How to obtain a virtual POS: bank and payment institution options and application steps

What must be ready on the website before applying

A virtual POS application generally requires less follow-up when the sales website is live and its legal pages are complete. Many institutions also examine the website while assessing the application; missing pages are among the main causes of delayed approval. The points checked before applying are:

• Product or service descriptions and tax-inclusive prices are visible on the website.
• Pre-contractual information and the distance sales contract are published where customers can open and read them before payment.
• Withdrawal rights, refund conditions, and delivery terms are clearly documented on a separate page.
• The privacy notice under KVKK (Turkey’s Personal Data Protection Law) and the privacy policy are published.
• The business’s legal name, address, telephone, and email address appear on the contact page.
• The website opens with HTTPS, and cart and order steps work without problems.

ETBİS (Turkey’s Electronic Commerce Information System) registration through e-Devlet is also required before opening for sales. If the store is being built from scratch, these pages and the payment step are prepared within the e-commerce website development process.

Which documents are requested in a virtual POS application?

Required documents vary by institution and whether the business is a sole proprietorship or a company; the common requirement is paperwork showing the business’s identity, tax registration, and signing authority. The account receiving payments is also generally expected to be opened in the business’s name.

The current, complete list should always be obtained from the bank or payment institution receiving the application. The authorized person’s telephone and email details must also be current during the application; these channels are used if the institution requests additional information. The activity declared on the application form must match the website’s products; declaring a different industry while selling other products can lead to suspension of the agreement. Notifying the institution if the product range expands later prevents possible future interruptions.

Note: This section explains the application process in general terms and does not replace financial or legal advice. Support from an accountant or legal professional is recommended for contract provisions, tax obligations, and invoicing requirements.

The virtual POS application process, step by step

The process includes several stages from selecting an institution to the first real payment reaching the account. The typical flow is as follows:

1. Determine business needs: single payments or installments, whether foreign cards are required, and estimated monthly sales volume.
2. Obtain proposals from several banks and licensed payment institutions, and verify license status through the CBRT list.
3. Prepare the website for application with legal pages and product information.
4. Complete the application form, submit the requested documents, and sign the merchant agreement.
5. Install the payment module on the website using the institution’s test credentials and perform trial transactions.
6. Switch to live keys and check successful payment, failed payment, and refund scenarios using a small real payment.

During testing, ensure that order statuses update correctly and that customers see a clear message when payment fails. Skipping these checks can produce orders whose payment has been collected but which still appear pending in the system. Comparing transactions in the institution’s panel with store orders in the first days after going live is also a good habit.

Items determining commission and cost

The cost of a virtual POS is more than a single commission rate; per-transaction deductions, installment differences, settlement time, and any fixed fees must be evaluated together. When comparing two proposals, ask both parties the same questions:

• How are deductions calculated for single payments and installment transactions?
• How many days does settlement take, and is early transfer charged separately?
• Are there fixed charges such as setup, annual use, or a minimum turnover requirement?
• Are foreign cards accepted, and are these transactions priced differently?
• Are additional fees charged to the business for refunds and chargebacks?
• What are the contract termination conditions and notice period?

If these items do not appear in the written proposal, clarify them before signing the contract. All setup and operating expenses outside payment infrastructure are discussed item by item in the article on the cost of setting up an e-commerce website .