Why Does Onboarding a Payment Gateway Take so Long?

If you’ve ever organized an event, you know the drill: hundreds of details to manage – from choosing the venue to fine-tuning the agenda and sorting out logistics. In the midst of it all, there's one critical step: launching ticket sales online. You want participants to pay quickly via credit card or bank transfer – it’s the standard now. So you contact a payment provider like Stripe, Worldpay, or GoCardless, and... you wait. Usually longer than you’d like.

Why does it take so long?

While it may seem overly complicated, the entire process is driven by serious regulatory requirements. Payment service providers in the UK are Authorised Payment Institutions (APIs) regulated by the Financial Conduct Authority (FCA). This comes with strict obligations – particularly related to anti-money laundering (AML) and know your customer (KYC) compliance.

Before a provider can process payments for your attendees, they must verify your business. This usually involves:

• Registering a merchant account,
• Filling out detailed company information and submitting documents – including photo ID of representatives, proof of business registration (e.g. Companies House), and a link to your event website,
• Verification payment – a small transfer from your business bank account,
• Sometimes additional proof of business model or funding sources.

Your registration form is also reviewed

It’s not just about verifying the company. Providers will inspect the event website and your registration form – the exact page where payments will be processed. To pass this stage, your form must include:

• clear and accessible terms and conditions with seller details,
• full business information (name, address, VAT number if applicable),
• a transparent refund policy and event participation terms,
• link to a privacy policy,
• visible opt-in checkboxes confirming user consent.

Missing any of the above can delay or block the process.

Why onboarding takes longer than expected

Even if a provider says it will take 1–2 business days, real-world delays are common. Reasons include:

• Data inconsistencies – discrepancies between registration form and bank account info,
• Incomplete or unreadable documents,
• Technical issues on the provider’s end,
• High demand periods,
• Lack of clear communication – you're unsure what needs fixing because no one tells you directly.

For event organizers, delays in enabling payments can derail your entire schedule. Attendees want to pay, you want to open registration, but the system isn’t ready – or funds are stuck in limbo.

What can you do?

Start early – ideally at least a month before you plan to launch ticket sales. Make sure to:

• gather all necessary documentation,
• set up your event website with clear terms and privacy policies,
• ensure your business details match those on your bank account,
• check if the provider supports the payment methods you need (e.g. AmEx is less common in the UK and not all providers support it).

One more thing: your registration form must be ready

The registration form for attendees must be finalized before your account is approved. The provider uses it to determine whether you're eligible to accept payments. Make sure the form is accurate, complete, and compliant.

Once you receive the go-ahead from the provider, you can proceed with technical integration and start selling tickets.

Setting up online payments is an essential step for any paid event. It requires legal awareness and a bit of patience, but when done properly – it sets you up for success.

Good luck with your event!

Joanna Chrościechowska