Taking payments (over the phone and in-store)

Dealerships can accept customer payments in person or over the phone using the Carpay virtual terminal, physical payment terminals, and cards on file.

February 3, 2026

Accepting Payments In-Store or Over the Phone

Carpay supports several methods to help you process customer payments, whether they are in your office, at your desk, or on the phone.

You can accept payments using:

1. Carpay Customer Virtual Terminal

This is best for BHPH retail installments for customers who hold a BHPH note, as these payments post back into your DMS.

• Log in to the Carpay dealer site from any web browser.
• Navigate to the Customer's BHPH account by searching their name at the top of the screen.
• On the Take a Payment page, select in-person or over-the-phone.
• Enter the customer’s payment information manually.
• Submit the payment.

This method works well for phone-in payments or in-office checkout.

2. Carpay Generic Virtual Terminal

This is best for down payments, repairs, title change fees, or other miscellaneous transactions, as payments made here do not post back into your DMS.

• Log in to the Carpay dealer site from any web browser.
• Navigate to the Virtual Terminal.
• Select in-person or over-the-phone.
• Enter the customer’s payment information manually.
• Submit the payment.

This method works well for phone-in payments or in-office checkout.

3. Card on File

You may safely store a customer’s card on file (with proper authorization) and charge it later for scheduled or agreed-upon payments.

Refer to your internal customer authorization policy when storing card data.

4. Physical Payment Terminals

If your dealership uses a compatible payment terminal:

• Swipe, dip, or tap the customer’s card on the terminal.
• Follow prompts on the terminal screen to complete the transaction.
• The payment will be processed through Carpay.

Check with your Carpay representative to confirm terminal compatibility and setup instructions, or if you wish to purchase a physical terminal.

Fees and Funding

• Payments processed in-store or over the phone are subject to Carpay’s standard payment processing fees.
• Funds from these transactions are typically deposited into your dealership bank account on the next business day.

For detailed fee information, see your pricing agreement or contact Carpay Support.

Tips for Phone Payments

• Confirm the customer’s name and account number before entering payment details.
• Compare the name on the card to the customer's driver's license, if available.
• Read the card number back to the customer to verify accuracy.
• Ask the customer to confirm the payment amount before submitting.

These practices help reduce errors and chargebacks.

Security and PCI Compliance

When processing payments over the phone or in person:

• Never write down full card numbers on unsecured paper.
• Use PCI-compliant devices and tools.
• Follow your dealership’s PCI compliance practices.

Carpay uses secure, PCI-compliant systems to help protect cardholder data.