Digital payments have become a standard part of doing business. Clients expect to pay online without hassle or concern. But once a payment moves through the internet, card numbers and banking data can pass through several tools before the money reaches your account.
Not every platform treats that information with the care clients assume. Some tools store data in unsecured places or pass it across third-party services without you knowing. As a solo practitioner or small firm, you need a payment process that protects client information while naturally fitting into your daily workflow.
This guide explains what to look for so you can choose secure payment tools and keep each transaction safe.
Understand the Risk Behind Convenience
Digital payments make it easy for clients to pay from anywhere. But that same convenience creates openings for fraud and attempts to steal sensitive information. Remote work and virtual tax preparation widen those openings, giving attackers more places to look for weak spots.
Research indicates that these risks are not hypothetical. In June 2025, a survey found that 43% small businesses across the U.K. had experienced at least one cyberattack within the previous year.1 Similar polls in the U.S. and across multiple continents reached the same conclusion: Attacks on small firms are no longer rare.
If you think attackers only go after large companies, let this be your wake-up call.
Use PCI-Compliant Payment Systems
When you accept card payments, you handle data that must follow Payment Card Industry (PCI) rules. These rules exist to protect card numbers and stop unauthorized access. If a payment system does not meet PCI standards, the risk shifts to you.
Instead of trying to manage PCI compliance yourself, choose a platform that already follows the rules. A compliant payment processor keeps sensitive data out of your hands and manages the security behind the scenes.
Look for a system that handles:
- Encryption to protect card details during the transaction
- Tokenization so the numbers never live on your computer or network
- Fraud checks that block suspicious activity before it becomes an issue
With the right platform, the payment process stays secure, and you remove the liability from your workflow.
Offer Secure Client Portals for Payments
Email was never built for payment details or financial documents. Once a message leaves your inbox, you lose control. It can sit on an unsecured device or end up with someone who should not have access to it.
Client portal software for accountants puts everything in one protected space. Clients log in through a secure link, send documents, pay invoices, and check their status from the same place. Nothing is sent through email, where it can get lost or exposed.
Pro tip: Redirect clients to the portal every time they try to email documents or payment details. When you make the portal the default path, clients adopt it faster, and your risk drops with each interaction.
Embrace Two-Factor Authentication (2FA)
If your payment system or CRM offers two-factor authentication (2FA), turn it on. It adds a second step when you sign in, like entering a code sent to your phone. Even if someone gets your password, they cannot enter the account without that code.
2FA also gives you visibility. When someone tries to log in, you get notified right away. That alert gives you a chance to respond before anything happens.
Educate Clients on Safe Payment Practices
Some clients are not comfortable with digital tools. They may click on random payment links or try to send card details through email. These actions put their data at risk and can expose your business, too.
Use onboarding as a chance to guide them. Show how your payment process works and what they should expect from you.
Share simple points such as:
- Where to go to make a payment
- How to confirm the message came from you
- What you will never ask for by email
When clients understand the correct steps, they are less likely to fall for fake requests or send information through unsafe channels.
Beware of “Scope Creep” in Your Payment Processes
If you need to adjust a fee during a project, sending a quick email might seem like the easiest way to ask for the extra payment.
But you shouldn’t do that, because once money is discussed outside your secure system, the request is easier to fake and harder for clients to validate.
Instead, update the amount in your invoice management system and send a secure payment link. This way, you maintain a clear paper trail and reduce the chance of confusion or fraud.
Why Payment Security Is a Growth Strategy
Payment security is not only a back-office task. It’s part of your client experience. When payments run through a secure, consistent process, clients feel confident working with you.
A secure payment workflow also saves time. You are not chasing unpaid invoices or sorting out billing errors. That time shifts back into what grows the firm: serving clients, taking new work, and improving the overall experience.
3 Quick Wins to Strengthen Your Payment Security Today:
You don’t need to overhaul your whole workflow to make payments safer. A few simple habits can tighten security fast:
- Review your current payment tool. Make sure it follows PCI rules and lets you turn on two-factor login and encryption. If it doesn’t protect sensitive data, start looking for a tool that does.
- Move payments into a client portal. Instead of sending payment instructions by email, direct clients to your payment portal. They know exactly where to pay, and you don’t have to worry about fake emails or mixed-up messages.
- Add payment guidance to your onboarding. During onboarding, point them to the correct link and explain what a real payment request from you looks like. If they ever get something odd, they’ll know to check with you first.
Bring It All Together
Secure payments are part of running a reliable firm. When clients know exactly where to pay and how their information is handled, the relationship becomes easier. You spend less time fixing mistakes and more time on the work that moves your practice forward.
If your current tools create confusion or force you to work around them, it may be time for a system that supports the way you work.
1UK Department for Science, Innovation & Technology. https://www.gov.uk/government/statistics/cyber-security-breaches-survey-2025/cyber-security-breaches-survey-2025
