The short answer
Prepare a clear description of your business, ownership records, business banking information, and your website and customer policies. If you already process payments, gather recent statements. A provider may request additional documents depending on the industry and the application.
This is a preparation guide, not a universal approval checklist. Ask your NUMUS contact for the final requirements and approved method of sending sensitive documents.
1. Explain the business behind the application
Write a short, concrete description of what you sell, who buys it and how customers receive it. Include your legal business name, any trading name, operating locations and your website.
List the channels you use: e-commerce, a physical store, phone orders, invoicing or recurring billing. Describe your expected monthly sales, average transaction and largest typical transaction. Use realistic estimates and identify them as estimates if you are just starting.
If you receive payment before delivery, explain the gap. A coaching program delivered over six months, a preordered physical product and an immediately available digital download have different fulfillment profiles.
2. Gather commonly requested records
| Category | What to prepare | Why it matters |
|---|---|---|
| Business and ownership | Formation or registration records and ownership information | Helps verify the business and responsible parties |
| Identity | Identification requested for owners or authorized signers | Supports identity and onboarding checks |
| Banking | Proof of the business bank account and requested bank statements | Supports account verification and financial review |
| Processing history | Recent merchant statements, where available | Shows sales, refunds, disputes and existing activity |
| Operations | Product, supplier, fulfillment and customer-policy information | Explains how the business delivers and supports its offer |
The exact period of statements, identity requirements and supporting records depend on the provider. If you are a startup, say so rather than supplying projections as historical results.
3. Make the customer experience understandable
Review the website as a first-time customer would. Can they see what they are buying, the price, how to reach you, when an order is delivered and what happens if they want a refund?
- Keep product and service descriptions specific and accurate.
- Make customer support details easy to find.
- Explain shipping or service delivery timing.
- Display refund, return and cancellation terms where customers can find them.
- For recurring offers, explain billing frequency, trial terms and cancellation before purchase.
Your application, website and operating practices should tell the same story. Do not change the description of what you sell just to fit a provider’s eligibility categories.
4. Be direct about prior processing problems
If a previous provider declined or closed an account, explain what happened and share the relevant information through the approved application process. Be ready to discuss dispute or refund patterns and any steps taken to improve customer service or fulfillment.
A new provider makes its own assessment. A previous decline does not guarantee a new decline or a new approval. Opening another account also does not release funds held by an existing provider.
5. Review the offer before signing
Preparation does not end at approval. Ask for the written pricing, payout timing, reserve terms, volume limits, agreement length and cancellation provisions. Confirm gateway, shopping-cart and point-of-sale compatibility.
Compare the complete offer rather than one advertised rate. If a term is unclear, ask for an explanation before committing. Keep a copy of the executed agreement and the documents that describe the account.
Your next step
If your business has a complex risk profile, explore our high-risk merchant account guidance.
Have your business overview ready and start the NUMUS application. The team can help identify the next questions and the materials needed for your specific review.
Do not send identity documents, bank statements or card details through an ordinary website contact message. Use the designated application process and follow the team’s secure document instructions.
Sources & context
Prepared with reference to the materials below. These explain general concepts; they do not establish the terms or requirements of a NUMUS account.
- CardCorp: Merchant account underwriting checklist ↗
- Easy Pay Direct: Documents required for underwriting ↗
General educational information. Your provider’s written agreement and underwriting requirements control your account. Our editorial approach.
Preparing a coaching or education business? Use our coaching application guide to connect payment dates with delivery. Already accepting cards? Our processor-switching checklist covers the transition questions.
Put your next step in motion.
Tell us about your business and explore your processing options.
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