"Do you take cards?" It's the most common question at craft fairs, and if your answer is "cash only," you're leaving money on the table. In this guide, we'll cover everything you need to know about accepting payments at craft fairs — from choosing the right card reader to handling cash safely.
Why Card Payments Are Essential
According to industry data, the average card transaction at craft fairs is 30-40% higher than cash transactions. Here's why:
- Impulse purchases: Customers spend more freely when they don't see cash leaving their hands
- No cash limits: People often bring limited cash to events; cards remove that ceiling
- Convenience: Younger shoppers often don't carry cash at all
- Trust: Professional payment processing signals a legitimate business
Still skeptical? Try this: at your next fair, track whether cash or card customers spend more. You'll be surprised.
Mobile Card Readers: The Gold Standard
For most craft fair vendors, a mobile card reader is the perfect solution. They're affordable, easy to use, and work with your smartphone or tablet.
Top Mobile Payment Processors Compared
| Provider | Card Reader Cost | Transaction Fee | Best For |
|---|---|---|---|
| Square | Free basic reader; $59 contactless | 2.6% + 10¢ | Most vendors (best overall) |
| PayPal Zettle | $29 first reader | 2.29% + 9¢ | Existing PayPal users |
| Clover Go | $49 | 2.6% + 10¢ | Integration with Clover ecosystem |
| Stripe Reader | $59 | 2.7% + 5¢ | Tech-savvy vendors with online stores |
| SumUp | $54 | 2.75% | Simple flat-rate pricing |
Why Square is #1 for Craft Vendors
Square dominates the craft fair scene for good reasons:
- Free basic magstripe reader — no upfront cost to start
- No monthly fees — pay only when you make sales
- Instant deposits available (for 1.75% fee)
- Built-in inventory tracking — see what's selling
- Offline mode — process payments without internet
- Receipts via email/text — builds your customer list
- Ecosystem — works with Square Online, invoicing, and more
The $59 contactless reader is worth the upgrade — tap-to-pay is faster and customers expect it now. Apple Pay, Google Pay, and contactless cards all work.
Setting Up Your Payment Station
Essential Equipment
- Smartphone or tablet — larger screens are easier for customers to see
- Card reader — get the contactless version
- Phone mount or stand — keep hands free, maintain professional look
- Backup charger/power bank — a dead phone = no card sales
- Cellular hotspot or phone data — don't rely on event WiFi
Checkout Station Best Practices
- Position your payment station at the front corner of your booth (easy access)
- Face the screen toward the customer for tip selection and signature
- Keep the card reader visible and accessible — don't make people ask
- Have a small sign: "We accept cards!" with logos
- Keep your checkout area clear and organized
Cash Handling: Still Important
Even with card readers, you'll get cash customers. Be prepared:
Your Cash Float
Start each fair with a cash box containing:
- $50-100 in mixed bills ($1s, $5s, $10s)
- $10-20 in quarters (for tax)
- Keep larger bills ($20s, $50s, $100s) separate and secure
Pro tip: Price your items to minimize change-making. Prices like $10, $15, $20, $25 are much easier than $12.47.
Cash Security
- Never leave your cash box unattended
- Use a locking cash box or an apron with zippered pockets
- Don't flash your money — count discreetly
- Make "bank runs" during slow periods (stash excess cash in your car)
- Be alert — unfortunately, theft happens at events
Counterfeit Detection
Large bills ($50, $100) can be counterfeit. Simple protection:
- Counterfeit detection pen — $5, quick swipe test
- Feel the paper — real bills have texture, fakes feel smooth
- Check the watermark — hold up to light
- Look for color-shifting ink — tilt the bill, the number changes color
When in doubt, politely ask: "Do you have something smaller?" Most people do.
Digital Wallets & Alternative Payments
Apple Pay, Google Pay, Samsung Pay
If you have a contactless card reader, you automatically accept these. Customers love the speed — just tap and done. No signatures for small amounts.
Venmo, Zelle, Cash App
Some customers will ask "Do you take Venmo?" Here's the deal:
- Pros: No fees for personal transfers, instant for the customer
- Cons: Looks unprofessional, no business records, potential scams
If you do accept them, create a business account (not personal) and display a QR code. But honestly, Square is cleaner and more professional.
Checks
In 2026? Probably not worth the risk. If you do accept checks:
- Get driver's license info
- Use a check verification service
- Don't accept out-of-state checks
- Consider it a risk — bounced checks happen
Sales Tax: Don't Forget It
Sales tax requirements vary by state, but most require you to collect it at craft fairs. Here's what you need to know:
Before the Fair
- Get a sales tax permit — required in most states, usually free
- Know the local rate — it varies by city/county
- Set up tax in your POS — Square and others can calculate automatically
Pricing Strategies
You have two options:
- Add tax at checkout: "$20 + tax" — clearer but messier transactions
- Include tax in prices: "$22 (tax included)" — cleaner checkout, price appears higher
Many vendors choose to include tax for smoother transactions. If your state rate is 7%, a $20 item becomes $21.40 — round to $22 and absorb the difference.
Reporting
Keep records of all sales for your quarterly/annual tax filings. Square and other POS systems generate reports that make this easy.
Handling Common Payment Situations
"Can I get a deal if I pay cash?"
You'll get this question. Options:
- Policy response: "Our prices are the same regardless of payment method."
- Volume discount: "I don't discount for cash, but I do offer multi-buy deals."
- Flexibility: If it's a large order and end of day, a small cash discount might make sense.
Remember: the card processing fee on a $30 sale is about $0.88. That's not worth losing a sale over.
"My card got declined"
Don't embarrass the customer. Simply say: "That one didn't go through — do you have another card, or would you like to try again?"
Common reasons for declines:
- Chip malfunction (try swiping)
- Poor internet connection (try again)
- Card limit reached (try another card)
- Fraud alert from their bank (they need to call)
No internet connection
If your cellular data fails, Square and some other apps have offline mode. Cards are stored and processed when you're back online. The app will show a warning — understand the risk (you can't verify funds offline).
Backup plan: Keep enough cash float to operate cash-only if tech completely fails.
Recording Sales & Inventory
Keeping accurate records is critical for understanding your craft fair profitability. Candle makers and soap makers can benefit from specialized tools like WickSuite for candle business management or Soaply for soap recipe and cost calculations.
Why Track Everything
- Tax records: Required for IRS and state sales tax
- Profitability: Know which fairs are worth doing again
- Inventory planning: See what sells, what doesn't
- Goal setting: Track your progress over time
Using Square for Inventory
Square's free tier includes basic inventory tracking:
- Create items with names, prices, and photos
- Track quantity on hand
- Get low-stock alerts
- See sales reports by item
At the end of each fair, you'll have automatic sales reports — no manual spreadsheets needed.
Tipping at Craft Fairs
Should you enable the tip prompt on your card reader? It's a personal choice.
Arguments for tips:
- Some customers genuinely want to show appreciation
- It's passive income (you're not asking, the app is)
- Common at food vendors, normalizing for all vendors
Arguments against:
- Can feel awkward for handmade goods (you're not serving them)
- Might make customers uncomfortable
- Could seem greedy if prices are already high
If you do enable tips, use subtle options (like "No tip / $1 / $2 / Other") rather than percentages. And never pressure — the prompt does the work silently.
Your Pre-Fair Payment Checklist
- ☐ Card reader charged and working
- ☐ Phone/tablet fully charged
- ☐ Backup power bank packed
- ☐ Payment app updated to latest version
- ☐ Test transaction completed (void it after)
- ☐ Cash float prepared with correct change
- ☐ Cash box/apron packed
- ☐ Sales tax rate set correctly
- ☐ "We accept cards" sign ready
- ☐ Phone data plan has enough data
Cost Breakdown: What You'll Actually Pay
Let's say you have a good fair and sell $500 in card transactions:
| Total card sales | $500 |
| Square fee (2.6% + 10¢ per transaction) | ~$15-18 |
| Your take-home | ~$482-485 |
That's about 3% to accept cards. Consider it a cost of doing business — like your booth fee. The alternative (losing sales from "cash only") costs far more.
Final Thoughts
Payment processing is a solved problem in 2026. For most craft fair vendors, the setup is simple:
- Get Square (or similar) — free to start
- Buy the contactless reader — $59 well spent
- Keep a cash float — for the customers who prefer it
- Track everything — for taxes and insights
When a customer walks up to your booth, falls in love with your product, and asks "Do you take cards?" — you want the answer to be "Absolutely!"
Ready to find your next fair? Browse craft fairs on TheCraftMap, filter by your state, and check application deadlines so you don't miss out. Happy selling!