Practical guide · September 9, 2026
Compare debit machine quotes using the same sales assumptions
A terminal’s monthly rental price does not tell you what accepting payments will cost. Before comparing two quotes, give both providers the same transaction profile and ask them to price the same services. This worksheet is for a Canadian small business evaluating payment processing alongside a debit or credit card terminal—not for choosing a particular hardware brand.
1. Build a one-page sales profile
Use a representative month, then make a second version for your quiet season. Record total card sales, transaction count, average sale, debit and credit volumes, and how much you take in person versus remotely. If you have statements, use their actual card categories instead of estimating that every credit card costs the same to accept.
For a new business, label every figure as an assumption. Ask the provider to explain which parts of the quote would change if actual volume or card mix differs. A quote based on large transactions is not directly comparable with one based on many small purchases.
2. Request a comparable written quote
Under the payment card industry Code of Conduct, the Financial Consumer Agency of Canada explains that payment processing quotes must include transaction-cost and fee disclosures, with the assumptions behind the calculations. The agreement disclosures also cover matters such as renewal, cancellation and equipment options. Use those documents as the starting point—not a headline percentage alone. Source: FCAC merchant rights.
Fill in a separate column for each provider:
| Item to compare | What to record |
|---|---|
| Transaction charges | Percentage and per-transaction charges for each applicable category |
| Monthly charges | Processing, account, software and support charges; mark what is optional |
| Equipment | Purchase, rental or lease; number of devices; replacement arrangements |
| Other charges | Setup, connectivity and event-based charges that apply to your use |
| Promotional pricing | End date and the price or formula afterward |
| Exit obligations | Notice, return instructions and any charges under each agreement |
| Missing information | Written question, provider response and date resolved |
Do not treat an empty box as zero. Ask the provider to mark it “not applicable” or supply an amount and the circumstances in which it applies.
3. Calculate an illustrative monthly total
Here is a simplified arithmetic example, not a PBH offer or a market-rate estimate. Assume $20,000 in monthly card sales and 800 transactions. For illustration only, each quote uses one rate across all transactions:
- Quote A: 1.50% of sales + $0.10 per transaction + $30 monthly = $300 + $80 + $30 = $410.
- Quote B: 1.65% of sales + $0.05 per transaction + $15 monthly = $330 + $40 + $15 = $385.
At that assumed mix, B is $25 lower. That conclusion may change with different transaction sizes, extra fees or separate debit pricing. These totals exclude equipment purchases, taxes and any charges not stated in the example. For a real quote, calculate each card category separately and include all applicable charges.
4. Compare the same time period
Choose a planning horizon, such as 12 months, for both quotes. Add one-time expenses separately and identify which recurring charges may change. Keep a separate exit-cost scenario; do not assume a right to cancel every service without a charge. Ask for written clarification of related and independently supplied services.
Questions before deciding
Should I choose the lowest calculated total? Only after checking that both offers cover your required equipment, connectivity, reporting and support. Record exclusions next to the total.
What if I have no processing history? Request low-, expected- and high-volume scenarios. Preserve the assumptions so you can compare the first actual statements later.
What should I send PBH? Your business type, expected card volume, approximate transaction count and where payments will be accepted. Avoid sending customers’ card details. Visit PBH’s application page. If you are still comparing options, use the enquiry form on that page to request a written quote before completing an application. For equipment arrangements, see the existing debit machine rental guide.