Using an integrated Kitomba Pay terminal

An integrated terminal allows Kitomba to communicate directly with your payment terminal, creating a streamlined checkout experience. Instead of manually entering amounts into a standalone EFTPOS machine, Kitomba can automatically send the invoice amount directly to your terminal. This guide explains how an integrated terminal works, how to complete a sale, and what to expect during end‑of‑day settlement.

How an integrated terminal works

An integrated terminal is connected to Kitomba Pay so that:

• The payment amount is sent from Kitomba directly to your terminal.
• Once the payment is approved or declined, the result is shown in Kitomba. Your staff no longer need to check the card terminal to ensure the payment was approved.
• Successful payments are automatically recorded against the appointment or invoice.
• You no longer need to manually key in amounts onto your card terminal, reducing reconciliation errors.

This differs from a standalone terminal, where you must enter the amount manually and then record the payment separately in Kitomba.

Completing a sale with an integrated terminal

Using an integrated terminal is easy. When setting up your integrated terminal, our team will go not your payment types and tick “Electronic payment” under each card type in your system.

Once enabled, your checkout process is the same as usual, but when you choose a card payment type and click Commit, the amount will automatically show up on your card terminal and guide the customer through inserting, tapping, or swiping their card.

4. Once the transaction is completed:

• Approved transactions are recorded immediately on sale.
• Declined transactions will display an error message, and you can retry or choose a different payment method.

No manual entry is required. No checking the terminal to make sure the payment was approved. 

End-of-day settlement and reconciliation

Using an integrated terminal can streamline your end‑of‑day process, as transaction totals in Kitomba should match your terminal and merchant portal unless automatic surcharging is enabled.

How integrated terminals affect reconciliation

• All approved transactions are automatically logged in Kitomba.
• If automatic surcharges are on, your terminal total may differ from the amount recorded in Kitomba, as the surcharge amount is not included in the Kitomba sale. This is because the surcharge amount is passed along to the payment provider, and so wouldn’t be recorded as revenue for the business.

If surcharge differences apply, they must be accounted for during cash drawer reconciliation.