What Are Portable Card Machines?

Understanding Portable vs Mobile vs Countertop Terminals

It’s important to understand the three main terminal types to choose correctly:

Portable Card Machines (Wi-Fi/Bluetooth)

Connection: Wi-Fi or Bluetooth to a base station or router

Range: Typically 50-100 meters from Wi-Fi source

Best for: Movement within business premises (restaurants, hotels, salons)

Limitation: Requires reliable Wi-Fi coverage within your location

Mobile Card Machines (GPRS/4G)

Connection: Mobile phone network via built-in SIM card

Range: Works anywhere with mobile signal

Best for: Working at customer locations (tradespeople, mobile services)

Limitation: Requires mobile signal coverage

Countertop Card Machines (Wired)

Connection: Landline or ethernet cable

Range: Fixed to counter/desk position

Best for: Static checkout positions (retail shops, reception desks)

Limitation: No mobility at all

Read our complete guide to choosing the best card machine type

Benefits of Portable Card Machines

1. Improved Customer Experience

Customers pay at their table, treatment area, or preferred location without needing to move to a fixed terminal. This is particularly valuable in hospitality and service environments where convenience matters.

2. Faster Service

No queuing at a single payment point. Multiple portable terminals allow simultaneous payments across different areas of your business, speeding up service during busy periods.

3. Increased Tips (Hospitality)

Studies show table-side payment in restaurants increases tips by 10-15%. Customers can add tips discreetly when the server isn’t watching, leading to more generous tipping.

4. Reduced Walk-Outs

Taking payment at the table reduces the risk of customers leaving without paying. Payment is processed before they leave their seat.

5. Enhanced Security

Customers never need to hand over their card to someone who walks away. They input their PIN themselves, maintaining card security throughout.

6. Flexibility Within Premises

Take payments anywhere within your business – at reception, in treatment rooms, at tables, in guest rooms, or anywhere your Wi-Fi reaches.

7. Multiple Payment Points

Deploy multiple portable terminals throughout your business. Reception can process payments while treatment rooms handle their own payments simultaneously.

Businesses That Benefit Most from Portable Card Machines

Restaurants and Cafés

Why portable works: Table-side payment improves customer experience, speeds up table turnover, and increases tips.

Use case: Servers take payment at the table after the meal. Customers don’t need to queue at a till or leave their table.

Additional benefit: Process multiple tables simultaneously during busy periods without payment bottlenecks.

Read our complete guide to card machines for restaurants

Hotels and Guest Houses

Why portable works: Take deposits at reception, process room service in guest rooms, handle bar tabs at the bar.

Use case: Reception processes check-ins and check-outs. Room service takes payment directly in guest rooms. Bar staff handle drinks payments without leaving the bar area.

Additional benefit: One terminal can move between different areas as needed throughout the day.

Read our complete guide to card machines for hotels

Beauty Salons and Spas

Why portable works: Process payments in treatment rooms without clients needing to go to reception.

Use case: Therapists take payment at the end of treatments. Clients remain in the relaxed environment rather than queuing at reception.

Additional benefit: Increases retail sales as staff can process product purchases immediately in treatment rooms.

Read our complete guide to card machines for beauty salons

Bars and Pubs

Why portable works: Take payment at tables for food orders and table service, while keeping a countertop terminal at the bar.

Use case: Food orders paid for at tables. Bar orders paid at the bar. Flexible setup for different service styles.

Additional benefit: Process payments during busy periods without blocking bar access.

Dental Practices and Clinics

Why portable works: Take payment in consultation rooms for immediate processing after appointments.

Use case: Dentists or practitioners process payments in treatment rooms. No need for patients to wait at reception.

Additional benefit: Improved privacy for payment discussions.

Gyms and Fitness Studios

Why portable works: Process membership payments at reception, class bookings in studio areas, PT session payments on the gym floor.

Use case: Reception handles memberships and joining fees. Portable terminal in studio for class bookings and one-off session payments.

Additional benefit: Take payments anywhere clients are training without them visiting reception.

Read our complete guide to card machines for gyms

Key Features of Portable Card Machines

Connectivity Options

Wi-Fi Connection:

• Connects to your business Wi-Fi network
• Most common connection type
• Requires reliable Wi-Fi coverage
• No additional connectivity fees
• Best for businesses with strong Wi-Fi throughout

Bluetooth Connection:

• Connects to smartphone or tablet via Bluetooth
• Uses mobile device’s internet connection
• More limited range than Wi-Fi (typically 10 meters)
• Good backup if Wi-Fi fails
• Useful for very small businesses

Dual Connectivity (Wi-Fi + Bluetooth):

• Can switch between Wi-Fi and Bluetooth as needed
• Flexibility for different situations
• Backup option if one connection fails

Battery Life

Typical battery performance:

• 8-12 hours of active use
• Multiple days on standby
• Rechargeable via charging dock or USB cable
• Battery replacement typically needed after 2-3 years of heavy use

Battery management tips:

• Charge overnight in dock
• Have spare terminals for busy periods
• Replace batteries when performance degrades
• Some providers offer battery replacement services

Payment Methods Supported

All modern portable card machines accept:

• Contactless payments: Up to £100 (increased from £45 in 2021)
• Chip and PIN: Standard for all transactions
• Magstripe: For international cards without chip
• Digital wallets: Apple Pay, Google Pay, Samsung Pay
• Manual entry: For card-not-present phone orders

Receipt Options

Built-in printer:

• Most portable terminals have built-in thermal printers
• Paper receipts printed immediately
• Requires paper roll replacement
• Additional weight but convenient

Digital receipts:

• Email or SMS receipts to customers
• Eco-friendly option
• Customer provides email/phone at payment
• Reduces paper costs

No receipt option:

• Customers can decline receipts
• Saves paper and time
• Transaction still recorded in system

Screen and Interface

Touchscreen:

• Modern terminals have full-color touchscreens
• Easy navigation and transaction processing
• Can display promotional messages or tips prompts
• Intuitive for staff to learn

Physical buttons:

• Some basic models use button navigation
• Simpler but less flexible
• Typically cheaper options

Portable Card Machine Costs

Transaction Fees

Transaction fees for portable terminals are typically the same as countertop terminals from the same provider:

• Pay-as-you-go providers: 1.69-1.75% per transaction, no monthly fees
• Traditional providers: Custom rates based on volume, may have monthly fees

The terminal type (portable vs countertop) usually doesn’t affect transaction rates – it’s your business type and volume that matter.

Terminal Costs

Purchase outright:

• Pay-as-you-go portable terminals: £99-£299
• Traditional provider terminals: £150-£500
• One-time cost, you own the terminal
• No ongoing rental fees
• You’re responsible for repairs outside warranty

Rental:

• Typically £15-£35 per month per terminal
• Lower upfront cost
• Provider replaces faulty terminals
• Ongoing cost adds up over time
• Good for businesses testing portable terminals

Additional Costs

• Receipt paper rolls: £10-£20 per box (typically lasts 1-2 months)
• Charging docks: Usually included with terminal
• Spare batteries: £30-£60 (needed after 2-3 years)
• Protective cases: £10-£30 (optional but recommended)

Read our complete guide to card machine costs

Choosing the Right Portable Card Machine

Common Portable Card Machine Issues and Solutions

Issue 1: Terminal Loses Connection

Causes: Weak Wi-Fi signal, too far from router, Wi-Fi interference

Solutions:

• Install Wi-Fi range extenders to improve coverage
• Move closer to router or access point
• Check Wi-Fi isn’t overloaded with devices
• Consider upgrading to business-grade Wi-Fi
• Use Bluetooth backup if available

Issue 2: Battery Dies Mid-Service

Causes: Insufficient charging, old battery, heavy usage

Solutions:

• Charge terminals overnight every day
• Have spare terminals charged and ready
• Replace batteries after 2-3 years of use
• Monitor battery health in terminal settings

Issue 3: Slow Transaction Processing

Causes: Slow internet connection, network congestion, provider issues

Solutions:

• Upgrade internet speed (minimum 10 Mbps recommended)
• Prioritize payment traffic on business network
• Separate guest Wi-Fi from business Wi-Fi
• Contact provider if consistently slow

Issue 4: Paper Jam or Printer Problems

Causes: Wrong paper type, paper loaded incorrectly, printer needs cleaning

Solutions:

• Use thermal paper rolls designed for your terminal model
• Follow paper loading instructions carefully
• Clean printer head monthly with isopropyl alcohol
• Keep spare paper rolls on hand

Issue 5: Staff Unsure How to Use Terminal

Causes: Insufficient training, complex interface, staff turnover

Solutions:

• Create simple step-by-step guides for common transactions
• Train all staff when terminals first arrive
• Include terminal training in onboarding for new staff
• Keep provider support number accessible

Portable vs Mobile: Which Do You Need?

Feature	Portable (Wi-Fi)	Mobile (GPRS/4G)
Connection	Wi-Fi/Bluetooth	Mobile network SIM
Where It Works	Within business premises	Anywhere with signal
Best For	Restaurants, hotels, salons	Tradespeople, delivery, mobile services
Connectivity Cost	Uses existing Wi-Fi (£0 extra)	SIM card fees (£5-£10/month)
Transaction Fees	Standard rates	Slightly higher rates
Setup Complexity	Connect to Wi-Fi network	Activate SIM, no Wi-Fi needed

Choose portable (Wi-Fi) if: You work within a fixed location and have reliable Wi-Fi

Choose mobile (GPRS/4G) if: You work at customer locations or don’t have reliable Wi-Fi

How We Tranxact Helps with Portable Card Machines

Portable Card Machines – Frequently Asked Questions

Do portable card machines work without Wi-Fi?

Portable Wi-Fi terminals require Wi-Fi connectivity to process transactions. Without Wi-Fi, they cannot connect to the payment network. If you need to work without Wi-Fi, consider mobile GPRS terminals that use mobile phone networks instead.

How far can I move from the Wi-Fi router with a portable terminal?

Typical range is 50-100 meters depending on your router and building construction. Walls, floors, and interference reduce range. Test Wi-Fi signal in all areas where you plan to use the terminal before committing to portable terminals.

Can I use portable terminals outdoors?

Yes, if your Wi-Fi extends to outdoor areas. However, Wi-Fi range is significantly reduced outdoors and affected by weather. For regular outdoor use (outdoor dining, market stalls), mobile GPRS terminals are more reliable.

How long does the battery last on a portable card machine?

Most portable terminals provide 8-12 hours of active use or several days on standby. Battery life depends on usage intensity, screen brightness, and receipt printing frequency. Charge overnight daily for reliable performance.

What happens if the battery dies during a transaction?

Most terminals complete the current transaction before shutting down. If power is lost mid-transaction, the transaction is typically not processed and must be attempted again. This is why having spare charged terminals or monitoring battery levels is important.

Can multiple portable terminals connect to the same Wi-Fi network?

Yes, unlimited portable terminals can connect to your business Wi-Fi network. Each terminal operates independently. Ensure your Wi-Fi router can handle multiple devices – business-grade routers are recommended for businesses using 5+ terminals simultaneously.

Do portable terminals cost more than countertop terminals?

Transaction fees are typically the same. Terminal purchase prices are slightly higher for portable terminals (£99-£299) compared to countertop (£50-£150) due to battery, wireless connectivity, and portability features. Rental costs are also slightly higher (£15-£35/month vs £10-£25/month).

Can portable terminals integrate with my EPOS system?

Many portable terminals integrate with popular EPOS systems. Integration capability varies by provider and EPOS brand. Check compatibility before choosing a provider. Square offers excellent built-in EPOS integration.

What is the best portable card machine for restaurants?

Square Terminal is excellent for restaurants needing integrated EPOS. For table-side payments without EPOS, SumUp 3G terminals work well. Traditional providers like Worldpay offer robust portable terminals for high-volume restaurants. Choice depends on your volume and feature needs.

How do I train staff to use portable card machines?

Most portable terminals are intuitive. Basic training takes 10-15 minutes covering: powering on/off, taking payments, issuing refunds, printing receipts, and charging. Create a simple one-page guide for common tasks and keep provider support numbers accessible for issues.

Related Card Machine Guides

• Best Card Machines for Small Business UK
• How Much Does a Card Machine Cost UK
• Card Machine Comparison Guide UK
• Card Machines for Restaurants
• Card Machines for Hotels
• Card Machines for Beauty Salons

UK Payment Industry Resources

• UK Finance – Payment Standards
• Financial Conduct Authority – Payment Services
• Visa UK
• Mastercard UK

Get Your Portable Card Machines

We help UK businesses assess whether portable card machines suit their operations and connect them with providers offering competitive rates and reliable terminals.