Payment Systems

How to Set up EFT for Your Business 

Setting up EFT for Business with AptPay

A business’s transactions should be seamless, efficient, and straightforward 

Have you considered setting up Electronic Funds Transfer (EFT) to achieve this?  

You can bid goodbye to the hassle of handling cheques or cash 

But how exactly do you set up EFT’s?  

And what should you be mindful of during the process?  

We’ll unpack the steps, but first, why don’t we begin with a quick overview of EFT? 

Key Takeaways 

  • Choose a reputable EFT service provider and open an account. 
  • Connect your business bank account to the newly opened EFT account. 
  • Set up accurate payment information for each client or customer. 
  • Develop a payment schedule that aligns with your business operations. 
  • Gather necessary documents like Tax ID, bank account details, and legal documents to set up EFT. 

Understanding Electronic Funds Transfer 

Let’s dive right in and understand what Electronic Funds Transfer, or EFT, really is. Electronic Funds Transfers are a system that allows you to move money between bank accounts electronically.  

It’s like handing over cash but without the physical bills.  

Now, why should you care?  

Well, if you’re running a small business, EFT could be a game-changer. 

Imagine not having to wait for checks to clear or dealing with the hassle of cash.  

With EFT, transactions are quick and easy. This makes EFT for small businesses a smart move.  

Electronic Funds Transfers are ideal for paying suppliers, receiving payments, and even for paying your employees. 

In short, EFT can streamline your business operations, making payments faster and easier. 

Benefits of EFT for Businesses 

The benefits of EFT for your business are substantial, from saving time on transaction processing to improving cash flow management.  

EFTs are faster than traditional methods. 

 You don’t have to wait for checks to clear or for invoices to be processed. This means you’ll have quicker access to your money. 

EFT can also cut down on errors, as it eliminates the need for manual data entry.  

You’ll have less paperwork to worry about, and your record-keeping will be more accurate. This can save you a lot of headaches in the long run. 

Another great benefit of EFT is that it’s more secure 

You don’t have to worry about checks getting lost in the mail or sensitive banking information falling into the wrong hands.  

EFT transactions are encrypted and tracked, reducing the risk of fraud. 

Finally, EFT is environmentally friendly. 

By going digital, you’ll cut down on paper waste and reduce your business’s carbon footprint. That’s not just good for the planet, it’s also good PR for your company. 

In short, EFT can make your business more efficient, secure, and environmentally conscious. It’s a win-win situation. 

Documents required for setting up EFT Payment 

Before you can start processing EFT payments, you’ll need to gather certain documents to set up your account. To begin with, you’ll need your business’s tax ID number. This number is proof that your business is registered with the government. 

Next, you’ll need your business’s bank account information. This includes your bank’s name, its address, your account number, and your bank’s routing number. You’ll use this information to transfer funds electronically. 

Thirdly, you’ll need your business’s legal documents. This includes your business license and your articles of incorporation. These papers prove your business is legal and allowed to operate. 

Lastly, you’ll need a voided check from your business’s bank account. This check will display your account and routing numbers. 

Collecting these papers early. It’ll save you time and a headache later.  

Setting up EFT for your business may seem challenging, but it’s not. With these documents, you’re well on your way. Just remember to keep these papers safe. You don’t want them falling into the wrong hands.  


Steps to Implement EFT 

To get started with EFT for your business, you’ll first need to choose a reliable EFT service provider. 

Look for one that has a strong reputation, solid customer service, and reasonable fees. You’ll also want to make certain they have robust security measures in place to protect your financial data. 

Choosing AptPay ensures that your business partners with a trustworthy provider of EFT solutions, offering reliability and security for all your electronic fund transfer needs. 

After selection, setting up EFT involves a few straightforward steps:  

First, you’ll need to open a merchant account by simply contacting us 

We will guide you through the setup process. 

This process is simple and direct, involving account setup and a compliance check to ensure everything is in order. 

For both EFT debit and EFT credit transactions, an application must be completed. 

This application will request basic information about your business, including: 

  • Details about the business itself 
  • Its directors 
  • Senior personnel  
  • The nature of the business, and 
  • Transaction-specific information 


For EFT debit transactions, additional documentation may be required to assess the financial health of your business.  

This ensures that the business is solvent and not facing bankruptcy.  

Including this requirement adds an extra layer of protection, as EFT debits involve initiating payment requests. 

After the compliance part is completed and the merchant account is created, you will receive your login credentials to the portal, where you will be able to send/request EFTs. 

AptPay’s same-day EFT 

AptPay provides same-day EFT processing, allowing for full tracking of each transaction from start to finish.  

This service includes advanced bank account verification and reconciliations, making transactions quicker and with significantly lower fees. 

Key Features: 

  • Account Authentication 
  • Balance Verification 
  • Transaction Validation 
  • Express Funds Delivery 


This service allows you to accept, collect, and send EFT payments securely and efficiently, reducing the costs associated with non-sufficient funds (NSFs) and the delays of traditional cheque processing. 

How to use AptPay Portal for EFT payments 

  1. Access the portal: Log in to the Merchant Portal.
  2. Send funds (EFT Credit): Send (left pane) > Send Disbursement > Select Payee (add new or select from existing list) > Enter Amount > Choose EFT.

          Receive funds (EFT Debit): Receive (left pane) > Receive Disbursement > Select Payee (add new or select from existing list) > Enter Amount > Choose EFT. 

  1. Enter Recipient Information: Provide the necessary details of the recipient. This usually includes their name, account number, and the institution number (Routing number for the US) of their bank.
  2. Review and Confirm: Double-check all the information you’ve entered to ensure accuracy, including the recipient details and the amount. Confirm the transaction.
  3. Complete Transaction: Once all the details are confirmed and authenticated, submit the transaction. The funds will be released after the hold period.
  4. Keep Records: After completing the transaction, make sure to keep a record of it for your reference. This can be viewed from the portal itself Reports > Transaction Report.


Maintaining EFT Compliance and Security 

Now that you’ve gathered all the necessary documents, let’s focus on how to maintain compliance and security with your EFT transactions. Compliance is essential to avoid legal issues, and security is paramount to protect your business from fraud. 

Here are four basic but essential steps: 

  • Always update your system: This keeps your system prepared against new threats. 
  • Use strong passwords: They are your first line of defense against unauthorized access. 
  • Educate your staff: Make sure they’re aware of potential risks and how to prevent them. 
  • Regular audits: These help identify any irregularities in your EFT transactions. 


Remember, it’s easier to prevent problems than to solve them. By taking these precautions, you’re not just securing your business, you’re also building trust with your customers and employees. They’ll appreciate your dedication to keeping their information safe. 

It’s not an easy task, but it’s a necessary one. And don’t worry, you’re not alone. There are many resources out there to help you maintain compliance and security with your EFT transactions. So, keep these tips in mind, stay vigilant, and you’ll do just fine. 


Start Sending & Collecting EFT Payments Today