# When Do You Need Vulnerability Scans for PCI Compliance for Small Businesses? [PCI compliance for small businesses](https://securemerchantsolution.com/blog/pci-compliance-for-small-businesses/) includes a requirement that surprises many owners: external vulnerability scans. The word “scan” sounds technical, and the reports can look intimidating. In practice, a scan is a routine check that looks for known weaknesses in systems that face the internet. This guide explains when you need one, who can run it, and what to do with the results. Whether scans apply to you depends on your setup and your processor’s rules, so confirm the details with them before you buy anything. What Is a Vulnerability Scan? A vulnerability scan is an automated test that checks your public-facing systems, such as your website, router, or payment-related servers, for known security flaws. It looks for things like outdated software, open ports, weak encryption settings, and misconfigured services. The scan does not break into your systems. It reports what it finds, rates each issue by severity, and tells you what to fix. Think of it as a health check, not an attack. Which Businesses Need Scans? Scans are usually tied to your questionnaire type and your setup. In general: Fully outsourced card entry: Some of the shortest questionnaires may not require scans, depending on your processor’s rules. Websites that affect how card data is sent: Scans are more likely to apply. Businesses with internet-connected payment systems: Scans commonly apply. Merchants that store or process card data: Scans are almost always required. Because rules vary, ask your processor directly: “Does my setup require quarterly external scans?” Get the answer in writing. How Often Do You Need to Scan? Where scans are required, they are typically run at least once every three months. You also need to rescan after significant changes to your network or website, such as a new server, a firewall change, or a major software update. Put the dates in your calendar. Missing a quarter can leave you out of compliance, even if everything else is in order. Who Can Run the Scan? External scans for PCI purposes must usually be performed by an Approved Scanning Vendor, often shortened to ASV. These are companies approved by the PCI Security Standards Council to perform the official scans. Many processors include scanning in their compliance program or offer it at a discounted price. Ask yours before shopping around. Using a tool that is not an approved vendor may not satisfy the requirement, even if the technology looks similar. How Does PCI Compliance for Small Businesses Treat Failed Scans? A failed scan is not a disaster. It simply means the scan found issues above the allowed severity level. You fix them, then run the scan again until you receive a passing report. Common causes include: Outdated website software or plugins Old encryption settings Open ports that no one needs Default pages or login screens left exposed Unpatched routers or firewalls Keep every report, including the failed ones. They show your processor that you found problems and corrected them. How Do You Prepare for a Scan? A little preparation prevents surprises: List every public IP address and domain linked to your payment setup Confirm who controls each one, including your web host and internet provider Install pending updates before the scan runs Remove services and pages you do not use Tell your host or provider if the scan could trigger alerts If your website sits with a hosting company, ask them what they already secure. Plain-language explainers from [Secure Merchant Solution](https://securemerchantsolution.com/) can help you understand which parts fall on you and which fall on your provider. How Do You Read a Scan Report? Reports usually include a summary, a list of findings, and a pass or fail result. Focus on three things: Severity: High and critical items need action first. Affected system: Which address or service has the issue. Recommended fix: The steps to resolve it. Do not try to fix everything at once. Start with the highest severity items, apply the fix, and rescan. What Should You Do If You Cannot Fix an Issue? Sometimes a flaw sits in software you do not control, such as a hosted platform. Contact the vendor and ask for a fix or written confirmation that the issue does not apply. In some cases, a scan vendor can review a dispute or false positive. Do not ignore the item. Document your steps and the vendor’s response, since this record may be needed later. How Much Do Scans Cost? Pricing varies. Some processors include scanning in a monthly program fee, while independent vendors may charge per quarter or per year. Compare what is included, such as the number of addresses, rescans, and support. The cost is usually small compared with the cost of a breach. Check your statements first, since you may already be paying for scanning without using it. What Records Should You Keep? Passing scan reports for each quarter Failed reports and the fixes you applied The date and results of any rescans The name of your scanning vendor Notes on changes made to your network or website Store them with your questionnaire and attestation. PCI DSS 4.0.1 is the current version, and its newer requirements became mandatory on March 31, 2025, so ask your processor whether any scan-related rules have changed for your setup. A tidy folder also supports your PCI DSS compliance checklist and merchant account compliance each year. Conclusion Vulnerability scans are a normal part of PCI compliance for small businesses when your setup requires them. Ask your processor whether scans apply, use an approved vendor, fix findings in order of severity, rescan until you pass, and keep every report. A quarterly habit keeps small problems from becoming expensive ones. FAQ 1. Do all small businesses need vulnerability scans? No. It depends on your questionnaire type and setup. Ask your processor to confirm. 2. Can I use any free scanning tool? Usually not for official validation. Required scans typically come from an Approved Scanning Vendor. 3. What if my scan fails? Fix the listed issues and rescan until you receive a passing report. Keep all reports. 4. How often do I need to scan? Where required, at least quarterly, and after significant changes to your network or website.