Payment Processing

Virtual Card Terminals and the Hospitality Industry in Canada

Table of Contents

Categories List

Hospitality Industry

Hospitality industry is a central pillar of the Canadian economy. It comprises various businesses such as hotels, restaurants, bars, and event venues, among others. Given the rich and diverse tourism landscape in the country, the hospitality industry is essential in creating lifestyle experiences that people, including locals and tourists, cherish in forever.

Lately, the industry has experienced tremendous changes driven by technology and fluctuating consumer preferences. One area where such trends are evident is in the payment systems. The traditional ways of dividing and settling bills and other forms of transactions to facilitate payment have become obsoletes with customers using modern solutions to simplify and speed processes while improving their experiences.

The role of payment systems in the hospitality sector goes beyond transactions. Other than ensuring that payments happen at any given time, such systems enhance troops and offer essential system performance aspects. Given the growing taste of most customers towards quick and secure payment systems, the kind of one chosen contributes directly to the business’s success in the Canadian hospitality industry.

Understanding Virtual Card Terminals

In such a context, virtual card terminals represent a new opportunity for companies to outpace each other in a fierce fight for survival in the 21 st century hospitality market.

Thus, what exactly are virtual card terminals? Virtual Card Terminals: The Definition and Explanation Virtual cards terminals are new digital tools that allow companies to conduct card transactions in the absence of a reader device. While the traditional point-of-sale machines can process real credit and debit cards, virtual card terminals are the online version of the same apparatus available from anywhere but in digital form. This comes in line with the overall hospitality market tendency to go digital and remains true to the evolution of the current days’ client.

Unlike the traditional POS that requires a dedicated device and hardware, a virtual terminal can be accessed through whatever device the business has at hand. Be it a computer, tablet, or a smartphone, the virtual card terminals can adapt to any environment in which the transaction is to be completed. Virtual terminals Key Features and Functions Alongside mere proximity and accessibility through a range of devices, the virtual card terminals often come equipped with a range of functions to facilitate and simplify the transaction process.

These may include whatever would be deemed necessary in various context – secure card data storage, real-time tracking of transactions, and compatibility with a range of cards. In the context of the COVID-19 pandemic, many countries have seen an increase in the use of contactless payments, and the virtual terminals align precisely with the current day client’s wish for simplicity . Meanwhile, the more insight is provided on how the vCard terminals have influenced the Canadian hospitality market.

The Current State of Payments in the Canadian Hospitality Industry

The Canadian hospitality industry has always adopted a multi-modal payment system to cater to the varied needs of its clients. Such a system entails traditional cash-to credit and debit card-related payments. Although Canadians prefer more payment options to suit their needs and preferences, the various payment methods present a problem of managing more than one payment mechanism.

Existing payment methods cash payments are still used in various sectors, although the system is being outmoded by electronic payments. Payment through credit and debit cards are already common in most sectors. Some businesses have ventured into other electronic payment options as they embrace the technological changes realized, but the major problem is that customers and clients are more informed on technology; hence they prefer more tech-savvy means of making payments.

Businesses struggling to process payments Businesses in the Canadian hospitality industry are struggling to process payments, yet digital payment options are already established in various locations. Some businesses’ point of sale is outmoded; it is a model that takes time to process transactions, causing consumers to experience delayed times when it comes to transacting. Additionally, dispensaries in the business’s system may have card readers, which are not mobile in any way, posing a threat to their existence, as most of them are mobile businesses selling their items at hotels, restaurants, or at times during events.

Currently, hospitality industries in Canada are incorporating advanced technology in industry. Some of the established systems and technologies used include contactless payment, mobile wallets, and digital currency. Moreover, there is a new development where business operators use payment systems into other business areas, such as an in-built purchase system and relationship management.

Hospitality Industry

Benefits of Virtual Card Terminals for Hospitality Businesses in Canada

In this context, the hospitality industry in Canada, as well as in other parts of the world, faces the burden of payment processing complexity. At the same time, virtual card terminals present a solution that offers many more business-related benefits to the sector. For instance, the use of virtual card terminals enables the streamlining of the payment process and allows for quick transactions.

Specifically, there is no need for separate hardware tools to process transactions, which means that businesses can complete transactions quickly and save time for customers . This adaptability may be particularly beneficial in the setting of hotels and in-person sales points at restaurants. It is also possible for businesses to use virtual card terminals to improve the quality of customer experience and support the spread of contactless payments.

Customers can use the tap-and-pay feature to complete transactions—including using a card or mobile device—and complete the transaction securely. This approach both positively affects the customer experience by making it faster and is in line with the current post-pandemic focus on hygiene and avoidance of physical contact. Finally, virtual card terminals enable businesses to eliminate human errors from the billing process.

Security Measures in Virtual Card Terminals

In the hospitality sector, where the foundation of consumer loyalty is engendering trust, ensuring secure payment systems is vital. Numerous security concerns are addressed by the adoption of virtual card terminals that utilize various security settings to shield the users’ sensitive financial data from malicious actors.

The importance of secure payment systems in the hospitality sector can be summarized as follows: There is a great deal of sensitive information included in the data a hospitality company handles, and very little is as personal as one’s financial details. Despite the fact that it is essential to prevent disclosing such information to an unauthorized third party, companies’ reputation and authority are on the line as well . Virtual card terminals, in particular, facilitate strengthening the totality of the industry’s security policies.

As far as the security settings are concerned, the following components should be considered: Encryption protocols safeguard the information in transit, while storage security is employed to safeguard card information once saved. In addition, many virtual facilities utilize payment tokenization as a security measure, which replaces personal information with a special kind of data, diminishing the chances of a potential data violation. Given the nation’s strict rules on the handling of data, Canadian establishments can’t be at ease without complying with national laws .

All virtual terminal seller-to-client agreements incorporate third-party offers to do their best comply with Canadian data security regulations.

How Virtual Card Terminals Adapt to Unique Hospitality Needs

Given the diversity of the hospitality industry and its dynamic character, the solutions applied should demonstrate flexibility. The exemplar of flexible tools that can meet the needs of a business in this sector are virtual card terminals.

They include:

1) Demand and reservations. Virtual card terminals are aware of the peculiar business specifics of the hospitality sector. Whether it is a hotel that accommodates guests, a restaurant that serves a sit-in and takeaway meal, or a ticketing service, this tool covers all options. As a result, businesses are free to switch between the activity modes without limiting the efficiency of payments,

2) Integration with reservation management and other hospitality software. A second benefit of this tool is that it is easily integrated with other software that a hospitality business uses. For example, it includes reservation systems, POS, and CRM. The rational effect is that all the operations are concentrated in one platform, which makes the business more efficient and interconnected,

3) customization of the type of business. It is essential for the hospitality sector where the businesses are never the same. Thus, even with the virtual terminal, a boutique hotel adapts the interface of the tool to their house’s style, while a vegan restaurant designs the terminal accordingly.

Hospitality Industry

Considerations for Choosing Virtual Card Terminals

Choosing the right virtual card terminal provider is a major decision to make for businesses in the Canadian hospitality industry.

To ensure that the systems adopted suit the particular business needs and aspirations, the following are factors to consider:

Factors to consider: Security measures, User-friendly interface, Scalability, Integration capabilities, Customer support,

Security measures: The provider’s system should have encryption, tokenization, and compliance with data privacy policies, among others.

Integration capabilities: The terminal should integrate efficiently with the rest of the systems in place, including reservation software and POS systems, among other operational tools.

User-friendly interface: The interface should be easy to use both for the staff and the customer.

Customer support: The provider should offer reliable and timely customer support to handle issues as they arise.

Scalability: The virtual terminal chosen should be scalable regardless of whether it is a small boutique or large resort. Comparison with traditional payment systems 

Cost-efficiency: Virtual card terminals have lower upfront costs than traditional POS systems.

Mobility: Unlike traditional hardware-based systems that require significant time to shift, virtual pads can be employed anywhere within the hospitality arena due to the availability of the necessary tools.

Maintenance and updates: With cloud-based solutions, virtual terminals are much easier to keep up with, and the provider can handle the automatic update. 

Cost structure: Depending on the provider, the terminal may be priced in terms of a per transaction fee or a subscription fee.

Scalability: It should grow with the business Support services: Ensure that the provider offers adequate support, including training for staff.

Future Trends and Innovations

Payment technology in the Canadian hospitality sector would continue to evolve in the future. Anticipating the market and striving to be prepared for the changes, businesses should consider the following trends and innovations. In terms of predictions and future development, the following factors could be identified.

Contactless payments would be required and promoted in terms of hygiene and comfort. Virtual card terminals could be used more often as a platform that supports the creation of such payments . The role of artificial intelligence and automation would be increased for billing, order processing, and other transactions.

Payment technologies would be even more personal creating unique experiences for their users in the form of preference for discounts and offers . Various other innovations and technologies would also have an impact on the industry. For example, blockchain can be used as software in transaction systems and guarantee that transactions could not be changed or canceled .

Biometric identification with the help of fingerprints or facial features could be required from consumers . Voice control also would be developed more bringing the payment mechanism closer to hands-free operation. By integrating those trends, Canadian hospitality would be able to meet the expectations of the developing market and the changes that the business in this sphere will face in the future.


In the years to come, more advancements and evolutions in the field of payment technologies, such as the integration of various themes of AI and the application of blockchain in payments, will continue to define the industry. Hospitality enterprises that explore and innovate payment technologies of the future will likely surpass the present and future expectations of their customers, signaling a future where seamless, secure, and high-tech payment systems are synonymous with the Canadian hospitality experience.

Elevate Your Hospitality Enterprise with RapidCents Online Payment Gateway!

Having acknowledged the potential integration of the Virtual Card Terminal into Canada’s hospitality sector, it is time to progress to the subsequent phase of modernizing your payment gateways. RapidCents, our developed online payment gateway, is designed to match your business’s specific requirements.

Why RapidCents?

Rapid transaction speed: Optimize the pace of your transactions with an efficient and streamlined payment process .

High-security measures: Securing the privacy of your customers requires the use of multiple layers of security.

Adaptable: The design is customizable and can be used with your booking systems.

Support: Our team stands ready to help you integrate your new payment solution. RapidCents offers you an opportunity to embrace the future of Canada’s competitive hospitality scene. Our priority is to be your efficient, secure, and customer-focused partner, and by integrating RapidCents, you can accomplish this goal. Sign up today for RapidCents!


What are virtual card terminals, and how do they differ from traditional POS systems?

Virtual card terminals are digital tools enabling card payments without physical readers. Unlike traditional POS systems, they operate online, using existing devices for flexibility.

How does RapidCents enhance security for Canadian hospitality businesses?

RapidCents ensures secure transactions with robust encryption, tokenization, and compliance with Canadian data protection regulations.

Can virtual card terminals adapt to the unique needs of diverse hospitality businesses?

Absolutely! Virtual card terminals like RapidCents offer adaptability, integrating with reservation systems, supporting various business models, and providing customization options.

Online Payment is now a piece of cake.

Join now.
Scroll to Top

Get In Touch.

We're always willing to help.

Fill in the form to get in touch with someone on our team, and we will reach out shortly.

Please visit the support portal for our FAQs.
Unable to find answers?
Submit a ticket and we will get back to you shortly.

Contact us today!

Send us an e-mail!