In India, merchants generally start by onboarding with an acquiring bank, then choose an acceptance method that fits their sales channel: QR for in-person payments, or an online integration such as intent, app-based, or collect. To reconcile, match successful payment records to provider settlement details and the net credit in the bank account. Customer payment confirmation and the merchant’s eventual bank payout are separate events, and settlement timing and fees depend on the merchant’s provider agreement.
How does a merchant start accepting UPI?
Contact the bank that will receive the business’s settlement funds and ask whether it provides UPI merchant acquiring. The National Payments Corporation of India (NPCI) says merchants partner with an acquiring bank for UPI infrastructure. The bank’s onboarding process includes due diligence, merchant identification, assigning a merchant category code, and configuring the merchant account. Ask the bank what documents and checks apply to your business and where payments will be credited. NPCI’s merchant FAQ
Choose the acceptance method for the way customers pay. NPCI lists QR, intent, application-based, and collect integration modes. The bank or payment provider can explain which are available for your account and what setup is required.
Which UPI acceptance mode fits your sales channel?
In-person retail: merchant QR
A merchant QR can be displayed at a checkout counter. NPCI describes QR codes as carrying merchant information such as a UPI ID and amount. A static QR is displayed for customers to scan; a dynamic QR can include transaction-specific information such as the amount. Use the QR issued for the merchant account and follow current NPCI presentation guidance, including its June 2026 BHIM UPI QR guideline.
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A soundbox is an optional aid that announces payment notifications audibly. For example, Bank of India lists a portable UPI QR soundbox kit, but that does not establish compatibility with every acquiring bank or merchant account. Check with your bank before buying a device. Bank of India UPI information
Online sales: checkout integration
For an online store, ask the acquiring bank or payment gateway which of NPCI’s intent, application-based, collect, or QR options fit the checkout and order workflow. Before choosing, establish how the integration passes order and transaction identifiers, reports payment status, handles refunds, and provides settlement records. Settlement timing and fees are provider-specific; the available examples below are not universal terms.
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When does a merchant receive the money?
NPCI’s FAQ says, “All payments are instant and 24/7, regardless of your bank’s working hours.” It also describes merchant funds as received immediately after customer confirmation, into the agreed pool or merchant account. That describes the payment flow; it does not mean every gateway credits the merchant’s bank account on the same schedule. NPCI’s merchant FAQ
As one provider-specific example, Cashfree documents a standard gateway settlement cycle of T+2 bank working days, subject to bank approval and variation based on transaction type, business category or model, and risk parameters. Cashfree also describes an instant settlement option; ask the provider about eligibility, cost, and exact terms before relying on it. These are Cashfree’s terms, not a general UPI settlement rule. Cashfree settlement cycle
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How to reconcile UPI transactions with settlements
Reconcile at the transaction level, not only by comparing daily sales totals. Keep order or sale records connected to payment references, provider settlement records, and actual bank credits. The report fields and available dashboard or API tools differ by provider.
- Record the order and payment reference. Retain the merchant order ID, UPI or provider transaction reference, payment status, and timestamp for each sale.
- Retrieve settlement details. Download the provider’s settlement report or retrieve it through its dashboard or API, depending on the arrangement. Cashfree says its reports can be downloaded daily or monthly. Razorpay describes viewing settlement details from a payment and opening a breakdown from its settlement ID. Cashfree settlement reconciliation Razorpay settlement reconciliation
- Match transactions to settlement rows. Compare transaction reference, date and time, order, gross amount, and settlement ID where those fields are provided. Map the actual report fields before automating the process.
- Explain the difference between gross and net. Identify processing charges, taxes, and other contractual deductions shown in the report. A bank credit may be lower than the gross value of customer payments included in a settlement. Cashfree settlement reconciliation
- Record refunds and other adjustments separately. Link refunds, disputes, risk entries, and other settlement adjustments to the original transaction or order where possible. Cashfree lists these as examples of settlement adjustments. Cashfree settlement reconciliation
- Verify the bank credit and investigate exceptions. Compare the report’s net total and settlement date with the bank statement. Keep a separate queue for successful payments awaiting settlement, pending or failed payments, duplicates, unmatched bank credits, and amount or timing variances. For transaction-status issues or grievances, NPCI directs merchants to their acquiring bank.
What fees and settlement terms should merchants confirm?
Do not assume there is one UPI merchant fee or payout schedule for every business. Government of India announcements dated 8 August and 15 September 2026 describe UPI users remaining free of transaction charges and the vast majority of person-to-merchant (P2M) transactions remaining unaffected under the announced framework. The 15 September release says approximately 96% of P2M transactions remain unaffected and describes charges applying only to specified merchant transactions above ₹2,000. This is dated policy context, not a blanket promise about every transaction, merchant account, or provider charge. Confirm the effective rules for your transaction class and obtain your own fees and settlement schedule in writing from the acquiring provider. Ministry of Finance announcement, 8 August 2026 Ministry of Finance announcement, 15 September 2026
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What to compare before choosing an acquiring bank or gateway
Ask for the operational terms in writing and compare providers on the parts that affect checkout and bookkeeping:
- Onboarding requirements and supported acceptance modes.
- The account that receives settlements and the settlement schedule, including treatment of bank working days.
- Fees, deductions, refunds, disputes, and adjustment reporting.
- Settlement report fields, transaction and settlement identifiers, and dashboard or API access.
- How to raise payment-status issues or grievances, and what support is available.
- For counter service, whether the provider supplies or supports the QR and any soundbox hardware you plan to use.
Provider examples illustrate possible reporting and settlement practices; they do not replace the terms that apply to a particular merchant account.
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