Card payment machines for solicitors can provide a convenient way for legal practices to collect fees from clients. Whether a firm provides conveyancing, family law, employment advice or other legal services, accepting debit and credit cards can make it easier for clients to settle invoices and pay for consultations.
Solicitors and legal firms can generally accept card payments. However, the important consideration is not simply whether the payment technology is suitable. It is how the money being received should be classified, where it must be held and whether the payment arrangement complies with the firm’s regulatory responsibilities.
A payment for an issued invoice may be relatively straightforward. Money received in advance for legal work, or held on behalf of a client, can involve additional obligations under the Solicitors Regulation Authority (SRA) Accounts Rules.
Card payments can also introduce risks relating to chargebacks, processing fees and transaction reconciliation.
For legal practices considering card payment facilities, understanding these differences is essential before introducing a new payment method.
Can solicitors legally accept card payments?
There is no general prohibition preventing solicitors from accepting debit or credit card payments for their services.
A law firm can use an appropriate merchant services arrangement to process eligible transactions, provided it complies with its applicable regulatory, financial and contractual obligations.
For example, a solicitor providing an initial consultation may charge a fixed fee for the appointment.
If the client wishes to pay using a debit card, the firm can potentially collect that payment through a suitable card terminal.
Likewise, a client receiving an invoice after legal work has been completed may prefer paying by card rather than arranging a bank transfer.
The Law Society of England and Wales has published guidance discussing the opportunities and risks associated with law firms accepting credit card payments, including payments for invoices and money received on account.
Communities – The Law Society
However, law firms operate within a more demanding regulatory environment than many ordinary retail businesses.
A solicitor must therefore consider both the technical ability to process a card payment and the legal treatment of the funds received.
What is the difference between paying legal fees and client money?
This is one of the most important distinctions for any legal practice introducing card payment facilities.
Not every payment received from a client can be treated as ordinary business income.
The classification depends on why the money is being received and the status of the firm’s charges.
Payments for issued invoices
Where a law firm has issued a bill for its costs and the client pays that bill, the payment can generally be received into the firm’s business account.
For example, imagine a solicitor has completed a piece of legal work and issued an invoice for £600, including VAT where applicable.
The client visits the office and pays the outstanding amount using a debit card.
Provided the payment relates to the firm’s properly billed costs, it can normally be processed as business income through the appropriate account.
This is similar in principle to a professional consultancy accepting card payments against an invoice.
However, the firm must still maintain accurate financial records and comply with any applicable payment processing requirements.
Payments received before legal work has been billed
Advance payments can require different treatment.
For example, a solicitor might request £1,000 from a client before beginning a matter.
Depending on the circumstances, that money may constitute client money rather than business income.
Under the SRA Accounts Rules, money received for fees before a bill has been delivered can fall within the definition of client money.
Such funds must ordinarily be held separately from the firm’s own money, subject to specific exceptions.
The SRA provides guidance on how firms should handle money received for their costs, including payments in advance and money transferred from client accounts.
Solicitors Regulation Authority
This creates an important practical issue.
A law firm cannot assume that every card payment should be directed into the same bank account.
The appropriate destination depends on the nature of the payment.
Can solicitors accept card payments into client accounts?
Card payments into client accounts are possible in some circumstances, but they require particular care.
The main concern is ensuring that money is received and held in accordance with the SRA Accounts Rules.
For an SRA-regulated firm in England and Wales, client money generally needs to be kept separate from money belonging to the firm.
The rules also restrict how client accounts may be used.
In particular, Rule 3.3 prohibits firms from using client accounts to provide banking facilities to clients or third parties.
Payments involving client accounts must have an appropriate connection to the regulated legal services being delivered.
Solicitors Regulation Authority
Why does the payment destination matter?
Consider a law firm that has a merchant account configured to pay all card transaction proceeds into its business bank account.
This arrangement may be suitable for collecting ordinary business income.
However, it could create complications if the firm uses the same terminal to accept money that should instead be paid into a client account.
For example, a payment representing an advance deposit for a property transaction may need to be treated differently from a payment for an issued legal invoice.
Directing both payments into the firm’s business account could result in client money being handled incorrectly.
The firm must establish how its payment processing arrangements support the correct allocation and handling of funds.
What if a payment contains both business and client money?
Mixed payments can create additional accounting responsibilities.
The SRA Accounts Rules require firms to allocate funds promptly to the appropriate client or business account.
This means firms need procedures for identifying the different elements of a payment rather than treating the complete amount as one category.
For example, a client might make a payment covering both billed legal fees and an advance amount for another purpose.
The treatment of each element must be considered separately.
Before accepting mixed payments by card, a firm should determine whether its merchant processing and accounting arrangements can support the required allocation.
Where necessary, requesting separate payments may make the accounting process easier to manage.
Why can card payments into client accounts create additional risks?
A card payment is not identical to a bank transfer.
One particularly important difference is that card transactions may be challenged through the card issuer.
This can lead to chargebacks or other payment reversals.
What happens if a client requests a chargeback?
A chargeback occurs when a cardholder disputes a transaction through their card issuer and the applicable card scheme process results in funds being recovered from the merchant.
For example, imagine a client pays £1,500 towards legal costs using a credit card.
The client subsequently disputes the transaction and contacts their card provider.
Depending on the circumstances and the outcome of the dispute, the card payment could be reversed.
If the original payment was received into a client account, the reversal may create an accounting issue that needs immediate attention.
The firm may have already allocated or transferred the funds in accordance with its records.
A subsequent withdrawal could therefore affect the account balance and require corrective action.
The Law Society has specifically highlighted chargeback and payment recall risks associated with credit card payments into solicitors’ client accounts.
Communities – The Law Society
Why is this particularly important for law firms?
Client accounts are subject to specific safeguards because they hold money belonging to clients or third parties.
An unexpected payment reversal may create difficulties beyond the ordinary commercial inconvenience of losing a sale.
The firm needs to establish how the reversal affects its obligations and whether any client money has been placed at risk.
This is one reason why some legal practices may choose to restrict certain card payment types or transaction values.
Such decisions should be based on the firm’s risk assessment, applicable rules and payment provider arrangements.
A suitable merchant services provider should explain how disputes, chargebacks and refunds operate before the firm starts accepting payments.
What are the advantages of card payment machines for law firms?
Despite the additional considerations, accepting card payments can offer practical benefits.
For many legal practices, the main advantage is making it easier for clients to settle legitimate fees.
More convenient payments during office appointments
A client attending an initial consultation may prefer paying by card immediately afterwards.
Without card payment facilities, the firm might need to issue an invoice and wait for a bank transfer.
A card terminal allows an eligible payment to be processed while the client is still present.
For example, a solicitor providing a fixed-fee consultation for £180 could accept payment through a terminal at reception.
This provides a straightforward transaction record and removes the need for the client to arrange payment after leaving.
However, the firm must ensure that the amount has been appropriately billed and that the transaction is directed to the correct account.
Less time following up outstanding invoices
Payment collection can create administrative work for professional service businesses.
Even clients who intend to pay promptly may forget to arrange a bank transfer or overlook an invoice.
Providing a convenient card payment option can remove some of the practical steps involved.
For example, a client receiving an invoice may be willing to settle it immediately if an appropriate payment facility is available.
This does not guarantee that every invoice will be paid sooner.
However, reducing unnecessary friction can make payment collection more straightforward.
More flexibility for clients
Different clients have different payment preferences.
Some prefer bank transfers, while others use debit cards, credit cards or mobile wallets.
Offering a choice can improve convenience, particularly for individuals unfamiliar with arranging payments to professional firms.
For example, a client attending a solicitor’s office for the first time may appreciate being able to use a familiar payment method rather than entering bank details manually.
A suitable payment arrangement can therefore contribute to a more accessible client experience.
Do solicitors need a physical card machine?
Not necessarily.
The most appropriate method depends on how the firm interacts with clients.
A legal practice where most appointments take place in person may benefit from a countertop or portable card terminal.
However, a firm primarily providing advice remotely may have different payment requirements.
Card machines for office-based practices
A countertop terminal may be suitable for a legal practice that collects payments at reception.
The equipment remains in a fixed location, allowing administrative staff to process eligible transactions as clients arrive or leave.
For firms operating several consultation rooms, a portable terminal may offer additional convenience.
Staff can bring the device to the client rather than requiring them to return to reception.
The most useful features are likely to include dependable connectivity, clear transaction confirmation and appropriate receipt functionality.
Online payments for remote legal services
Some legal practices rarely meet clients face to face.
For example, a solicitor providing remote employment advice might communicate with clients through telephone calls, email and video appointments.
In this situation, a physical terminal may not be the most practical way to collect payments.
An appropriately configured online payment gateway may be more suitable.
It can allow clients to complete eligible payments remotely without visiting the office.
However, the firm must still ensure that payment collection complies with its accounting obligations.
Can firms accept payments over the telephone?
Telephone card payments may be possible through an appropriately approved payment facility.
However, law firms should not assume that an ordinary card terminal or ecommerce integration can safely be used for manually entering card information.
Telephone transactions may require additional security controls and can attract different processing charges.
Businesses must also consider how payment information is handled during calls and whether any recording systems could inadvertently capture sensitive card details.
Any telephone payment arrangement should be confirmed with the payment provider before use.
How much does accepting card payments cost a solicitor?
Payment processing costs vary between providers.
Depending on the arrangement, a legal practice may encounter equipment charges, monthly account fees and transaction processing fees.
Some providers use longer-term contracts, while others offer more flexible arrangements.
The relevant comparison is the total cost of accepting the expected volume of card payments.
How do processing charges affect legal fees?
Consider an illustrative law firm processing £15,000 in card payments each month.
If the average effective transaction charge is 1.5%, the business would pay approximately £225 in processing fees.
At an effective rate of 2%, the cost would increase to £300.
The difference is £75 each month, or £900 annually.
These figures are hypothetical and do not represent a quotation from Gorilla Pay or another provider.
They demonstrate why transaction fees deserve attention, especially where a firm collects relatively large invoice payments.
A legal practice might process fewer transactions than a retailer but receive significantly higher amounts per payment.
Consequently, even a relatively small percentage difference can affect annual processing costs.
Can solicitors charge clients extra for paying by card?
For ordinary consumer payments using covered card types, UK rules generally prohibit businesses from imposing additional charges simply because a customer chooses to pay by card.
Certain commercial payment methods and other circumstances can be treated differently.
Firms should therefore avoid introducing blanket card payment surcharges without confirming their legal position.
If processing costs affect profitability, they should generally be considered within the firm’s wider pricing arrangements rather than automatically added to individual consumer card transactions.
How can firms keep accurate card payment records?
Legal practices need reliable records showing what was received, why it was received and how it was allocated.
This is particularly important where a firm handles both business and client money.
Matching payments to invoices
For ordinary billed fees, a card transaction should be identifiable against the relevant invoice.
For example, a practice might receive five payments of £250 on the same day.
Without appropriate transaction references, administrative staff may struggle to determine which client paid which amount.
A useful payment process should allow transactions to be reconciled against invoices or matter references.
However, businesses should confirm the exact reporting and integration capabilities of their chosen payment solution.
Not every card terminal automatically connects to specialist legal accounting software.
Accounting for settlement delays
A successful card transaction does not necessarily mean the money has immediately reached the firm’s bank account.
Card payment providers commonly operate settlement arrangements under which funds are transferred after processing.
The timing depends on the provider, merchant agreement and transaction circumstances.
For a law firm managing client money, this distinction can matter.
The firm should understand when funds are received, how deductions are handled and what records are available to support reconciliation.
It should also consider how refunds and chargebacks appear in its reports.
Why are processing fees relevant to client money?
Card processing fees may be deducted from settlement proceeds, depending on the merchant arrangement.
For example, if a client pays £1,000 and the processor deducts £15 before settlement, the amount reaching the bank may differ from the original transaction value.
That difference is particularly important where the payment represents client money.
The firm must ensure the full amount is accounted for appropriately and that fees are not improperly taken from client funds.
This is an area where the law firm’s accounting team should review the payment provider’s settlement arrangements before implementation.
What security measures should legal practices consider?
Solicitors routinely handle confidential and sensitive information.
Although a card machine does not necessarily interact with a firm’s legal case management system, payment processing must still be secure.
Modern terminals use established payment security mechanisms, including encrypted communications and cardholder verification.
However, firms should also maintain appropriate operational controls.
For example, staff should never record complete card details in ordinary client notes or unprotected spreadsheets.
Access to payment administration systems should be restricted to authorised employees.
The firm should also establish procedures for responding to suspicious transactions and disputed payments.
Why should legal practices consider payment fraud?
Criminals may target legal transactions because some involve substantial sums of money.
For example, property transactions can involve payments much larger than ordinary retail purchases.
However, a card payment machine should not be viewed as a universal solution for collecting large conveyancing funds.
Such transactions require careful consideration of client money obligations, payment limits, chargeback exposure and anti-money laundering requirements.
A firm should decide which categories of payment are appropriate for card processing rather than accepting every transaction through the same facility.
How do Gorilla Pay’s solutions fit legal practices?
Gorilla Pay provides card payment machines and payment processing services for UK businesses, including professional services firms.
Its available equipment includes the PAX A920 Pro and PAX A77 MiniPoS+, alongside other payment terminals.
For a legal practice collecting eligible payments in person, a portable terminal may provide a convenient way to process card transactions during appointments.
Gorilla Pay also provides payment gateway solutions, which may be relevant to firms accepting payments through an online checkout.
The business offers transparent pricing, flexible rolling agreements and technical support.
These features may be attractive to smaller legal practices seeking straightforward payment arrangements without lengthy equipment commitments.
However, Gorilla Pay’s general payment solutions should not be assumed to support regulated client account transactions without specific confirmation.
A legal practice must establish whether the merchant account, settlement structure and transaction handling arrangements are suitable for its regulatory requirements.
In particular, firms intending to accept client money should obtain confirmation about account routing, settlement deductions, refunds and chargebacks before implementation.
Gorilla Pay’s payment services provide a starting point for discussing equipment and processing requirements, but the firm’s regulatory obligations remain its own responsibility.
What should solicitors check before introducing card payments?
A legal practice should begin by defining exactly which payments it intends to accept.
This makes it easier to determine whether a standard business payment arrangement is sufficient or whether additional controls are needed.
For example, a firm collecting only payments against issued invoices may have a simpler requirement than one intending to receive advance fees or other client money.
A practical implementation process involves five steps:
- Classify the payments. Identify whether the firm intends to accept billed fees, advance fees, disbursements or other client money.
- Confirm the correct accounts. Establish where each payment type must be received under the applicable rules.
- Review provider arrangements. Check settlement timing, processing deductions, refunds and chargeback procedures.
- Assess the costs. Compare equipment charges, transaction fees and contractual commitments against expected payment volumes.
- Document internal procedures. Ensure employees know which payments may be accepted and how transactions must be recorded.
The firm’s compliance officer and legal cashier should be involved where appropriate.
The objective is not simply to install a payment terminal, but to establish a process that makes payment collection convenient without creating unnecessary financial or regulatory risks.
Frequently Asked Questions
Can solicitors accept credit card payments for legal fees?
Yes. Solicitors can generally accept credit card payments for eligible legal fees, subject to the firm’s merchant agreement and regulatory obligations.
Payments for issued invoices are usually more straightforward than funds received in advance or held on behalf of clients.
The firm should also consider processing charges, chargeback exposure and applicable consumer protection requirements.
Can a solicitor take a deposit using a card machine?
Potentially, but the treatment depends on the purpose of the deposit.
Money received in advance for legal fees may be classified as client money under the SRA Accounts Rules.
For example, an advance payment towards conveyancing costs may require different handling from payment of an issued invoice.
Firms should confirm the correct accounting treatment and settlement arrangements before accepting deposits by card.
Can law firms use the same card machine for business and client accounts?
A firm should not assume that a single merchant account or terminal can route payments appropriately to different bank accounts.
The suitability of such an arrangement depends on the payment provider’s technical capabilities, settlement procedures and the firm’s regulatory requirements.
Any arrangement involving client money should be reviewed by the firm’s accounting and compliance personnel before use.
Are card payments safer than bank transfers for legal fees?
Neither method is automatically safer in every circumstance.
Card payments use established security systems and may offer certain dispute protections, while bank transfers avoid some of the chargeback risks associated with card processing.
However, bank transfers can also be vulnerable to fraud, including criminals providing false payment instructions.
Law firms should use appropriate security controls regardless of the payment method.
Do small legal practices need expensive payment systems?
Not necessarily.
A small practice collecting occasional payments for consultations may only require a straightforward card terminal.
A larger firm managing higher transaction volumes or more complicated payment arrangements may benefit from additional reporting or integration capabilities.
The most appropriate solution depends on the firm’s payment requirements, regulatory responsibilities and expected processing costs.
Are card payment machines worthwhile for solicitors?
Card payment machines can offer a convenient and practical way for solicitors to collect legal fees.
They allow clients to settle eligible invoices during appointments, provide familiar payment options and can reduce some of the administrative work associated with payment collection.
However, legal practices must approach card acceptance differently from ordinary retailers.
The distinction between business money and client money is particularly important, alongside the potential implications of payment reversals, settlement deductions and accounting procedures.
For a practice collecting payments against issued invoices, introducing a card terminal may be relatively straightforward.
For firms intending to receive advance fees, deposits or other client money, additional checks are essential.
The most appropriate approach is to establish which transactions the firm wants to accept, confirm how those payments must be handled and choose a payment arrangement compatible with those requirements.
Gorilla Pay provides flexible card payment machines and payment gateway solutions for UK professional services businesses. With transparent pricing, 30-day rolling agreements and UK-based customer support, legal practices can explore suitable payment arrangements without unnecessary long-term equipment commitments.
To discuss card payment options for your legal practice, contact Gorilla Pay. Any proposed arrangement involving regulated client money should be checked against the firm’s professional obligations before implementation.
Phone: 02392 253322 Email: gorillas@gorillapay.co.uk Find out more: https://gorillapay.co.uk
