Why QR payments are now expected
Scanning a QR code has become a normal way to pay in Nepal, from tea shops and grocery stores to clinics and schools. Customers increasingly carry less cash and expect to pay from a mobile banking app or wallet. A business that accepts only cash can lose sales, especially from younger customers and visitors from other cities.
Digital payments also help the business. They reduce cash handling and change shortages, create an automatic record for accounting, and make it easier to show turnover when applying for a loan. The key is to set them up in a way that is secure and easy to reconcile.
Choose the right merchant setup
There are two broad routes. You can obtain a merchant QR through your bank, which typically connects to national QR networks such as Fonepay or NepalPay and can be scanned by many banking and wallet apps. Or you can open a merchant account with a licensed payment service provider such as eSewa or Khalti. Many businesses use both.
Ask each provider which apps can pay your QR, what fees apply to merchant receipts or settlement, how quickly money reaches your bank account, what daily limits apply, and how disputes are handled. Payment providers in Nepal are licensed by Nepal Rastra Bank, so confirm you are dealing with the provider's official branch, app or agent.
Use a merchant QR, not a personal account
Many small shops display the owner's personal wallet QR. It works, but it mixes household and business money, may hit personal transaction limits and makes bookkeeping harder. A registered merchant QR shows the business name to the payer, which also reassures customers that they are paying the right party.
Merchant registration usually requires business registration documents, PAN details and a bank account in the business name. If your business is not yet registered, speak to a tax adviser about the correct steps, because digital receipts create a clear turnover record that should match what you declare.
Stop fake payment screenshots
The most common digital payment fraud at small shops is a fake or edited success screenshot. A customer shows a screen that looks like a completed payment, but no money arrives. Never accept a screenshot as proof. Always confirm the payment on your own device through the merchant app, the sound box notification or a bank SMS before handing over goods.
Also protect the QR itself. Laminate and fix the printed code where staff can see it, and check regularly that nobody has pasted a different code on top. Never share your PIN, OTP or login with anyone claiming to be from the bank or wallet, and treat urgent requests to verify your account as a scam.
Reconcile every day
At closing time, compare the day's digital receipts in the merchant app with your sales record and your cash drawer. Small differences caught daily are easy to explain; differences found at the end of the month rarely are. Export or screenshot the daily statement and keep it with your records.
If you have staff, give them view-only notification access rather than your full login. Decide who can issue refunds and how, because a refund sent to the wrong number is hard to recover. Record refunds in writing with the transaction ID.
Tell customers how they can pay
Customers often choose a business partly on payment options, especially tourists and people paying for larger services. Display accepted methods at the entrance and counter, and include them in your website and directory profile. On Nepali Directory, mention payment methods in the business description so people know before they visit.
If you do not accept a method, such as international cards, say so clearly. Avoiding a surprise at the till protects your reviews. For wider guidance on keeping business details consistent, see the owner's listing accuracy checklist.
