The most common mistake new crypto-accepting merchants make isn't technical — it's skipping preparation. A customer scans your QR code before your wallet is set up, or a staff member has no idea what to do when someone asks to pay with Bitcoin, or the QR code is for the wrong amount.
None of this is hard to avoid. It just requires going through the setup deliberately, once, before you go live. This checklist covers everything.
Hodl says
Do a test transaction before opening day. Have a friend or family member pay you $1 in Bitcoin using OrangeTill. Watch the whole flow: they scan, they send, you see it arrive in your wallet. That 60 seconds of practice is worth more than reading ten articles.
Phase 1: Your wallet
Wallet setup
Before anything else, your money needs somewhere to land
Choose and install your wallet app
For Bitcoin: Muun, Blue Wallet, or Phoenix. For USDC/USDT: Coinbase Wallet. Install the app and create a new wallet. Don't skip the seed phrase step.
Write down and secure your seed phrase
Your seed phrase (12–24 words) is your backup. Write it on paper — never a screenshot or a note app. Store it somewhere secure and offline. If you lose your phone without this backup, you may lose your funds.
Locate your wallet address(es)
Find the "Receive" screen in your wallet app and copy the address for each coin you plan to accept. You'll paste these into OrangeTill Settings. You need a separate address for each coin type.
Decide: convert immediately or hold?
If you want dollars from every crypto sale, set up Coinbase and configure auto-conversion now — before your first payment arrives. If you'll hold some Bitcoin, decide what percentage. Having no plan is the riskiest approach.
Phase 2: OrangeTill setup
OrangeTill configuration
Getting the app ready for the first transaction
Complete the Setup Wizard
OrangeTill's Setup Wizard walks you through each step. Follow it start to finish. Don't skip sections.
Enter your wallet addresses in Settings
Go to Settings → Wallets. Paste the correct wallet address for each coin you want to accept. Double-check every address — sending Bitcoin to a wrong address is not recoverable.
Verify your wallet addresses on their blockchain explorers
After entering addresses, use the "Verify on [explorer]" links in your payment history to confirm the address is correct on the actual blockchain. One wrong character = lost funds.
Run a test transaction
Have someone send you $1 in your chosen crypto. Watch it arrive in your wallet. Celebrate. You're ready.
Enable multi-device sync (if using multiple devices)
If your staff uses a separate device from you at the register, enable cloud sync in Settings so payment history is visible across devices. This is especially useful for tracking the day's sales from a back office.
Phase 3: Your physical setup
In-store preparation
What customers and staff will actually see and do
Post your "We accept Bitcoin" sign
Customers who want to pay with Bitcoin need to know before they get to the register. A window sticker, a counter sign, or a line on your menu does the job. The OrangeTill window sticker is available from your account dashboard.
Decide where and how you'll display QR codes
Options: your phone screen (most common), a tablet at the counter, a printed QR on a stand, or a monitor. Each works — choose what fits your workflow. OrangeTill generates the QR code dynamically for each transaction amount.
Display your refund policy
Somewhere visible — a counter card, receipt, or posted sign — note that Bitcoin payments work like cash. Customers should know your refund policy before they pay, not after.
Ensure your device is charged and connected
OrangeTill needs internet access to display live exchange rates and confirm payments. Make sure your phone or tablet is charged, connected to WiFi or cell data, and not in low-power mode during business hours.
Phase 4: Staff readiness
Team preparation
Your staff doesn't need to be crypto experts — just confident
Show every staff member the payment flow
Walk through: enter the amount → show the QR → wait for the customer to scan → see the confirmation. The whole thing. Let each person do it once on a test transaction.
Script the one-liner for curious customers
When a customer asks "how does this work?" your staff should have a confident, simple answer: "You open your Bitcoin wallet app, scan this QR code, enter the amount, and send. It takes about 15 seconds." Practice it.
Teach staff how to verify payment arrival
Show them how to check payment history in OrangeTill to confirm a payment was received. For large transactions, teach them how to use the blockchain verification link for independent confirmation.
Know what to do if something goes wrong
If a customer says they sent payment but you don't see it: wait 2–3 minutes (transactions can take time to confirm), check the blockchain explorer, and if still unclear — take their contact info and follow up. Never assume a payment arrived that you haven't verified.
Phase 5: Records and accounting
Record keeping
Set this up now so tax time isn't a scramble
Set a recurring reminder to export your CSV
Weekly or monthly — whatever matches your bookkeeping rhythm. OrangeTill's transaction history exports as a CSV with date, coin, amount, and USD value at time of receipt. This is your Bitcoin income record.
Tell your accountant you're accepting Bitcoin
Your accountant needs to know to ask you about crypto income at tax time. Send them a note now. A good accountant familiar with crypto will ask the right questions; one who isn't may need guidance — or you may need a new one.
Set up Koinly or equivalent (optional but smart)
Koinly is a crypto tax tool that imports transaction history and calculates your gains, losses, and income automatically. OrangeTill has a direct Koinly export button. If you plan to hold any crypto, this saves hours at year-end.
Hodl says
The whole setup — wallet, OrangeTill, signage, staff walkthrough, test transaction — takes less than two hours if you go through it start to finish without interruption. Do it on a quiet afternoon before your busy season. Future you will be grateful.
Ready to go live?
OrangeTill's Setup Wizard guides you through the whole process inside the app. No technical experience required.
Try OrangeTill Free →