Heartland Payment Systems is a payment processor that handles credit card and debit card transactions for businesses
Heartland Payment Systems processes credit and debit card payments for merchants — including contractors, real estate agents, property managers, and other home-related businesses. If you run a home business and accept card payments, you may use Heartland or encounter it as your processor. The company handles the technical side: it connects your payment terminal or online checkout to the card networks (Visa, Mastercard, American Express, Discover) and deposits the money into your business bank account.
Heartland is one of several major payment processors in the United States. It is owned by Global Payments, a larger financial services company. Understanding how your payment processor works matters because it affects your transaction costs, the speed you receive money, and what happens if there is a dispute or a security issue.
Key Takeaways
- Heartland processes card payments for businesses and deposits funds into your bank account, typically within one to two business days.
- You pay a fee per transaction (usually a percentage plus a flat amount) and may pay monthly fees depending on your account type and volume.
- Heartland offers payment terminals for in-person transactions and online payment options for remote or invoice-based sales.
- If you have a dispute with a customer or suspect fraud, Heartland handles the chargeback process on your behalf.
How Heartland processes your payments
When a customer swipes, inserts, or taps a card at your terminal or enters card details online, Heartland receives that information and sends it to the card networks for approval. Once approved, Heartland holds the funds briefly, deducts its fees, and deposits the remainder into your business checking account. This cycle typically takes one to two business days, though some accounts offer faster settlement.
Heartland also stores transaction records and provides reporting tools so you can track sales, refunds, and disputes in one place. If you use point-of-sale software (like Square, Toast, or a custom system), Heartland may integrate with it, meaning you do not have to enter payment information twice.
What fees Heartland charges
Heartland's pricing depends on your business type, sales volume, and the payment methods you accept. Most small businesses pay an interchange fee (set by the card networks, not Heartland) plus a processor markup (Heartland's cut). For example, a typical Visa debit card might cost 1.5% of the transaction plus $0.25; Heartland's markup might add another 0.5% to 1.5% depending on your contract.
You may also pay a monthly statement fee, a PCI compliance fee (for secure card handling), or fees for services like chargebacks or wire transfers. Some accounts have a monthly minimum; if your transactions do not reach it, you pay the difference. Ask Heartland for a detailed fee schedule before signing, because rates vary widely and small differences add up over time.
Payment terminals and online checkout options
Heartland offers physical terminals for in-person payments — countertop models for a fixed location, or mobile readers that connect to your phone or tablet. These work for contractors meeting clients on-site, property managers collecting rent, or real estate agents closing deals. The terminal connects to Heartland's network via internet or cellular, processes the card, and prints a receipt.
For online or remote payments, Heartland provides hosted checkout pages (you send a customer a link, they enter their card details on a secure Heartland page) and payment gateways (you embed a payment form on your own website). Some contractors and agents use Heartland's invoice feature: you email an invoice with a payment link, and the customer pays without calling or visiting in person.
Security and fraud protection
Heartland is required to meet PCI DSS (Payment Card Industry Data Security Standard) compliance, a set of rules that protect card data from theft. This means Heartland encrypts card information, does not store full card numbers on your terminal, and undergoes regular security audits. You are also responsible for PCI compliance on your end — for example, not writing down card numbers or storing them in unencrypted files.
If a customer disputes a charge or claims fraud, Heartland handles the chargeback process. The customer's bank contacts Heartland, which then contacts you for evidence (receipts, delivery confirmation, signed contracts). If you can prove the transaction was legitimate, you keep the money. If not, the funds are returned to the customer and you lose the sale amount plus a chargeback fee (usually $15 to $100).
Comparing Heartland to other processors
Heartland competes with Square, PayPal, Stripe, Toast, and regional processors. Square and PayPal are simpler to set up and have transparent, published rates; Heartland often requires a sales call and a contract. Heartland may offer lower rates if you process high volumes or have a strong credit history. Stripe and Toast are popular with online businesses and software integrations. Regional processors sometimes offer better rates for niche industries like real estate or contracting.
The right processor depends on your business model. If you take mostly in-person payments, a terminal-based processor like Heartland or Square makes sense. If you invoice clients or sell online, a gateway like Stripe or a hosted checkout like Heartland's may be better. Compare rates, contract terms, and integration options before committing.
What to do if you have a problem with Heartland
If a transaction fails to process, a deposit is delayed, or you dispute a fee, contact Heartland's merchant support line. Most accounts have a dedicated representative, especially if you process significant volume. Heartland also has an online portal where you can view transactions, download statements, and submit support tickets.
If you want to switch processors, you can usually do so without penalty if your contract has ended or includes an early termination clause. Heartland will not transfer your old transactions or customer data automatically, so plan to export your records before you leave. Your new processor will provide a new terminal and account number, but your customers' card information stays with Heartland and is not shared.
Frequently Asked Questions
How long does it take to get paid after a customer swipes their card?
Most Heartland accounts deposit funds one to two business days after the transaction. Some accounts offer next-day settlement for an additional fee. Weekends and holidays may delay deposits. Check your contract or account settings to see your settlement schedule.
Can I use Heartland if I work from home or have a small business?
Yes. Heartland serves businesses of all sizes, from solo contractors to large retailers. You can use a mobile reader on your phone, a countertop terminal, or online checkout. Rates and contract terms may differ for small businesses, so ask about options designed for your volume.
What happens if a customer claims they did not authorize a charge?
The customer's bank files a chargeback with Heartland, which notifies you. You have a window (usually 7 to 10 days) to submit evidence that the charge was legitimate — a signed contract, delivery confirmation, or email consent. If you provide proof, you keep the money. If not, the funds go back to the customer and you pay a chargeback fee.
Do I have to sign a long-term contract with Heartland?
Contract terms vary. Some accounts require a one- to three-year commitment; others are month-to-month. Early termination fees may apply. Ask about contract length and exit terms before you sign, because switching processors mid-contract can be expensive.
Is my customer's card information safe with Heartland?
Heartland is PCI DSS compliant and encrypts card data. Your customers' full card numbers are not stored on your terminal or in your files. However, you are also responsible for security on your end — do not write down card numbers, use unsecured email, or store card data in plain text files.