Drake Pay – Integration in Drake Accounting

Article #: 18558

Last Updated: November 06, 2024

Tags:DASDrake PayDrake Accounting

Beginning with Drake Accounting 2024, you can use Drake Pay to collect receivables payments from clients via credit card, debit card, or contactless payment options. For an overview of Drake Pay, or to sign up, visit the Drake Pay information page. Also see Drake Pay – Overview and Frequently Asked Questions.

Point-of-Sale (POS) Device Setup

Once you are approved to use Drake Pay, you can choose to set up and use a POS device to collect payments; you can also choose to manually enter your client’s credit or debit card information or send your clients a digital invoice, which they can pay via a Drake Pay payment page.

Data Cap DC Direct^TM devices are compatible with Drake Pay. These devices do not have to be physically connected to the computer but must be connected to the Internet to transmit payments. For more information about purchasing and registering a compatible device, see Drake Pay – POS Device Ordering.

Connecting Your Drake Software Account

Once you are approved to use Drake Pay, you must ensure that your Drake Software account is properly connected with Drake Accounting before collecting payments.

Drake Pay is automatically connected to your DAS program as long as the Business Identification information entered at Firm > Firm Information Setup is tied to an approved Drake Pay application.

Confirming your Business Identification information at Firm > Firm Information Setup

Import Setup

Important If you do not have your Drake Pay device set up in Drake Tax, you must manually set up your device in Drake Accounting. (See Manual Setup below).

If you are already set up to use Drake Pay in Drake Tax, you can simply Import your existing Drake Tax POS devices into DAS. In DAS:

Go to Firm > Drake Pay Setup.
Click Import, navigate to your desired DRAKEYY folder (such as DRAKE23 for Drake Tax 2023).
Click OK.

Manual Setup

To manually set up your POS device in DAS:

Go to Firm > Drake Pay Setup.
Click New to add your device.
Enter the Device Name and Serial Number.
To update the device with the latest Drake Pay settings, click Download.
Save your changes.

Note

If your POS device is not functioning properly, select the device from the list, and click Reset Device.
To make changes to or delete a POS device, select the device from the list, and either edit details as needed and Download any updates, or Delete the device completely.
Use the Reset button to clear and reset an existing Device Name and Serial Number.
POS devices do not have to be physically connected to the computer but must be connected to the Internet to transmit payments.

Collecting Payments

Payments processed using Drake Pay are reflected at both Receivables > Invoices and Receivables > Payments > Invoice Payments, as well as on your Drake Pay Manager. (See the article Drake Pay Manager for additional information.) Invoice numbers created with Drake Pay begin with DP; the subsequent number matches that of the Drake Pay Manager.

Image showing invoices in DAS.

There are multiple ways to collect payments in DAS. Most Drake Pay transactions share the same steps; minute differences depend on the DAS location from which you initiate the payment.

Payments can be collected using the following methods:

For on-the-fly receivables payments if an invoice does not currently exist, use Receivables > Payments > Drake Pay, following.
To collect a payment for an existing invoice, use either Receivables > Invoices or Receivables > Payments > Invoice Payments.
To collect payments in full for multiple existing invoices from the same client, use Receivables > Payments > Batch Payments.

Additionally, payment can be collected by sending a client a digital invoice, which they pay via a secure, unique Drake Pay payment page (Send Payment Request tab), or in person (In-person Transaction tab).

The Send Payment Request tab of the DAS Drake Pay window

Manually entering payment information vs. using a POS device on the In-person transaction tab of the Drake Pay window

Receivables > Payments > Drake Pay

Enter the total Amount Due and the current amount being paid (Amount to Pay).
Select the applicable Invoice Transaction and Payment Transaction accounts or create a <New Account>. Account information flows from Receivables > GL Account Setup.

(optional) Enter a Memo, identifying what the charge is for.
Select the applicable Customer. Customer information flows from Receivables > Customer Setup and appears automatically when a Customer is selected.
Choose the applicable Send Payment Request or In-person Transaction (manual card entry or POS device) tab.
- (digital invoice) On the Send Payment Request tab, enter an Email to send the invoice to, and Process the request. See Drake Pay – Sending Payment Requests for more information on remote payments.
- (manual card entry) On the In-person Transaction tab, select a Transaction Type of Manual Card Entry. Enter the client’s payment information, determine if you want to send the client a Receipt Email, and Process the request.
- (POS device) On the In-person Transaction tab, select a Transaction Type of POS Device Card Swipe. Select the applicable Swipe device name, determine if you want to send the client a Receipt Email, and Process the request. Follow the prompts on your POS device. You are notified when payment is complete.

Receivables > Invoices

Choose the appropriate Customer Name and Invoice Number.
In the Payment section, click Drake Pay to open the Drake Pay window.

(optional) Enter a Memo, identifying what the charge is for.
Select the applicable Customer. Customer information flows from Receivables > Customer Setup and appears automatically when a Customer is selected.
Choose the applicable Send Payment Request or In-person Transaction (manual card entry or POS device) tab.
- (digital invoice) On the Send Payment Request tab, enter an Email to send the invoice to, and Process the request. See Drake Pay – Sending Payment Requests for more information on remote payments.
- (manual card entry) On the In-person Transaction tab, select a Transaction Type of Manual Card Entry. Enter the client’s payment information, determine if you want to send the client a Receipt Email, and Process the request.
- (POS device) On the In-person Transaction tab, select a Transaction Type of POS Device Card Swipe. Select the applicable Swipe device name, determine if you want to send the client a Receipt Email, and Process the request. Follow the prompts on your POS device. You are notified when payment is complete.

Receivables > Payments > Invoice Payments

Choose the appropriate Customer Name and Invoice Number.
In the Payment section, click the sunburst icon to create a new transaction.
Click Drake Pay to open the Drake Pay window.

(optional) Enter a Memo, identifying what the charge is for.
Select the applicable Customer. Customer information flows from Receivables > Customer Setup and appears automatically when a Customer is selected.
Choose the applicable Send Payment Request or In-person Transaction (manual card entry or POS device) tab.
- (digital invoice) On the Send Payment Request tab, enter an Email to send the invoice to, and Process the request. See Drake Pay – Sending Payment Requests for more information on remote payments.
- (manual card entry) On the In-person Transaction tab, select a Transaction Type of Manual Card Entry. Enter the client’s payment information, determine if you want to send the client a Receipt Email, and Process the request.
- (POS device) On the In-person Transaction tab, select a Transaction Type of POS Device Card Swipe. Select the applicable Swipe device name, determine if you want to send the client a Receipt Email, and Process the request. Follow the prompts on your POS device. You are notified when payment is complete.

Receivables > Payments > Batch Payments

Important This method cannot be used to process partial payments or invoices for multiple clients. Any invoices selected during the batch process must be paid in full.

Choose the appropriate Customer.
Select the Invoices the client is paying in full.
Click Drake Pay to open the Drake Pay window.

(optional) Enter a Memo, identifying what the charge is for.
Select the applicable Customer. Customer information flows from Receivables > Customer Setup and appears automatically when a Customer is selected.
Choose the applicable Send Payment Request or In-person Transaction (manual card entry or POS device) tab.
- (digital invoice) On the Send Payment Request tab, enter an Email to send the invoice to, and Process the request. See Drake Pay – Sending Payment Requests for more information on remote payments.
- (manual card entry) On the In-person Transaction tab, select a Transaction Type of Manual Card Entry. Enter the client’s payment information, determine if you want to send the client a Receipt Email, and Process the request.
- (POS device) On the In-person Transaction tab, select a Transaction Type of POS Device Card Swipe. Select the applicable Swipe device name, determine if you want to send the client a Receipt Email, and Process the request. Follow the prompts on your POS device. You are notified when payment is complete.