Why Every Business Owner Needs a Merchant Processing Strategy | with Dylan Gaines

For many entrepreneurs, merchant processing is one of those business expenses that gets little attention—until something goes wrong. In a recent episode of Pivot to Profit, Pam Jordan sat down with payment processing expert Dylan Gaines, co-founder of International Payment Solutions, to discuss why merchant processing deserves a place in every business owner's financial strategy.

With more than 20 years of experience in the payment processing industry, Gaines shared valuable insights into how business owners can protect their cash flow, reduce risk, and avoid costly disruptions. One of the biggest mistakes he sees is treating payment processing as a "set it and forget it" expense. While many business owners focus on generating sales, few think about what could happen if their ability to accept payments suddenly disappears.

A common issue arises when companies rely on a single payment processor. If that processor flags an account, changes its risk policies, or places a hold on funds, a business can find itself unable to collect revenue. Gaines recommends creating redundancy by maintaining multiple merchant accounts whenever possible, ensuring there is always a backup plan in place.

The conversation also explored the growing challenges of chargebacks and fraud. Many business owners are surprised to learn that when a customer disputes a charge, the money is immediately removed from the merchant's account while the dispute is investigated. In some cases, businesses may wait months to recover funds—even when they ultimately win the dispute.

According to Gaines, the best defense is preparation. Clear contracts, documented delivery of products or services, and proactive communication with payment processors can significantly reduce the likelihood of financial disruptions. Business owners launching promotions, webinars, or large sales events should also notify their processor in advance to prevent legitimate sales spikes from being flagged as suspicious activity.

Jordan emphasized a key lesson for entrepreneurs: cash flow is the lifeblood of a business. Having a trusted merchant processing partner, maintaining strong documentation, and implementing backup processing options can help protect revenue and keep operations running smoothly.

As Gaines noted throughout the episode, merchant processing isn't just about accepting payments—it's about safeguarding profitability and ensuring business continuity. For growing companies, that's a strategy worth prioritizing.