Safe And Simple Payment Methods For Canadian Solopreneurs

Published May 24, 2025

I subscribe to the AIPB (American Institute of Professional Bookkeepers) free newsletter. I like it because the information presented is practical and helpful. As this is an American bookkeeping organization, you often have to figure out if the information is relevant in Canada.

One example is their recent three part series on 'Caution using apps to make payments'. The three part series covered (a) making your device security a top priority, (b) app best practices, and (c) income tax issues. This is my quick overview of what the first two articles covered.

• Many small businesses use P2P (peer to peer) platforms like Zello, Venmo, CashApp, PayPal mainly for small transactions. It points out "P2P was designed for person-to-person payments, not business-to-business payments."
• For larger payments, small businesses should stick to the US ACH (Automated Clearing House) system, credit cards, or cheques.
• Implement strong device security including passwords, MFA (Multi-factor authentication), and regular updates is not optional in this day and age.
• Maintain separate business accounts for any P2P app you use for business transactions.
• Link apps to credit cards rather than bank accounts.
• Keep detailed documentation to stay onside with the IRS and integrate with accounting software.
• Verify recipient details carefully before sending payments.
• Avoid public WiFi, your cellular service is a better choice.
• Restrict the app access to authorized personnel.

The third article discussed income tax issues with P2P payments. The main points covered dealt with the 1099-K reporting of payment processors. AIPB had a few recommendations to avoid income tax issues.

• Keep separate business and personal accounts when using P2P apps. (Do you see a recurring pattern?)
• Maintain proof non-revenue funds received are not revenue to avoid it being included in 1099-K records.
• Clear audit trails are a necessity.
• Use business forms whenever possible.
• Watch for new business-focused apps rather than using P2P apps.
• Regularly review and reconcile your bank and GL accounts.

These are good lists. While the principles of separating accounts and maintaining good documentation apply to Canadian businesses too, I thought I'd go through the lists and "Canadianize" both of them as well as explain how some of our banking processes in Canada differ from the U.S..

How is Canadian Banking Different From The U.S.?

Let me explain what I know about the Canadian payments clearing and settlement system. You might be wondering why you would want to know this stuff? For me, understanding these systems helps me make informed decisions about the payment processing options available.

The main clearing system in Canada is operated by Payments Canada (formerly Canadian Payments Association). They operate two systems:

1. LVTS (Large Value Transfer System) - This is for large electronic payments between financial institutions. As we are mainly interested in small business, enough said about this.
2. ACSS (Automated Clearing Settlement System) - It handles smaller value transactions including cheques, direct deposits and withdrawals, debit card transactions, ATM (Automated Teller Machine) transactions, and electronic bill payments. They do not process credit card transactions.
   
   For example, small-value payments (like debit transactions) flow like this: Customer → Interac → Payments Canada (ACSS) → Bank of Canada → Merchant's Bank → Solopreneur

The basic Payments Canada clearing process involves:

• Transaction initiation
• Exchange of payment items between financial institutions
• Settlement of net positions between banks through accounts at the Bank of Canada

For credit card transactions, Visa and Mastercard operate their own private networks. The transactions are processed through the card networks rather than Payments Canada. The credit card networks connect to issuing and acquiring banks, and transactions are cleared and settled through their own private networks (VisaNet for Visa and Banknet/INET for Mastercard), not through ACSS.

For example, credit card payments flow like this: Customer → Payment Processor (e.g., Moneris) → Card Networks (Visa/Mastercard) → Merchant's Bank → Solopreneur

As merchants can't connect directly to the network, they need payment processors that act as intermediaries for the merchant services. Some common payment processors in Canada are Moneris, Chase Paymentech, Global Payments, Elavon, Fiserv (formerly First Data), Square, and Stripe.

To complicate it just a bit more, payment processors like Moneris not only handle credit card transactions through Visa/Mastercard networks (which are settled through their own networks), but also debit card transactions through Interac where transactions are cleared through ACSS and settled through the Bank of Canada.

As you can see, debit cards interact with two systems. Interac handles the network connectivity, transaction authorization and the message routing between banks. ACSS handles the clearing process and the calculation of the net positions between the banks.

🦆 Duck Note: The U.S. payment clearing and settlement system is different from Canada's. Here's what my research shows how it works. As you will see, the U.S. system is more complex than Canada's with multiple networks and operators:

1. Fedwire is operated by Federal Reserve. It is a real-time gross settlement system that handles large-value, time-critical payments.
2. CHIPS (Clearing House Interbank Payments System) is a private clearing house for large-value transactions that is mainly used for international transfers. The corporation is owned by a group of around 25 major commercial banks.
3. ACH (Automated Clearing House) is operated by Federal Reserve and The Clearing House. It is a nationwide network that handles smaller electronic payments, direct deposits, bill payments, etc.
4. Check clearing is a mix of physical and electronic processing. Checks can be cleared through the Federal Reserve or the private clearinghouses. The Check 21 Act allows for electronic check processing.
5. Card Networks operate independently from Federal Reserve systems. They are private networks (Visa, Mastercard, etc.) just like in Canada.

The main difference from Canada, that I can see, is that the U.S. has multiple competing systems and operators, while Canada's system is more centralized through Payments Canada.

What I've presented here is a simplified overview. The actual systems in both countries have complex technical and regulatory requirements.

Next let's dive into P2P payment services so you get a feel for the benefits and weaknesses of using these apps for your business.

What Are P2P Payment Services?

A P2P (Peer-to-Peer) payment service is a digital way to send money directly from one person to another person. Some non-business examples are splitting a dinner bill (like they show in TV advertisements), paying your share of rent, sending money to a family member or paying a friend for concert tickets. You can also pay your babysitter. 

🦆 Duck Warning: P2P services wasn't designed for business use. They usually don't have strong fraud protection, so they should only be used with people you trust.

Given that caveat, here are some of the ways small businesses use P2P apps today - house cleaners collecting payment after their service, craft fair sellers accepting payments, dog walkers receiving payment, food truck sales, and consultants using one-time fees.

Think of P2P apps as a digital version of handing cash to someone, but instead of physical money, you're sending it electronically through your phone or computer.

🦆 Duck Reminder: For regular business transactions, consider more appropriate options like business merchant accounts, professional payment processors, business banking solutions, and dedicated POS systems.

Digital Wallet Options

Let's talk about digital wallet options in Canada and how they have built in security features. The two wallet options in Canada that I'm aware of are Apple Pay and Google Pay. Both options help reduce fraud.

Apple Pay uses device-specific tokens instead of actual card numbers. It requires biometric (Face ID/Touch ID) or passcode verification. Transactions are encrypted and not stored on Apple servers. And you gotta love that a lost device can be disabled through Find My iPhone.

Google Pay uses virtual account numbers protect that real card details. Screen lock is required for transaction security. Payments are tokenized and encrypted. And invaluable if you are like me and lose your phone on a semi-regular basis, remote disable is an available option.

Just a quick about QR code payment options. I'm not a fan of QR codes as I see them as a security risk. It's impossible to verify a QR code's content before scanning it, as the code is unreadable to human eyes. The real security happens when you see where the code is trying to send you - BEFORE you proceed with any transaction. If you go this route, it's best to stick with trusted providers such as Interac or banking QR codes and generate single-use codes not static codes.

🦆 Watchful Duck: Here are some Canadian Payment Fraud statistics ... just to freak you out a bit!

A Payments Canada September 2024 article titled, 'One in five Canadian businesses experienced payment fraud in the past six months' has the following findings:

• Around one in seven businesses (15 per cent) lost money from payment fraud in the last six months.
• Impersonator fraud represented 25 per cent of payment fraud experienced by businesses.
• 71 per cent of businesses were partially or fully reimbursed by their financial institution for lost money from fraud.  
• 39 per cent of businesses store passwords on personal devices creating security risks. 
• 45 per cent noticed an increase in fraudulent or suspicious activity directed through email.
• 65 per cent would be willing to take extra steps for online transactions if it meant they were better protected.
  

A Payments Canada July 2024 report also stated, "Many Canadians fail to use password best practices, 35 per cent store passwords in their smartphone, computer, email or notebook, and 19 per cent use the same password for all their accounts."

You can learn how credit card fraud happens and how to protect yourself at a Canada report titled 'Credit Card Fraud' at canada.ca/en/financial-consumer-agency/services/credit-fraud.html. It also covers what to do if you are a victim of credit card fraud.

Canadian P2P Payment Apps

Unlike the U.S., Canada has fewer P2P payment apps because Interac e-Transfer is so widely used and integrated with Canadian banks. Many US payment apps either don't operate in Canada or have limited functionality here. So how do Canadians make digital payments?

1. Interac e-Transfer is the most widely used payment method in Canada and is integrated with all major Canadian banks. Interac provides secure and instant transfers for a small fee. Many banks now offer unlimited Interac transactions at no additional charge. You can send money via email or phone number. It has excellent fraud protection.
2. PayPal offers both Personal and Business accounts. Both are widely accepted internationally. PayPal provides good buyer/seller protection, though its fees are higher than Interac. You can link your PayPal account to Canadian bank accounts and credit cards. While your main account is in Canadian dollars, PayPal lets you hold multiple currencies including USD, GBP, and EUR.
3. KOHO is not a bank but a Canadian prepaid Visa card and app. It does have all the basic features you'd expect from a bank including CDIC insurance. I am not familiar with it but it came up while I was researching this article. It's my understanding it is free to use, offers cashback, and allows you to send or receive money between KOHO users. It apparently has good budgeting features too. I should mention there are other online bank apps like EQ Bank, Simplii Financial, Tangerine, Neo Financial, and Wise. Most of these options are P2P not business apps.
4. Other Canadian options are wire transfers through banks, direct deposits or preauthorized withdrawals. For example the CRA now makes use of both preauthorized deposits and withdrawals. Mobile banking apps from major banks and credit unions are also frequently used here.

For business transactions, Interac e-Transfer is generally considered the most secure and widely-used option in Canada. It's backed by Canadian banks and offers better protection than US-based peer-to-peer payment apps, many of which, as mentioned, have limited functionality in Canada or aren't available at all.

For business-to-consumer transactions, payment processors' POS solutions are the standard approach in Canada, while P2P is more suitable for informal or one-off payments between individuals or small businesses.

Recommended limits for P2P transactions are (a) keep transactions small (under $1,000), (b) use for occasional, not regular payments, and (c) it is better for one-off service payments.

You might be wondering, "Why have P2P limits?". For a number of reasons. Here are a few:

• Limited fraud protection
• Tax reporting complications
• Bank may flag large and/or frequent transfers
• Most services have built-in daily limits
• There's a possibility that business accounts may be suspended if P2P is overused

A better alternative for larger transactions or more volume are payment processor POS systems already discussed, making use of direct deposits or EFTS, using business banking transfers or Interac, paying by credit card or on an e-Commerce platform.

My preference before I retired was to select PayPal Business as the payment option when shopping online or using e-Commerce platforms mainly because I rarely have complete confidence small business have good security protocols.

🦆 Fun Fact: Canadians have a higher adoption rate of debit card transactions and mobile banking use than Americans. This is because of Canada's concentrated banking sector (the big five banks), early adoption of digital banking in Canada, our universal Interac system, strong security standards, and the cultural acceptance of digital banking in Canada.

U.S. P2P Payment Apps

Let's take a quick look at U.S. P2P payments apps to help you understand how different the environment is from Canada.

Zelle, Venmo, Cash App, and PayPal Personal are popular U.S. P2P (peer-to-peer) payment services that allow users to quickly send and receive money digitally. Here is a broad overview of their features:

1. Zelle: Is directly integrated with many major US banks. It transfers money between bank accounts instantly and there are no fees for most users. It is primarily used for sending money to people you know and trust. It's important to note that a payment cannot be canceled or reversed once sent.
2. Venmo: Is owned by PayPal. It is a popular social payment app. You can see your friends' payment activity unless you set your activity to private. While it is free for your personal payments using bank accounts and debit cards, there is a fee for credit card payments. Your account can be linked to a Venmo debit card that can be used anywhere Mastercard is accepted.
3. Cash App (formerly known as Square Cash): It is owned by Block, Inc. and allows instant money transfers. You can buy and sell stocks and Bitcoin and will accept direct deposits like your paycheck or government payments and income tax refunds. Like Venmo, it provides a free debit card, is free for personal payments using bank accounts and debit cards. Fees apply for instant deposits and credit card usage.
4. PayPal Personal: It is meant for individual, non-commercial use. You can use it to send and receive money from friends or family. It cannot accept credit card payments and has limited seller protection. It's better to use PayPal Business for your business transactions.

🦆 Quacker Points: All four services are legitimate and widely used in the U.S., but they're primarily meant for sending money to people you know and trust, not for business transactions with strangers, as they offer limited fraud protection. Zelle, Venmo, and Cash App don't operate in Canada.

WiFi Security: A Critical Consideration

The AIPB newsletter mentioned to never use public WiFI. So let's chat about both public and private WiFI and the surrounding thoughts about when it's okay to use it. I'm going to use bullet points here as I think the content will come across stronger and keep the points in your brain a bit easier.

For solopreneurs in Canada handling digital payments over WiFi, security is not only essential but critical. It is recommended you never use it in these circumstances:

• Public WiFi (coffee shops, airports, hotels) for financial transactions
• Unsecured home WiFi networks
• Free WiFi hotspots
• Unknown or unverified networks

Safe WiFi practices

So what are some generally agreed upon safe WiFi practices:

1. For business transactions, you should only use (a) your secure office WiFi network, (b) a dedicated business cellular hotspot; or (c) your secure home network (with proper security setup).
2. Secure your business WiFi by using WPA3 encryption (minimum WPA2), having a strong network password, hidden network SSID (though there is some debate on this), regular router firmware updates, change the default admin passwords, and have a separate guest network for clients/visitors.
3. If you are using home WiFi for business, create a separate network for business, use a business-only SSID, perform regular security audits, and use updated router settings.
4. For mobile transactions, choose cellular data over WiFi, use a VPN when WiFi is necessary, never auto-connect to networks, and disable WiFi when not in use. Get a business plan with sufficient data for secure transactions.

Emergency Situations

If you must use public WiFi, keep this in mind:

1. Always use a reliable VPN.
2. Verify network name with staff.
3. Mark network as 'public' on your device.
4. Avoid accessing banking sites.
5. Check for HTTPS connections.
6. Clear browser cache after use.

Do these tasks for emergency preparedness. You will be so thankful you did.

• Have backup payment methods ready.
• Keep your bank's fraud department number handy.
• Know how to remotely wipe your device.
• Document all mobile transactions.
• Keep screenshots of important receipts or send them to your document manager app.

🦆 Duck Warning: When making payments while mobile, it's better to err on the side of caution. If a network feels unsafe, trust your instincts and wait until you have a secure connection.

Security Considerations For Payment Apps

Here are some security considerations when selecting payment apps:

1. Data Storage: Data stored outside Canada is subject to different privacy, security, and data ownership laws which may take precedence over Canadian laws. Consider the following:

• Should you prioritize services with Canadian data centers?
• Review the privacy policies.
• Understand cross-border data implications and the U.S. Patriot Act.

2. Best Practices

• Enable multi-factor authentication always, no exceptions.
• Use business-specific apps and accounts rather than P2P apps and personal accounts.
• Keep on top of regular security updates.
• As discussed, avoid public WiFi for financial transactions.
• Document all electronic transactions to keep onside of the CRA.

Canadian Solutions For Sending Payments

For solopreneurs SENDING payments, here's the options I've found. It assumes as a solopreneur you do not have large volumes or dollar values:

Regular Payment Options:
1. Online Banking

• Bill payments to registered payees
• Interac e-Transfer to suppliers and contractors
• Wire transfers for international payments (If low dollar volume, this is not my first choice.)

2. Business-Specific Solutions:

RBC PayEdge

• Accounts payable automation with multiple funding sources including credit cards
• Supplier payments
• International payments
• Integrated with RBC banking as well as QBO, Xero and Sage Accounting
• Canadian company
• Has a pay as you go option designed for low volume customers at $1 per transaction, wire transfers are $15.

Plooto

• Automate your accounts payable (and accounts receivable) with funding available from multiple sources
• Good for supplier and vendor payments
• International payments
• Payment approval workflows (multiple approval levels)
• Integrates with accounting software
• Canadian company
• It's a touch expensive for the solopreneur with low volumes but I thought I'd mention it. In 2024, a low client payment volume pricing tier was reintroduced. It is only available to accountants and their clients at $9 per month plus transaction fees. I used to use Plooto before they changed their pricing structure in 2019 from per-transaction charges to a subscription based approach.

Payment Evolution

• Specializes in Canadian payroll and contractor payments
• T4/T4A filing
• Direct deposit capabilities
• Canadian company

🦆 Duck Note: As a solopreneur SENDING payments, you typically don't need EFT capabilities - that's more for RECEIVING regular payments from customers. The above options should cover most solopreneur payment needs.

Canadian Solutions For Receiving Payments

If you are looking at modernizing your payment processes for receiving payments while keeping data security and Canadian compliance requirements in mind, here are a few app options:

1. Recurring Monthly Payments
Best Solution: Rotessa is a Canadian-owned with Canadian data storage. They specialize in pre-authorized debits. There is flat-rate pricing (no percentages) with simple client setup. It integrates with major accounting software.

Plooto is a good option if you need both accounts receivable and payable automation, though more expensive and better suited for higher volumes than most solopreneurs require.

Other Canadian companies for recurring and pre-authorized payments that store their data in Canada are Telpay and VersaPay (good for accounts receivable automation). 

🦆 Duck Note: The payment processing landscape changes frequently through mergers and acquisitions. I'd recommend verifying current ownership and data storage locations directly with any company you're considering.

2. One-Time Payments
Popular Choice: Interac e-Transfer for Business is a trusted Canadian solution that includes auto-deposit features to reduce fraud.  Interac has near real-time processing and high transaction limits.

Many online accounting software platforms have digital invoicing and payment options. Personally, if you are a soloprenuer with a low volume of transactions, I find it too expensive.

If you sell on a website, of course there are payment links and buttons. Some popular options are PayPal Business, Shopify (Canadian owned that uses Stripe infrastructure) Buy Button, Square and Stripe payment links. 

3. Point of Sale Payments
Canadian Owned: Moneris is owned by RBC and BMO with all data stored in Canadian servers. It is a good solution for in-person and online selling.

Popular and Reliable: Square Canada and Stripe Payments Canada are popular and reliable options. However, they are not Canadian owned and data is NOT stored in Canada. Square uses US-based data centers and Stripe does not exclusively store data in Canada as it uses global data centres. Primary data storage is in the U.S. Canadian payments are processed through Square Canada, but the data flows to US servers which means it is subject to US data privacy laws in addition to Canadian regulations. Stripe processes payments through local Canadian banks. Both have a business presence in Canada but primarily operates through their US headquarters. That said, they are mobile friendly and good for occasional sales. They are integrated POS systems.

POS Options Summary:

Moneris
- Canadian-owned (RBC/BMO)
- Canadian presence: Yes
- Data stored in Canada: Yes
✅ Fully Canadian operation

Square
- US-owned (Block, Inc.)
- Canadian presence: Yes
- Data stored in Canada: No
❌ US-based operation with Canadian presence

Stripe
- US-owned
- Canadian presence: Yes
- Data stored in Canada: No
❌ US-based operation with Canadian presence

Chase Paymentech
- US-owned (JPMorgan Chase)
- Canadian presence: Yes
- Data stored in Canada: No
❌ US-based operation with Canadian presence

Global Payments
- US-owned
- Canadian presence: Yes
- Data stored in Canada: No
❌ US-based operation with Canadian presence

Elavon
- US-owned (U.S. Bank)
- Canadian presence: Yes
- Data stored in Canada: No
❌ US-based operation with Canadian presence

Fiserv (formerly First Data)
- US-owned
- Canadian presence: Yes
- Data stored in Canada: No
❌ US-based operation with Canadian presence


🦆 Duck Summary: Of these major payment processors, only Moneris is Canadian-owned and stores data exclusively in Canada. All others, while having a Canadian business presence, are US-owned companies storing data primarily in US data centers.

🦆 Duck Warning: Consider these factors when choosing:

• Transaction fees and / or monthly subscription fees
• Settlement time
• Integration with your accounting software
• Customer preference and ease of use
• Security features
• Whether data stays in Canada

Best Payment Practices

Here's my two cents on best payment practices:

• Use official banking / payment apps
• Enable push notifications for transactions
• Set transaction limits on mobile payments
• Use 2FA (Two factor authentication) for all payment services
• Check for the padlock symbol and "https" before making a transaction in the URL bar

🦆 Duck Wisdom: One compromised transaction can lead to significant financial loss and business disruption. When in doubt, use your cellular data connection.

Common Payment Challenges for Canadian Solopreneurs

Here's some examples of the some of the common payment challenges facing Canadian solopreneurs to solidify how using technology to address some of your payment processing pain points might help.

1. Late Payments
Challenge: Clients consistently paying invoices late
Solutions:

• Set up automatic payment reminders
• Offer early payment discounts
• Use recurring payment platforms - Rotessa is best for simple recurring payments, lower volume, flat-rate pricing while Plooto is a good option if you need both accounts receivable and payable automation, though more expensive and better suited for higher volumes
• Consider requiring deposits for large projects or prepayment before services start

2. International Payment Fees
Challenge: High fees when accepting USD or other foreign currencies
Solutions:

• Use PayPal Business with its multi-currency features
  
• Consider Wise (formerly TransferWise) for better exchange rates
• Open a USD business account with your Canadian bank
• Build currency exchange fees into your pricing

3. Cash Flow Management
Challenge: Irregular payment schedules are affecting cash flow
Solutions:

• Implement recurring billing where possible
• Offer multiple payment methods
• Set up a line of credit as backup
• Structure payment terms (50% upfront, prepayment before services start, etc.)

4. Payment Security
Challenge: Concerns about payment fraud and chargebacks
Solutions:

• Use Interac e-Transfer for Business with auto-deposit
• Document all transactions thoroughly
• Implement clear refund policies
• Choose payment processors with strong fraud protection

Implementation Strategy

Here are my suggestions as you automate your business processes:

1. Start Small: Begin with one area (e.g., client payments). Test with a few transactions then gradually expand usage.

2. Document Procedures: Even though you are a solopreneur for now, create clear process guides and establish security protocols.

3. Regular Review: Monitor transaction costs, review security settings, and update your procedures as needed.

Here are some future considerations you might want to keep in mind when selecting a payment app ... but don't stress out about it. Just keep it in the back of your mind.

1. Scalability: If possible, choose solutions that grow with your business such as your future integration needs. Plan for increased transaction volumes as your business grows.

2. Emerging Technologies: Make a point to stay informed about new payment methods. Keep an eye for any up and coming regulatory changes. It's always smart to review payment app solutions periodically.

🦆 Quacker Summary: Transitioning to digital payments doesn't have to happen all at once. Focus on Canadian solutions where possible for better support and data security. Start with the most impactful area for your business and expand gradually as you become comfortable with each new system.

Canadian P2P Income Tax Issues

I started this article by outlining the U.S. P2P income issues. As mentioned, the principles of separate business and personal accounts while maintaining good documentation and reconciliation practices apply to Canadian businesses as well. But some of the U.S. income tax issues like 1099-K reporting don't affect Canadian solopreneurs doing business in Canada (i.e. not in the U.S.)

Let me explain. There is no equivalent of 1099-K reporting in Canada; instead CRA generally relies on the self-reporting of business income. However, in July 2021, the CRA introduced digital economy rules. This means that while Canada doesn't have an exact 1099-K equivalent, there are specific reporting requirements for platform economy participants, and digital platforms have GST/HST collection obligations based on type of supply, customer location, platform involvement, and cross-border considerations.

More >> How CRA Defines The Platform Economy

Solopreneur Best Practices For The Canadian Platform Economy  

Here's what I would put on your radar:

1. Understand your platform economy category as defined by the CRA.
2. Understand CRA's place of supply rules.
3. Keep platform payment records for GST/HST compliance.
4. Ensure your system tracks your GST/HST requirements by the customer's location which drives the rate you charge.
5. Consider maintaining separate accounting records for different types of digital income to make reporting easier.
6. Document cross-border transactions carefully.

Here's a brief overview of the common CRA documentation your P2P needs to provide:

• Platform payment statements
• Bank records showing transfers
• Customer location proof
• Digital invoices/receipts
• GST/HST collection records

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