For many B2B companies, credit card processing is a necessary part of doing business—but it’s often far more complicated (and costly) than it needs to be. Finance teams frequently struggle with unclear pricing, missing data, slow funding, and technology limitations that create unnecessary administrative work and inflated processing fees.

At Business Solutions Group, we help organizations diagnose and solve these challenges every day. Below are the top 10 problems B2B finance teams commonly face with their card processors—along with the causes behind them and how to resolve them.

1. Lack of Interchange Optimization

Many B2B companies miss out on significantly lower interchange rates simply because Level II and Level III data isn’t being passed during transactions.

Common Causes & Solutions

• Processor doesn’t support Level II/III data → Switch to a processor specializing in B2B with enhanced data capture capabilities.
• Platform not configured for data prompts → Upgrade or enable payment tools that support Level II/III data fields.
• Staff unaware of required fields → Train teams on tax, invoice, and customer data requirements.
• Incorrect MCC or merchant setup → Request a merchant account review to ensure proper categorization.

2. Non-Transparent Fee Structures

Hidden fees and ambiguous pricing models make it difficult for finance teams to identify their true cost of card acceptance.

Common Causes & Solutions

• Tiered pricing hides true cost → Shift to interchange-plus for full transparency.
• Bundled fees → Request itemized statements or work with providers who offer line-item clarity.
• Unexplained price hikes → Negotiate fixed-rate agreements with advance-notice requirements.
• Missing markup details → Ask for a complete breakdown of processor margin and pass-through costs.

3. Poor Statement Clarity

Complex statements lead to reconciliation challenges and make financial audits more difficult.

Common Causes & Solutions

• Proprietary or overly technical formats → Request simplified, standardized statements.
• Charges grouped together → Use processors providing separate views for interchange, assessments, and markup.
• Lack of transaction-level detail → Choose providers offering downloadable per-transaction reports.
• Inconsistent statement layouts → Use processors with consistent templates or API-based statement automation.

4. Limited Reporting & Reconciliation Tools

Without robust reporting, month-end closes become time-consuming and error-prone.

Common Causes & Solutions

• No ERP/accounting integrations → Select processors with prebuilt connectors (NetSuite, QuickBooks, etc.).
• Missing invoice/customer data → Use payment tools with customizable metadata fields.
• Batch-level reporting only → Implement systems offering individual transaction timestamps.
• Weak export functionality → Switch to platforms supporting CSV, Excel, and API exports.

5. Chargeback Management Complexity

Chargebacks drain time and revenue when they aren’t managed proactively.

Common Causes & Solutions

• No real-time alerts → Enable instant notifications or dashboards.
• Manual dispute handling → Use processors with online dispute portals.
• Limited visibility into dispute reasons → Ensure full reason codes and documentation are available.
• Poor processor support → Choose providers offering dedicated chargeback resolution teams.

6. Slow or Inflexible Funding

Delayed deposits strain cash flow and disrupt vendor payment cycles.

Common Causes & Solutions

• Standard 2–3 day funding → Negotiate next-day or same-day funding.
• No weekend/holiday funding → Work with processors offering off-cycle settlements.
• Batch timing misalignment → Align batch cutoffs with your accounting periods.
• Risk-based holds → Use processors who clearly communicate risk policies and support reviews.

7. Lack of Support for Corporate Card Acceptance

High processing costs for commercial cards discourage their acceptance, even when customers prefer them.

Common Causes & Solutions

• No Level III optimization → Use a B2B-optimized processor that auto-populates Level III fields.
• Staff not trained on data capture → Implement guided forms or API validation.
• High cost for large-ticket transactions → Negotiate lower markups or offer alternatives (ACH, RTP).
• No ACH steering tools → Utilize platforms that incentivize or offer dual payment options.

8. Poor ERP/Invoicing Integration

Disconnected systems cause manual work, data errors, and payment delays.

Common Causes & Solutions

• No native ERP connectors → Choose processors with prebuilt integrations or middleware partners.
• Manual tracking → Use systems that auto-reconcile invoices and payments.
• No embedded payment links → Enable payment buttons inside invoice emails and portals.
• Costly custom development → Pick vendors with open APIs or low-code integration tools.

9. Inadequate Customer Support

When payment issues arise, slow or unqualified support can disrupt cash flow and operations.

Common Causes & Solutions

• Support teams lack B2B knowledge → Work with processors that specialize in B2B environments.
• Slow response times → Establish SLAs or secure a dedicated account manager.
• No escalation path → Ensure access to escalation channels or executive sponsorship.
• Generic ticketing systems → Choose processors offering live chat or direct phone support.

10. Compliance & Security Concerns

Weak compliance tools or outdated systems expose companies to costly risks.

Common Causes & Solutions

• No tokenization/card vaulting → Use processors offering secure storage and recurring billing tools.
• Lack of PCI compliance resources → Adopt platforms with guided PCI-DSS tools and scans.
• Outdated hardware/software → Ensure terminals and gateways follow the latest standards.
• Customer data vulnerability → Use hosted payment pages and PCI-compliant portals.

Struggling With Any of These Issues? We Can Help.

Optimizing payment processing shouldn’t require guesswork. At Business Solutions Group, we help B2B companies reduce costs, streamline operations, and modernize their payment ecosystem by identifying the exact issues affecting their card processor—and implementing solutions that drive efficiency and savings.

👉 Interested in learning more?
Contact our experts at Business Solutions Group to discover how you can improve your card processing environment today: https://businesssolutionsus.com/merchant-services-contact