PAYMENT ACCEPTANCE
QRIS for Indonesian Businesses: Merchant Registration and Settlement Preparation
Prepare the merchant file, the QRIS payment channel and the bank evidence needed for a controlled launch.
An Indonesian business normally obtains QRIS by enrolling as a merchant with a Bank Indonesia-approved payment service provider , rather than applying to become a payment provider itself. The company must pass the chosen provider’s checks, activate the channel and establish where its proceeds will be paid. A displayed QR code alone does not prove that finance can receive and reconcile the money.
Plan from an accepted merchant application to an activated channel and a matched bank credit. There is no single end-to-end duration across providers. For example, Xendit publishes a three-to-five-business-day QRIS activation stage ; that excludes your document preparation and does not promise when the receiving bank will credit funds.
Key takeaways
- Register the entity that actually sells the goods or services; a director’s personal merchant profile creates a different ownership trail.
- Keep corporate verification, QRIS activation and payout-account approval as separate launch checks, each with its own evidence.
- Confirm the assigned merchant category before forecasting net proceeds: QRIS MDR depends on both classification and transaction value.
- Use provider transaction records and bank credits together; a customer’s payment screenshot cannot close the reconciliation.
Choose the merchant role and the business identity
Start by identifying the seller named on the invoice, receipt and customer contract. A domestic PT, including a foreign investment company (PT PMA), should prepare its own merchant application where it is the seller. Do not select an individual-business route simply because one founder already has a convenient wallet or bank account.
Bank Indonesia’s QRIS merchant instructions direct businesses to an approved provider, supply the requested evidence, await verification and receive their merchant identifier and QRIS code. The same official page distinguishes the approval needed by QRIS payment providers. Ordinary acceptance of your own sales and operating a payment service are different roles. A proposal to collect or route money for unrelated merchants needs a separate regulatory assessment before implementation.
Record the legal entity name, trading name, outlet address, business activity and intended payment flow in one application worksheet. Explain any difference between the name customers recognize and the incorporated seller. Ask the provider how that difference will appear on the payment screen and transaction reports; do not invent a merchant display name that conceals the seller.
If the company itself is still being established, complete the underlying company registration in Indonesia work before treating the merchant profile as a substitute for entity records. The provider’s acceptance decision remains separate from incorporation and from any business permissions applicable to the goods or services sold.
Choose the collection setup around the checkout. A static code leaves the amount for the customer to enter; a dynamic code carries an amount. For a busy counter or invoice-based order system, decide how staff will match the correct sale before choosing the implementation. Check the provider’s supported QRIS product rather than assuming every feature is included.
Confirm the seller before registration
Align the intended merchant, the company documents and the actual sales flow before choosing an application route.
Prepare the evidence and submit the merchant application
Prepare a coherent application, with one accountable company representative and a provider-specific document list. The following corporate example is Xendit policy, checked on October 24, 2026; other acquirers can require different evidence or decline a business outside their acceptance policy.
Xendit’s Indonesian merchant document requirements list owner/director identity and tax identification, corporate tax identification, NIB, the latest director-related deed and its corresponding government record for a general corporate business. Activity-specific licences can also be requested. Newly established companies without a later amendment may submit their establishment documents. Its guidance expects the authorized director to match the deed and asks for complete, readable records.
Connect the application fields before uploading
- Match the company name and registration numbers across the application, deed, tax record and Business Identification Number (NIB). Keep the relevant annex with the record it explains.
- Identify the current director or other person the provider accepts to act for the company. If an employee prepares the submission, obtain the provider’s requirements for delegated authority before using that person as the authorized representative.
- Describe the products, services, sales channels and outlets consistently. Keep a working checkout, catalogue or other business evidence ready if the provider asks how the business operates.
- Upload through the provider’s designated channel. Save a dated copy of the submitted file list, application reference and outstanding requests, with access limited to the people handling verification.
For a foreign director, confirm the accepted identity-document route with the provider rather than substituting another person’s identity. A PT PMA application and a foreign company applying under a cross-border route are different files. Authorized-person evidence must explain who can act for this merchant, not merely who owns shares in a related group.
When a request arrives, answer the stated discrepancy and identify the replaced record. A new scan can fix unreadable pages; it cannot resolve conflicting company names or an out-of-date appointment. Keep the correction trail so the next reviewer can see which version the provider is assessing. Submission acknowledges receipt, while acceptance requires the provider’s subsequent confirmation.
The registration file, channel activation and movement of funds meet at different checkpoints. Assign an owner to each so a successful sale does not hide an unfinished payout setup.
Activate QRIS and verify a real payment
After submitting the corporate file, follow the provider’s QRIS activation task and keep its completion evidence. In Xendit’s QRIS activation instructions , the merchant selects the payment-channel menu, requests activation, provides the displayed documents and saves the application. Xendit states three to five business days for this activation and sends an email when the channel is active. Treat this as its published channel stage, not an overall onboarding commitment.
Keep the application reference, any correction request and the final activation message together. Check that the merchant profile and intended outlet are correct before distributing a printed or digital code. An email for account verification is not automatically confirmation that the QRIS channel has been activated.
Run a controlled live payment only after activation, using an authorized small sale or test arrangement accepted by the provider. Record the order, amount, payment reference and provider result. The cashier or system should confirm the provider-side success before treating the order as paid. If the result is pending, investigate against that reference before asking the customer to pay again.
Assign a person to inspect displayed codes and retire obsolete ones. Xendit’s QRIS operating guidance highlights code tampering, duplicate processing and the need to retain transaction evidence. Keep the invoice and fulfillment record associated with the payment so a later enquiry can be answered without reconstructing the sale from staff messages.
Confirm the settlement account and commercial terms
Set the receiving account and the commercial terms before relying on QRIS proceeds for daily expenses. Settlement-account ownership should connect to the merchant’s legal entity. Xendit’s withdrawal-account eligibility policy allows evidence for small name differences or an entity name change, but does not allow a local entity’s completely unrelated account. A director’s ability to operate an account is not evidence that the company owns it.
Xendit’s bank-account setup instructions require a registered withdrawal account before funds can be withdrawn. Name mismatches trigger supporting evidence and individual review. Prepare bank-issued account details showing holder, number and currency, then check the saved destination against that evidence. Confirm who may change it and how finance will detect a later change.
Date the MDR assumptions
For QRIS MDR effective on October 24, 2026, use the Bank Indonesia category table below. The August 17 announcement expressly made the expanded zero-rate policy effective October 1, 2026. MDR is borne by the merchant and may not be passed to the consumer. Confirm the category assigned to your merchant; company ownership alone does not establish it.
| Merchant category | Transaction value in IDR | MDR |
|---|---|---|
| Regular micro enterprise (UMI) | Up to 500,000 / above 500,000 | 0% / 0.3% |
| Regular small, medium or large enterprise (UKE, UME, UBE) | Up to 100,000 / above 100,000 | 0% / 0.7% |
| Education | Up to 100,000 / above 100,000 | 0% / 0.6% |
| Fuel station (SPBU) | Up to 100,000 / above 100,000 | 0% / 0.4% |
| Listed BLU, PSO, G2P, P2G and nonprofit social-donation categories | As listed in BI’s table | 0% |
For arithmetic only, a regular non-micro IDR 200,000 sale at 0.7% produces IDR 1,400 MDR and IDR 198,600 before any separately applicable adjustment. This is not a quote for a particular provider. Obtain its current written schedule for account, withdrawal, integration and other charges, including any applicable tax treatment. Do not label every deduction as MDR.
Record the settlement trigger, time zone, daily cutoff, business-day calendar, holiday treatment, payout frequency and rejected-transfer procedure in the finance handover. Ask whether the quoted interval ends at the provider balance or the bank account. Cash forecasts should use the confirmed route and its exceptions, not the speed of the customer’s success message.
Resolve the payout-account evidence
Identify the account-holder mismatch or commercial term that prevents a reliable settlement plan.
Build a transaction-to-bank reconciliation bridge
Finance needs a bridge between the sale, the provider’s record and the bank statement. The following acceptance schedule is a recommended control derived from those separate events. It identifies the first missing proof rather than treating every difference as a missing customer payment.
| Checkpoint | Evidence to retain | Owner and unresolved difference |
|---|---|---|
| Sale to payment | Invoice/order ID, gross amount and provider payment reference | Sales or cashier checks amount and duplicate orders; do not close from a screenshot alone. |
| Payment to available funds | Provider transaction status, settlement date, MDR and adjustment detail | Finance separates unsettled proceeds from fees, refunds and disputed items. |
| Available funds to withdrawal | Withdrawal or payout reference, selected destination and status | Treasury checks cutoff, schedule and transfer failure; do not collect again from the customer. |
| Withdrawal to bank and ledger | Matching bank credit plus journal reference and open-item explanation | Finance closes the cash movement and retains the difference report. |
Xendit’s QRIS product page lists settlement at T+1 business days and an aggregator fund flow. Its withdrawal documentation separately describes manual or scheduled withdrawals and says processing depends on the method, request timing and information supplied. Those are distinct stages. A settled provider balance is not the same evidence as a credited bank account. Confirm the applicable cutoff and destination-bank timing before promising a cash-availability date internally.
Use a daily control total: opening provider balance, plus newly settled proceeds, less recorded fees and adjustments, less completed withdrawals, equals closing provider balance. Apply the provider’s actual reporting basis so an MDR already deducted from a net settlement is not deducted twice. Match each completed withdrawal to the bank separately; keep unresolved amounts in an identified clearing record.
Build the sale-side records by connecting payment receipts with invoices and the ledger , then reconcile the channel-specific references. If a payout combines multiple days or outlets, retain the report that explains the grouping. A bank credit with the right total but no allocation cannot identify which customer orders remain open.
Escalate with the exact break: payment reference for a missing confirmation, settlement batch for unavailable proceeds, or withdrawal reference for a missing bank credit. Include timestamps, expected destination and the relevant report extract. Continue tracking the same item until the provider’s response and the bank evidence resolve it; issuing a second charge or an informal refund can create another unmatched movement.
Approve QRIS launch against the completed evidence
Approve the launch when the selling entity and authorized person have been accepted, the QRIS channel is active, the destination account has been validated and the first payment has been traced through to the bank and ledger. Keep these proofs in the company’s custody, with named owners for provider requests, access changes and daily reconciliation.
Hold the unresolved part of the launch if the code shows the wrong merchant, the settlement account belongs to someone else, or the finance team cannot explain the difference between gross sales and bank cash. Repair that specific connection before increasing payment volume. The useful completion test is an evidenced money trail, not the appearance of a QRIS sticker.
Prepare the QRIS launch handover
Bring the activation record, destination-account evidence and first reconciliation together for a scoped readiness review.
Frequently asked questions
Can one QRIS code accept payments from different Indonesian apps?
QRIS provides interoperability across participating providers. Check that the application and QRIS product you plan to use are supported; a specific add-on feature still depends on your provider.
Does a founder leaving require a new QRIS application?
Ask the provider which company, authorized-person and access records need updating. Preserve company control of the dashboard and settlement destination while the change is assessed; do not simply transfer the former founder’s login.
Should a customer return be refunded from an employee’s wallet?
Use the approved merchant refund process and retain the original payment reference. An unrelated wallet transfer creates a separate cash movement and may leave the provider transaction unresolved. Confirm issuer and partial-refund support before committing to the customer.
Can the same reconciliation file cover several outlets?
Yes, as an internal control, if it preserves each outlet or merchant identifier and explains the provider’s settlement grouping. A combined total should still be traceable back to the individual orders and bank credit.
