Drake Pay – Setting Up a POS Device

Article #: 18862

Last Updated: August 12, 2025

Tags:Drake Pay

Thank you for signing up to use Drake Pay, your trusted solution for accepting customer payments quickly and securely. This document provides an overview of how to set up your point-of-sale (POS) device for use within Drake Tax, allowing you to accept credit, debit, and contactless payments in person.

If at any time you need assistance, contact the Drake Software Customer Support team at (828) 349 – 5724 or DrakePaySupport@DrakeSoftware.com.

Data Cap POS Device Setup

Important Only Data Cap DC Direct devices are compatible with Drake Pay.

Before you can use your POS device with compatible Drake Software programs, you must set up your device with Data Cap's services. These steps vary based on the device purchased. Visit DataCapSystems.com/DC-Direct-Setup-Guide, choose your device, and complete all required processes. When finished, proceed to Drake Software POS Setup and Use, below.

Drake Software POS Setup and Use

The steps involved with setting up and using your POS device vary based on the Drake Software program. Proceed to the applicable section:

Drake Tax, following
Drake Accounting

Drake Tax

Important Drake Pay does not work prior to Drake Tax 2023.

Setting Up Your POS Device

To set up your POS device:

From the Drake Tax Home window, go to Setup > Printing and Device Setup > Drake Pay.
Enter a Name for the device.
Enter the device’s Serial Number.

Note If you have a Ingenico Desk 3500, enter the last 16 digits of the serial number.
Click Add. The device is added to the Device List.
Exit the window once all devices have been configured.

Note

The option Execute a parameter download for selected device will update your selected POS device with the latest Drake Pay settings.
If your POS device is not functioning properly, click Reset beside Execute a pad reset for selected device.
To make changes to or delete a POS device, select the device from the Device List, and either edit details as needed and Update the device, or Delete the device completely.
POS devices do not have to be physically connected to the computer but must be connected to the Internet to transmit payments.
If you want to limit who can access POS configurations, remove the option for Drake Pay from the group security for a set of preparers (Setup > Preparers and Users > Security > Edit Group Security Settings > applicable Group ID > Security Settings tab > Setup tab > Printing and Device Setup > Drake Pay).

Processing Payments in Drake Tax

Set up pricing or enter an amount due for preparing the return. If you have configured pricing for returns, the amount due is automatically figured after you calculate the completed return. Then for each return, do the following:

In View/Print mode, review the client’s Bill. Make any necessary adjustments using the BILL screen or the Fee override field on screen 1. If you make any changes, be sure to recalculate the return.
From the Data Entry Menu, click Payments to open the Drake Pay window.
The Amount Due flows from the client’s Bill and is used to automatically complete the required Amount to Pay field. Override the Amount to Pay, if necessary, and enter an Invoice Memo, if desired.
(optional; signature pads only) Select Generate e-sign receipt, if necessary.

Your next steps depend on whether you are collecting payments by:

Using a POS device
Manually entering payment information
Sending a digital invoice (payment requests)

Note Manual card entry and digital payment requests are not covered in this document. See the applicable Knowledge Base article for more information:

POS Device

For Transaction type, select POS device card swipe.
Choose the applicable Swipe device name.
Ensure your POS device is properly connected to the Internet and click Process Payment.
Follow the on-screen prompts on your POS device to complete the transaction. Successful payments are automatically carried to the BILL screen in the tax return.

Drake 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.

Setting Up Your POS Device

You can set up your POS device manually or by importing device data from Drake Tax.

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.
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).

Note Manual card entry and digital payment requests are not covered in this document. See the applicable Knowledge Base article for more information:

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.

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.
On the Send Payment Request tab, enter an Email to send the invoice to, and Process the request. 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.
On the Send Payment Request tab, enter an Email to send the invoice to, and Process the request. 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.
On the Send Payment Request tab, enter an Email to send the invoice to, and Process the request. 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.
On the Send Payment Request tab, enter an Email to send the invoice to, and Process the request. 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.

Customer Support

If you need additional assistance, contact the Drake Software Customer Support team at (828) 349 – 5724 or DrakePaySupport@DrakeSoftware.com.