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To accept UPI, an Indian merchant typically onboards through an acquiring bank, chooses an acceptance mode suited to its sales channel, then reconciles successful payments against provider settlement records and bank credits. Customer confirmation is immediate, but the schedule for a gateway or acquirer to remit funds—and any applicable charges—depends on the merchant’s agreement.
How to start accepting UPI as a merchant
Contact the bank that holds your business settlement account and ask whether it provides UPI merchant acquiring. NPCI says the acquiring bank handles onboarding, due diligence, merchant identification, merchant category code assignment and configuration. Ask what KYC and business documents are required, which account will receive funds, and which acceptance modes the bank supports. NPCI’s merchant FAQ describes the bank-led route.
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The right setup depends on where you sell. NPCI lists QR, intent, application-based and collect integration modes. For online sales, discuss whether a direct bank integration or payment gateway will fit your checkout and order workflow.
In-person sales: use a merchant QR
Ask whether the bank provides a static or dynamic QR issued for your merchant account. A static QR can be displayed at the counter; a dynamic QR can carry transaction-specific details such as the amount. NPCI’s QR guidance covers merchant information and presentation formats: BHIM UPI QR guidelines.
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A soundbox is optional hardware that can announce payment notifications audibly. Bank of India documents a portable UPI QR soundbox kit, but that does not establish compatibility with every acquiring account. Confirm device support and availability with your bank before buying one. Bank of India’s UPI soundbox information.
Online sales: match the integration to checkout
For an online store or app, compare supported integration modes and how payment status connects to orders. Before choosing a bank or gateway, check whether it provides reliable transaction identifiers, status notifications, settlement reports, refund handling and any API access your accounting workflow needs. These capabilities and terms vary by provider.
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Payment confirmation is not the same as settlement
NPCI says UPI payments are instant and available 24/7, and its merchant FAQ describes funds reaching the agreed pool or merchant account after customer confirmation. As NPCI puts it, “All payments are instant and 24/7, regardless of your bank’s working hours.” That describes the payment system; it is not a promise that every provider will credit the merchant’s bank on the same schedule.
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Reconcile UPI payments to settlement and bank records
Do not rely on a daily total alone. Match transaction-level records to settlement detail and then to the bank credit, allowing for deductions and adjustments. Provider reports use different fields, so map the report you actually receive before automating the process.
- Record the order and payment reference. Keep the merchant order ID, provider or UPI transaction reference, payment status and timestamp together.
- Get the settlement detail. Download the provider’s settlement report or retrieve it from its dashboard or API, depending on your arrangement. Cashfree describes downloadable daily or monthly reports. Cashfree’s settlement reports guide.
- Match transaction rows to settlement. Compare the transaction reference or ID, date and time, order, gross amount and settlement ID. Razorpay, for example, documents viewing payment details and opening a settlement breakdown from its settlement ID. Razorpay’s settlement reconciliation guide.
- Explain the difference between gross and net. Identify processing charges, taxes or other contractual deductions shown in the settlement report. The bank credit may be lower than the gross value of customer payments.
- Record adjustments separately. Track refunds, disputes, risk entries and other adjustments, linking each to the originating transaction or order where possible. Cashfree lists these as settlement adjustment examples. Cashfree’s settlement adjustments guide.
- Verify the bank credit and resolve exceptions. Match the report’s net total and settlement date to the bank statement. Investigate variances rather than forcing them to balance.
Keep an exception queue
- Successful payments that have not yet appeared in a settlement.
- Failed or pending transactions, and duplicate records.
- Bank credits without a matching settlement record.
- Settlement totals that differ from the report’s net amount.
For UPI transaction status issues or grievances, NPCI directs merchants to their acquiring bank. Refunds follow the bank’s defined process, so document the originating payment and the provider’s refund reference when one is available.
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Fees and settlement terms: what to confirm
Government of India announcements dated 8 August and 15 September 2026 describe UPI users remaining free of transaction charges and the vast majority of merchant transactions remaining free under the announced framework. The September announcement says approximately 96% of person-to-merchant transactions remain unaffected and describes charges applying only to specified merchant transactions above ₹2,000. This is dated policy context, not a universal price quote for an individual merchant. Confirm the currently applicable rule, effective date, transaction class and your own provider’s written terms before budgeting a fee. Ministry of Finance announcement, 15 September 2026; Ministry of Finance announcement, 8 August 2026.
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Questions to compare providers
- What onboarding and business documentation is required, and which acceptance modes are supported?
- Which account receives settlements, and what schedule and working-day rules apply?
- Which fees, deductions and adjustment types may appear, and where are they itemized?
- Which transaction and settlement identifiers appear in reports? Are reports downloadable or available through an API?
- How are refunds, disputes, transaction-status problems and grievances handled?
- For in-person sales, is the QR issued for the merchant account, and is any soundbox supported?
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