit card & ACH processing
  • Best for companies processing $10K+/month and who accept domestic B2B payments

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PaymentCloud

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  • Credit card & ACH processing
  • Best for high-risk B2B businesses
  • Credit card & ACH processing
  • Best for high-risk B2B businesses

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Helcim

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  • Credit card and ACH processing
  • Best for the widest variety of B2B businesses
  • Credit card and ACH processing
  • Best for the widest variety of B2B businesses

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Stripe Payments

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  • Credit card & ACH processing
  • Many different mobile wallets and local payment types supported
  • Best for international B2B businesses
  • Credit card & ACH processing
  • Many different mobile wallets and local payment types supported
  • Best for international B2B businesses

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Square

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  • Credit card & ACH processing
  • Best for smaller B2B businesses
  • Credit card & ACH processing
  • Best for smaller B2B businesses

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Read more below to learn why we chose these options.

What Is A B2B Payment?

A business-to-business (B2B) payment is simply a commercial transaction between two businesses. These transactions are typically much higher in value than most business-to-consumer transactions, are often recurring, and may be made in quarterly or monthly installments.

The Most Common B2B Payment Methods

How does the B2B payment landscape differ from the B2C payment scene? The main difference is that payment methods that have fallen out of favor among digital-minded consumers, such as checks and wire transfers, are still commonly used as business-to-business payment methods.

Checks For B2B Payments

Pros

  • All remittance information is listed on the check
  • Still preferred by many tradition-minded businesses

Cons

  • Checks are slow
  • Checks cost your business unnecessary time and money
  • Checks present a high risk of fraud

Old habits die hard in the B2B space. According to a recent study by PYMNTS.com and Versapay based on a survey of 400 CFOs, 25% of B2B payments are still made by check.

You might think you’re saving money with check payments by avoiding the payment processing fees associated with digital payments, but when you consider the time and money a business must devote (in material and manpower) to writing, mailing, collecting, and depositing paper checks, you’ll find it’s one of the more expensive ways to do business. Likewise, the time it takes for checks to ultimately hit your account won’t help your cash flow.

And then there’s the inherent fraud risk. A 2020 study by the Wall Street Journal (cited by PYMNTS.com) found that check fraud accounts for 47 percent of total fraud losses incurred by banks. This is largely due to the fact that so many different people handle a check in the course between the writing and depositing of the check (particularly so with large firms), though of course a check can also simply get lost (or stolen) in the mail.

ACH For B2B Payments

Pros

  • Low cost
  • Secure
  • Convenient for installment payment plans

Cons

  • Can only be made between two US bank accounts
  • Transactions are not instant

ACH payments are electronic fund transfers that allow your clients to pay you directly from their bank account and can make taking recurring payments easy. With relatively low fees, ACH is cheap, easy, and takes a lot of the grunt work out of payments. It’s a particularly good option for high-value B2B payments — the current same-day limit for ACH payments is $100,000, but starting March 18, 2022, the limit rises to $1 million.

On the downside, if you make or receive payments to non-US entities, ACH won’t work — ACH payments can only be made between US bank accounts. Also, ACH payments can take up to three days to get processed — it’s not nearly as quick as a wire transfer.

Credit Cards For B2B Payments

Pros

  • Easy to make & accept
  • Can make and receive payments across borders
  • Credit card payments post quickly — good for your cash flow

Cons

  • High fees
  • Fees are even higher for cross-border payments

B2B payment processing can work in person, over the phone through a virtual terminal, through an invoice, and through a payment gateway (a service that lets you accept payments over the internet). These can be one-off payments or recurring payments.

Using credit cards for B2B payments carries several advantages. Credit card payments are easy to accept, are quicker than checks, and can be used to make payments across borders. Unfortunately, with credit card processing, you’ll pay more in fees than you will with many other payment acceptance methods, and if the payment is international in nature, expect to pay an additional 4-6%. Additionally, credit card payments have relatively high failure rates, and there’s always a risk of fraud.

Wire Transfers For B2B Payments

Pros

  • Quick
  • Can be sent internationally (unlike ACH payments)

Cons

  • Can’t be reversed
  • High fees

If you’re looking for a tried-and-true method of sending and receiving payments, wire transfers certainly qualify. Introduced by Western Union 150 years ago, wire transfers are commonly used in B2B transactions, particularly high-value ones.

Wire transfers can typically be completed within a day and, unlike ACH payments, can be sent internationally. This alone makes them commonly used in international transactions. However, wire transfers (especially international ones) carry high fees, cannot be reversed (which presents a number of potential challenges), and must be set up directly through the sender’s bank on a case-by-case basis — not terribly convenient.

The 5 Best B2B Payments Solutions

The best B2B payments solutions can handle a variety of payment methods. From credit cards to ACH to other digital payment forms, the following payment processors offer what businesses need to make and accept B2B transactions while keeping costs reasonable.

1. Dharma Merchant Services

Dharma Merchant Services

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Pros

  • Discounted pricing for B2B companies
  • ACH processing
  • Additional discounts for businesses processing over $100K/month

Cons

  • Not cost-effective for businesses processing under $10K/month
  • Not for international B2B merchants

With month-to-month billing and a history of ethical business practices, Dharma has long been one of Merchant Maverick’s favorite merchant account providers. Dharma’s services and pricing structure make it great for companies taking US B2B payments domestically and who process over $10,000/month. Unfortunately, Dharma doesn’t handle international money transfers.

Dharma offers businesses an exclusive program for B2B businesses that sports discounted rates for merchants processing Level II and III data (read our guide to B2B payment processing if you’re not sure what this refers to). For this, you’ll need the MX B2B app, which costs $20 per month.

Dharma’s eCommerce plan suits the needs of businesses taking B2B payments in response to electronic invoices. At $25/month, the plan offers competitive interchange-plus pricing for credit/debit card sales. For an additional $25/month, you’ll get ACH processing, with each transaction incurring a $0.40 per-transaction fee. Your ACH payments can be accessed through the MX Merchant portal, Dharma’s all-in-one account access and reporting system. This portal includes a virtual terminal, a customer database, a mobile processing app, plus it auto-qualifies B2B merchants for lower rates. And if you process over $100K/month, you’ll unlock even lower rates.

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2. PaymentCloud

PaymentCloud

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Exclusive Promo: PaymentCloud will give you $200 if they can't beat your current rate. Get Your Quote

Pros

  • Accepts high-risk B2B businesses
  • Reasonable rates and fees
  • ACH processing available

Cons

  • No international money transfers
  • No publicly disclosed pricing

High-risk processing is an industry rife with shady business practices, which is why we’re big on PaymentCloud. PaymentCloud is a high-risk processing specialist, but unlike many such companies in this space, PaymentCloud offers an unparalleled level of support — not just to existing clients but to potential clients during the application/underwriting process.

Because PaymentCloud is not a direct processor (as with almost all high-risk specialists) and instead partners with other banks and processors to maximize your odds for account approval and ongoing account stability, the company can’t provide pricing information. Your rates and fees will depend on the processor you’re ultimately matched with. Nonetheless, if you accept B2B transactions and you deal in bail bonds, adult entertainment, CBD, or another endeavor considered high-risk by the banks, you can trust PaymentCloud to find you the best deal possible.

PaymentCloud offers both interchange-plus and tiered pricing. If at all possible, get an interchange-plus quote. Only accept a tiered pricing plan if you absolutely must. Additionally, while PaymentCloud does offer ACH processing (no international money transfers, unfortunately), it may be more difficult to obtain than credit card processing. The highest-risk B2B merchants may even have to start with only eChecks (similar to ACH, but not the same thing) to set up a payment history before they can be approved for credit card and/or ACH processing.

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3. Helcim

Helcim

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Pros

  • International payment acceptance
  • Competitive, transparent interchange-plus pricing
  • ACH processing available

Cons

  • Not for high-risk merchants
  • Not cost-effective for businesses processing under $5K/month

Helcim sports a 5-star rating from Merchant Maverick, and it’s not hard to see why. Offering transparent interchange-plus pricing, month-to-month contracts, great customer service, and low fees, Helcim provides great value to a wide variety of businesses, including B2B businesses. Regarding pricing, every business, regardless of history or processing volume, will get interchange-plus pricing — excellent news for new B2B companies. High-volume businesses are eligible for discounted rates.

Like most of the providers listed here, Helcim offers ACH processing. Additionally, the company specifically touts its international credit card processing capabilities. Regardless of the credit card holder’s local currency, you’ll receive the funds in your currency without any conversions.

Helcim also lets you build a hosted payment page for the convenience of your B2B clients — you’ll get a customizable template into which you can add any field you need, including recurring payments, invoice payments, customer registration, etc. Combine all this with exceptional direct customer support, and you have a very attractive B2B payments option.

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4. Stripe

Stripe Payments

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Pros

  • Transparent, simple pricing
  • Great for international B2B commerce
  • Powerful developer tools

Cons

  • Requires technical skill to implement
  • Account stability issues

Unlike the previous providers listed here, Stripe is a third-party processor, and companies using TPPs need to be mindful of the need to minimize the risk of account holds & cancellations. Beyond that, however, Stripe has a great deal to offer B2B sellers, and with its powerful developer tools, it’s particularly appealing to businesses with varied and sophisticated payment needs. Businesses with basic payment needs may find Stripe to be overkill, as it generally takes a certain degree of technical know-how to set up and use.

Stripe pricing couldn’t be more straightforward. Your B2B card-not-present transactions will process at 2.9% + $0.30 per transaction (plus an additional 1% for international transactions) while with ACH payments, you’ll pay 0.8% per transaction (capped at $5). There are no monthly fees.

Stripe’s abundance of plugins, integration partners, and developer tools give you much more than payment processing — it’s an entire commerce ecosystem, and one which is particularly well-suited to international B2B transactions. Along with ACH and credit card processing, Stripe supports many different universal payment types & mobile wallets, along with a broad array of local payment types available in particular regions worldwide.

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5. Square

Square

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Get a free card swiper from Square at no cost when you create a free account. Claim your card reader.

Pros

  • Transparent flat-rate pricing
  • Square Invoices has many B2B-friendly features
  • ACH processing available

Cons

  • Account stability issues
  • Limited international payment functionality

Square is another third-party processor offering a wide range of payment services, many of which B2B merchants would do well to investigate. For the simplest possible B2B payment solution, Square offers Cash App, a Venmo-like payment service that specifically accommodates B2B credit/debit transactions and which sets up a payment page for you. For more sophistication, there’s Square Invoices. For no monthly fee, you’ll get invoicing (one-time and recurring), ACH processing (a recent service addition), estimates, sales tracking, contact management, appointments, and more.

Online transactions, including invoice payments, are charged at a 2.9% + $0.30 per-transaction rate, while ACH transactions cost 1% with a minimum $1 charge per transaction and no fee cap (not the cheapest ACH solution).

Unfortunately, regarding international payments, Square isn’t as strong as Stripe, as Square accepts fewer currencies, charges more in conversion fees, and doesn’t accept regional payment methods.

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Looking For One Of These B2B Payment Processors?

The following two payment solutions are formidable options that could certainly be used by businesses to send and receive B2B payments. However, due to some key deficiencies, they just missed our best-of list.

PayPal

Payments colossus PayPal is used by millions of businesses (including B2B businesses) around the world and is a trusted name among consumers and businesses alike. It offers an enormous number of integrations and developer tools and is a formidable business tool. However, a few factors contributed to them just missing our best-of list.

For one thing, PayPal doesn’t support ACH payments. This means that your only options for taking high-value B2B payments will involve paying much more than you would with an ACH transaction. For another thing, in 2021, PayPal introduced a new pricing scheme that makes determining your fees much more complicated, especially if your clients pay in a variety of different ways (invoice, payment link, PayPal digital payment, etc.). So while you could certainly go with PayPal if you were so inclined, there are providers that offer more payment options in a more cost-effective manner.

QuickBooks Payments

QuickBooks Payments works with the company’s mega-popular QuickBooks accounting software, making it an appealing option for B2B businesses that already use QuickBooks to balance their books. With ACH processing, invoicing, and currency conversion, QuickBooks Payments is a solid B2B option. However, with limited invoice customization, relatively high per-transaction fees, a lack of support for recurring billing/subscriptions, and sluggish deposit times, most businesses should be able to find an option that better suits their needs.

How Much Does B2B Payment Processing Cost?

The topic of B2B payment processing costs is a complex one. Strictly speaking, when you receive a payment, the amount you pay for processing will be the same regardless of whether that payment came from a business or an individual customer. However, the B2B payments landscape is much more complex than the B2C payments landscape.

Perhaps the biggest difference is that the average B2B transaction is much higher in value than the average B2C transaction. The volume of goods/services being sold tends to be much higher as well. This means that B2B businesses must have the flexibility to deal with a more complex payment process than what a B2C business must accommodate. Another difference lies in the nature of the transactions themselves. Unlike with B2C transactions, B2B payments are not made in advance of the goods/services being delivered. Often, this requires invoicing, which extends the time over which the transaction takes place.

On the whole, considering the vast differences in the nature of the industries in which B2B transactions take place, we can’t provide an estimate of the overall percentage of payment volume you can expect to pay in fees. However, if you have a good idea of what you require in terms of payment methods, payment information storage, billing cycles, and other factors, you should be better able to find the provider that offers what you need at a reasonable cost.

Lower Your Costs For B2B Credit Card Processing

The good news is that if you process a substantial portion of your transactions as B2B, you can enjoy lower interchange costs as well as lower overall processing costs. However, you may have to jump through a few hoops to establish yourself as a B2B merchant, and the specialized software you’ll need to take advantage of those lower rates isn’t free. You’ll want to evaluate very carefully whether it’s cost-effective to add specialized B2B processing services to your merchant account. (Also note that with third-party processors like Square and PayPal, special B2B credit card processing rates are not supported.)

Classifying With A Merchant Category Code (MCC Code) For A Special B2B Rate

Not to be confused with the Merchant Identification Number (MID), Merchant Category Codes (or MCC codes) are assigned by the credit card associations to classify businesses according to the products and services they provide. Before you can take advantage of the lower interchange rates available for B2B transactions, you’ll need to be assigned an MCC code that identifies you as a B2B merchant.

Unfortunately, all the major credit card associations have their own set of MCC codes, and they all treat them differently when it comes to B2B transactions. Visa, for example, will offer you a discounted interchange rate on B2B transactions if you’re assigned a qualifying MCC code and meet certain other criteria. Mastercard also uses MCC codes but doesn’t offer a discount for B2B transactions.

Because each card association uses its own set of MCC codes, your business will end up with a separate code for each type of credit card you accept. Establishing the proper MCC code for your business is ultimately up to the credit card associations, although your merchant services provider can assist with this task to make sure you’re assigned an appropriate code.

What You Need To Know About Data Levels

In case you’re already feeling a bit overwhelmed, the good news is that processors can (and should) assist you in setting up what you’ll need to collect the proper information when it comes to data levels if you opt to go for specialized B2B rates. The primary reason is that you’ll need some specialized software to input the sale correctly and here’s why:

Credit card associations recognize three levels of payment data. Each has its own requirements for information that a merchant gathers at the time of the sale: Level I, Level II, and Level III data. Each major credit card association has its own separate way of classifying this data, too. Visa, for example, refers to these three data categories as “data levels,” while Mastercard calls them “data rates.” (Nothing is made simple in the world of payment processing!)

For standard transactions between your business and individual consumers, you only need Level I data to process your transaction. Level II and III data is not submitted, as you won’t get a discount on these interchange rates. Because most businesses primarily sell to individuals rather than other businesses, your merchant account is likely only set up to handle Level I data — unless you add a service to record and transmit Level II and Level III data. This option is usually only available as an optional upgrade, and you’ll often be charged an additional monthly fee for it.

Here’s an overview of the typical data requirements for each data level:

Level I Credit Card Processing Level II Credit Card Processing Level III Credit Card Processing
Requires Merchant DBA name, transaction amount, and billing zip code All Level I data, sales tax amount, customer code, merchant postal code, merchant tax ID number, invoice number, and order number All Level I & II data, product commodity code, item ID or SKU, item description, unit price, quantity, unit of measure (each), extended price, and line discount
Applies To B2B and B2C B2B B2B

As you can see, entering Level III data requires a lot of additional information for each transaction. Unfortunately, manually entering this data on a standard countertop credit card terminal is not an easy process. If you’re using a virtual terminal or a payment gateway, it’s a little easier since you’ll have access to a full alphanumeric keyboard. Some merchant services providers can also set you up with a specialized software load for your terminal that automatically captures the required data, but you’ll have to pay extra for it. The bottom line is that manually entering Level II and III data is only a practical option for merchants who only handle the occasional B2B transaction and for whom specialized B2B processing software would not be cost-effective.

Again, the good news is that your processor will assist you in setting up what you need, and it’s not too complicated once you get started.

It’s no secret that the COVID-19 pandemic has caused an enormous amount of economic disruption worldwide, which has impacted B2B business greatly. According to an upcoming SMB survey previewed by PYMNTS.com, 49.7 percent said cash flow woes have caused them to be unable to pay suppliers or monthly bills, with 20 percent having started doing this in 2020 and an additional 30 percent either continuing or starting this practice in 2021. With pandemic-related disruptions continuing into 2022, expect instances of nonpayment to remain a factor in your operations over the next year or so.

Likewise, payment fraud and scams are proliferating as never before. A 2020 study by the Association For Financial Professionals found that the percentage of businesses experiencing attempted or actual B2B payments fraud to be rising steadily since 2013. This trend only increases the importance of moving away from insecure paper checks and toward the acceptance of more secure electronic payment methods.

Using B2B Payment Terms To Manage Your Cash Flow

Thus far, we’ve discussed payment methods, payment processors, costs, and trends as they relate to B2B business activity. Continuing this theme, one final matter we should broach is B2B payment terms.

What Are B2B Payment Terms?

In a B2B context, payment terms refer to the payment timeframes established by the two parties to a B2B transaction, such as those established between a corporate buyer and a supplier of goods. Clearly, buyers prefer to have lenient payment terms, while sellers would prefer to be paid more quickly.

How Do Payment Terms Affect My Cash Flow?

This article focuses on the needs of B2B sellers, so that’s the perspective from which we’re coming at this issue. Naturally, payment terms that require timely payment will help improve your cash flow. What can you do to get payment terms that are as advantageous to you as possible?

  • Send an invoice to the buyer as soon as the transaction is completed
  • Send friendly reminders as the payment deadline approaches, and enforce late fees if the deadline is not met
  • Consider offering a discount to incentivize quick payment

For more on how to improve your business’s cash flow, check out our article, 12 Strategies To Improve Cash Flow In 2021-2022.

How Do I Choose The Right B2B Payments Solution For My Business?

Relying on paper checks to get paid in B2B transactions costs you extra time, money, and comes with more inherent security risks and problems than you might realize. Despite this, paper checks are hanging on for dear life. From well-known corporations to the small mom-and-pop, sometimes what we’ve always done seems like the path of least resistance.

However, adding new payment options for your customers is not only a step in the right direction as far as saving time; it can trim down your payment cycle, get you paid faster, and reduce payment fraud. The payment processors we’ve listed and the tips we’ve given should help you operate more effectively in the B2B arena.

For more small business advice regarding cash flow, payments, and more, check out the following resources!

Common Questions About B2B Payments

What is B2B payment processing?

B2B payment processing is the process by which a business makes and completes an electronic payment to another business for goods and/or services rendered. Examples of B2B payment types that require processing include credit card payments, ACH payments, and wire transfer payments.

What are the key features of B2B payment systems?

B2B merchant services providers should provide both credit card processing and ACH processing. Ideally, your provider should also offer special B2B processing rates, an invoicing service that allows you to create and send customized invoices, and a way to automate the process of notifying B2B buyers of impending payment due dates.

What are the advantages of B2B payment systems?

The main advantage of a B2B payment system is that it lets you accept payments electronically, thus giving you faster, cheaper, and more secure alternatives to the paper check. B2B payment systems may also offer you tools for managing your orders, invoices, and projects.

What is a B2B payment gateway?

A B2B payment gateway is a software application that allows a vendor to accept electronic payments from a buyer.

What is B2B accounts payable?

In a B2B context, the accounts payable department of the selling business is the entity responsible for ensuring that outstanding invoices are paid on time.

In Summary: The 5 Best B2B Payments Solutions

  1. Dharma Merchant Services:
    • Credit card & ACH processing
    • Best for companies processing $10K+/month and who accept domestic B2B payments
  2. PaymentCloud:
    • Credit card & ACH processing
    • Best for high-risk B2B businesses
  3. Helcim:
    • Credit card and ACH processing
    • Best for the widest variety of B2B businesses
  4. Stripe Payments:
    • Credit card & ACH processing
    • Many different mobile wallets and local payment types supported
    • Best for international B2B businesses
  5. Square:
    • Credit card & ACH processing
    • Best for smaller B2B businesses
Jason Vissers

Jason Vissers

Expert Analyst & Reviewer at Merchant Maverick
Jason Vissers has been researching, analyzing, and writing about small business software and finance since 2015. His financial expertise has been cited in numerous publications, including The Ladders. Jason graduated with a Political Science degree from San Diego State University in 2001.
Jason Vissers
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Sources

  1. 25% of B2B Payments Are Made by Check (Accessed 01/19/2022) — PYMNTS.com
  2. Attempted Check Fraud Spiked 43 Pct. In Two Years (Accessed 01/19/2022) — PYMNTS.com
  3. New Report: Half Of SMBs Manage Cash Flow Crunch By Not Paying Rent Or Vendors (Accessed 01/21/2022) — PYMNTS.com
  4. 2020 AFP Payments Fraud and Control Survey (Accessed 01/24/2022) — Association for Financial Professionals
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The vendors that appear on this list were chosen by subject matter experts on the basis of product quality, wide usage and availability, and positive reputation.

Merchant Maverick’s ratings are editorial in nature, and are not aggregated from user reviews. Each staff reviewer at Merchant Maverick is a subject matter expert with experience researching, testing, and evaluating small business software and services. The rating of this company or service is based on the author’s expert opinion and analysis of the product, and assessed and seconded by another subject matter expert on staff before publication. Merchant Maverick’s ratings are not influenced by affiliate partnerships.

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