Merchant Account Document Checklist

Use this checklist to gather all the documents you need before applying for a merchant account. Check off each item as you prepare it — a complete application package gets reviewed faster.

Pro tip: Having all documents ready before you apply can reduce your application-to-approval timeline by up to 2 weeks. Underwriters typically take 3-5 business days to review a complete application.

Business Entity Documents Required

Business License or Certificate of Incorporation Government-issued document proving your business is legally registered.

EIN / Tax ID Confirmation Letter IRS CP 575 or equivalent tax authority document showing your Employer Identification Number.

Articles of Incorporation / Organization Filed with your state or country business registry.

Operating Agreement or Bylaws Internal document outlining ownership structure and management.

DBA / Fictitious Business Name Certificate If you operate under a name different from your legal business name.

Owner / Principal Identification Required

Government-Issued Photo ID (Front) Driver's license, passport, or national ID for all owners with 25%+ ownership.

Government-Issued Photo ID (Back) Clear scan showing the back of the ID card.

Social Security Number or Tax ID For US-based principals. Typically collected via a secure application form.

Proof of Residential Address Recent utility bill, bank statement, or lease agreement (last 60 days).

Processing & Banking Required

Voided Check or Bank Letter Pre-printed voided check or official bank letter confirming account details for settlement.

Recent Bank Statement Last 3 months of business bank account statements.

Current Processing Statements Last 3-6 months of statements from your current processor, if applicable.

Business Financials Required

Business Tax Returns (Last 2 Years) Signed federal/state tax returns. New businesses may provide a business plan instead.

Financial Statements (P&L, Balance Sheet) Profit and loss statement and balance sheet for the current fiscal year.

Business Plan or Executive Summary For startups or businesses under 2 years: describe business model, target market, and projections.

Website & Operations Required

Active Business Website URL Fully operational website with clear product/service descriptions, pricing, terms, and contact info.

Privacy Policy & Terms of Service Published on your website. Must cover data collection, usage, refund/cancellation policy, and dispute resolution.

Shipping & Refund Policy Clearly stated delivery timelines, return window, and refund process (for physical goods).

SSL Certificate Installed Valid HTTPS with up-to-date TLS encryption on your checkout pages.

Customer Service Contact Info Published email, phone number, or support ticket system visible on your site.

Industry-Specific Documents Optional

Industry Licenses & Permits CBD/Hemp licenses, gambling licenses, money transmitter licenses, etc.

Compliance Certificates PCI DSS attestation, SOC reports, or other compliance documentation.

Third-Party Processing Agreements If you process for sub-merchants or affiliates, provide those agreements.

Need help? Not sure which documents apply to your business? Apply now and WebPayMe's intake team will guide you through exactly what you need for your specific industry and business model.