ATM business software that knows when every machine needs cash and what every location is owed
Arkathos is ATM route software for independent operators. It tracks every terminal and its location, plans cash loads before machines run dry, matches processor settlements terminal by terminal, and calculates each location's surcharge split, with your books in QuickBooks or Zoho Books.
- Machines running out of cash on a Friday nightCash loads planned aheadEach terminal's load history sets its next load date and amount, so busy machines get cash before the weekend and slow ones don't tie up your money.
- Settlement deposits you can't match to machinesSettlement matched per terminalYour processor's settlement report is matched to each terminal, so a missing day or a short deposit stands out.
- Surcharge splits worked out in a spreadsheetLocation payouts doneEach location's share of the surcharge is figured from its agreement, with a monthly statement ready to send.
Also: service & error tickets · location agreements · Reg E & ADA checks · vault cash tracking · books synced to QuickBooks or Zoho Books · plans from $39/mo
Sound familiar?
Every machine holds cash you've already paid for. Keeping it loaded, matched, and paid out is the job.
Vault cash tied up in the wrong machines
Slow terminals sit on cash while the busy one by the bar runs empty.
A processor report that doesn't line up
Settlement deposits arrive in batches, and nobody can say which machine came up short.
Down machines you hear about last
A jammed dispenser or a dead connection costs a weekend of surcharges before the location calls.
What runs your terminals
The Arkathos agents ATM operators lean on. All 16 come with every plan.
- Inventory
Armory
Every terminal with its location, model, serial number, and the cash it holds.
- Field dispatch
Dispatch
Plans the day's cash loads and service calls into one route on your phone.
- POS & sales tax
Mint Warden
Tracks cash loaded, dispensed, and returned for each machine, so every dollar of vault cash is accounted for.
- Finance
Treasury
Matches processor settlements to each terminal, figures location surcharge splits, and syncs to QuickBooks or Zoho Books.
- CRM
Sentinel
Every merchant you place machines with, their agreement terms, and stores you're pitching next.
- Front desk & support
Guardhouse
Logs error codes, repairs, and "it didn't give me my cash" calls by terminal.
- Analytics
War Room
Withdrawals, surcharge revenue, and downtime per terminal, so you know which machines to move.
- Compliance
Watchtower
Location agreements, processor contract dates, insurance, and compliance checks for each terminal.
A cash day with Arkathos
Twenty terminals, one vault, and every dollar accounted for.
- Loads planned. Six terminals are due for cash today; the route and each load amount are on your phone.
- Ticket opened. A store reports a frozen screen; a service ticket opens on that terminal with its repair history.
- Cash loaded. Each load is logged with the amount and time, so vault cash on hand stays current.
- Settlement matched. Yesterday's processor deposits are matched to terminals; one is $60 short and flagged.
- Splits paid. Each merchant receives its transaction count and surcharge share for the month.
Agreements and compliance Watchtower tracks
ATM rules come from the card networks, your processor, and federal accessibility and fee-disclosure rules. Watchtower keeps the dates and checks in one place.
| What | Who issues it | How often |
|---|---|---|
| Processor or ISO agreement | Your processor or sponsoring ISO | Per contract term |
| Merchant placement agreements | Each store or bar you place in | Renewal date in each agreement |
| Fee shown on screen before the customer commits | Regulation E, 12 CFR 1005.16 | Check whenever surcharges change |
| ADA accessibility: speech output, Braille, reach range | 2010 ADA Standards | Check at every install or move |
| EMV and PCI requirements | Card networks, through your processor | On your processor's schedule |
| Local business registration | Your municipality | Typically annual |
| Cash-in-machine and liability insurance | Your insurer | Yearly |
| State ATM registration, where required | Some state banking departments | Varies by state |
Requirements vary by state and town. This list covers common ones and isn't legal advice; confirm with your local office.
Works with the tools you already use
Your accounting stays put. Settlements, splits, and vault cash flow into it from Arkathos.
QuickBooks Online
At launchYour books stay in QuickBooks; invoices and expenses sync both ways.
Zoho Books
At launchBooks, invoices, and contacts, plus payroll totals from Zoho Payroll.
Avalara
Coming soonAddress-level sales tax on the invoices Arkathos creates.
Gusto
Coming soonPayroll and contractor history for labor costs and 1099 tracking.
QuickBooks is a trademark of Intuit Inc.; Zoho Books and Zoho Payroll of Zoho Corporation; Gusto of Gusto, Inc.; Avalara of Avalara, Inc. Arkathos is not affiliated with or endorsed by these companies.
Plans from $39/mo. Every agent included, with no per-terminal fees. Add-ons: Business Phone for texting and an AI receptionist, and Books & Payroll with Zoho.
Compare plansATM operator questions
What is the best software for an ATM business?
You want terminal records, cash load planning, settlements matched to each machine, merchant split statements, and service tickets in one place. Arkathos handles each of those, with QuickBooks or Zoho Books as your ledger.
How much cash should I load in an ATM?
Base it on each machine's withdrawals between visits plus a cushion, not one fixed amount. Loading too much ties up vault cash; too little means an empty machine and lost surcharges. Arkathos keeps each terminal's load history so you can set amounts machine by machine.
How do ATM surcharge splits work?
Most location agreements give the location a share of each surcharge, either a fixed amount per transaction or a percentage, sometimes with a monthly minimum. Arkathos figures each location's share from its agreement and sends a statement.
Do I need to register as a money services business to own ATMs?
FinCEN's 2007 guidance says an owner-operator of an ATM that only dispenses cash and gives balance inquiries is not a money services business. Some states have their own ATM rules, so check with your state banking department and your processor.
What does the ATM fee disclosure rule require?
Under Regulation E, an ATM that charges a fee must show it on the screen or on paper before the customer is committed, with a chance to cancel. The old requirement for a fee sticker on the machine was removed in 2012.
How much does Arkathos cost?
$39 to $499 a month depending on office seats, never priced per terminal, so placing another machine costs nothing extra. Launch comes with a 14-day free trial.
Keep every machine loaded and every dollar matched.
Import your terminals and merchants today, or have us load them for you.
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