Running a nonprofit means wearing a lot of hats. One minute you're planning your next big fundraiser, the next you're trying to track down donor info or figure out how to accept payments at your event. It’s a lot, but the right point-of-sale (POS) system can make a huge difference.
It’s not just about swiping cards anymore. A good POS can help you collect donations, sell event tickets or merchandise, and keep everything organized without extra stress.
What is a POS system for nonprofits?
Think of a point-of-sale (POS) system as your nonprofit’s cash register, but way smarter. It’s the tool that helps you take payments, track donations, and keep everything in one place, whether you’re at an event, running a thrift store, or just collecting donations at your front desk.
For nonprofits, a POS isn’t just for selling things. It’s about making it easy for people to support your mission, however they choose to give. The best systems let you accept credit cards, debit cards, tap-to-pay options like Apple Pay and Google Pay, and even online donations. And the best part? You don’t need to be tech-savvy to use one.
Unlike retail systems that focus only on selling products, nonprofit POS systems are built to handle both fundraising and sales. That means they’re better at tracking donor info, generating receipts, and showing you what’s working in real time. It’s like having a donation expert built right into your setup.
Features to look for in the best POS for nonprofits
Not all POS systems are created equal, especially when it comes to nonprofits. You don’t need all the bells and whistles of a retail setup, but you do need tools that make your life easier and help you bring in more support. Here’s what really matters:
Multiple payment methods
You want to make it easy for people to give however they like. That means accepting credit cards, debit cards, Apple Pay, Google Pay, and even tap-to-pay. The more ways they can give, the more likely they will.
Collecting donations
Whether it’s a one-time gift or a recurring donation, your POS should make it quick and painless. Bonus points if it can send an automatic thank-you note or tax receipt without extra steps.
Selling merchandise
Got T-shirts, mugs, or books to support your cause? The right POS will track what you sell, how much you made, and keep your inventory in check.
Real-time reporting
You need to see what’s happening while it’s happening. The best systems give you live updates so you can spot trends and make smarter decisions fast.
Mobile and hardware-free options
No bulky equipment needed. Some systems work right from a tablet or phone with a small card reader, perfect for events or traveling volunteers.
Bank account integration
Funds should go straight to your nonprofit’s bank account without delays or complicated transfers. A smooth money flow means more time to focus on your mission.
How nonprofits use POS systems to boost fundraising
A good POS system doesn’t just process payments, it opens up new ways to raise money and stay connected with your supporters. Here’s how nonprofits like yours are putting their POS to work:
Collecting donations at in-person events
Whether it’s a gala, a bake sale, or a weekend booth at the farmers market, having a mobile POS means you can accept donations on the spot. No more “I’ll donate later” moments, just tap, swipe, and done.
Selling merchandise at thrift stores and pop-up shops
Got a storefront or pop-up shop? A POS helps you track every sale, manage inventory, and keep your checkout line moving. Plus, it makes it easy to see how your merchandise is helping fund your mission.
Processing online transactions and on-the-go payments
Supporters can give from their phones, tablets, or laptops, and your POS should handle all of it. Whether you're in the office or out in the field, your system keeps everything synced up.
Managing memberships and dues
If your organization runs a membership program, a POS can help you collect dues, track renewal dates, and store member details, all in one place.
Providing automatic receipts and donor data collection
No more hunting down donation details. Your POS should send instant receipts and capture donor info so you can stay in touch and build stronger relationships over time.
Payment processing and security: What nonprofits need to know
When it comes to handling money, especially donations, trust is everything. Donors want to feel confident that their gift is secure, and you want to be sure everything runs smoothly behind the scenes. That’s where good payment processing comes in.
Nonprofit credit card processing explained
This is how your POS system handles each donation or sale. It takes the donor’s card info, checks with their bank, and moves the money into your nonprofit’s account. The whole thing happens in seconds, but it’s important to know what you're being charged for each transaction.
Compliance and data protection
Your POS system should follow rules like PCI-DSS compliance, which helps keep donor data safe. It should also make sure sensitive info (like credit card numbers) is encrypted and not stored where it shouldn’t be.
Watch out for hidden fees
Not every system is upfront about costs. Some charge flat rates, while others take a percentage of every donation, or both. Look closely at fees for credit card processing, refunds, chargebacks, and even monthly access.
Payment gateway vs. processor
Think of a payment gateway as the online “checkout” part, while the processor does the behind-the-scenes work. Some POS systems bundle these together. If yours doesn’t, you may need to set up both, which can get confusing and costly if you’re not careful.
POS systems for nonprofits in 2025
With so many options out there, it can be tough to know which POS is right for your nonprofit. We’ve looked at the most popular systems and what they actually offer to help you make the best choice for your mission.
Square
A well-known name with strong tools for selling products and taking payments in person. It’s a solid choice for thrift stores or events, but may need add-ons to handle things like recurring donations or donor management.
Clover
Offers strong hardware options and useful features for selling and inventory. It’s more retail-focused but can be adapted for nonprofits with the right setup.
Donorbox
Designed for nonprofits, especially small ones. Donorbox makes online giving easy and offers a basic POS system, but you may need other tools for events or merchandise.
Zeffy
Zeffy’s big claim is being 100% free, with no fees for donations or transactions. It’s great for budget-conscious nonprofits, though its feature set is still growing.
Stripe & PayPal
These are payment processors, not full POS systems. They can handle transactions but often require extra tools to track donors, send receipts, or manage inventory.
Choosing the right POS system for your nonprofit’s goals
Not every nonprofit has the same needs, so the “best” POS system depends on what your organization is trying to achieve. If you run a thrift store, you’ll need inventory management and sales tracking. If you focus on fundraising events, mobile access and fast setup are key. And if you offer memberships or recurring donations, you'll want features that handle those with little maintenance.
Start by listing your top priorities, like speed, simplicity, or reporting. Then, think about who will be using the system. Is it staff, volunteers, or both? Look for something they can learn quickly. The right POS won’t just fit your budget, it’ll fit your day-to-day operations and long-term goals.
Making it easier for supporters to give on the spot
Most people want to give, it’s just a matter of making it easy in the moment. That’s where having a modern POS system helps. If someone has to search for cash or wait in a long line, they might skip the donation. But if they can tap their card or phone and be done in seconds, they’re much more likely to give.
A good POS helps you meet supporters where they are, with the payment methods they’re already using, credit, debit, Apple Pay, Google Pay, and even contactless tap-to-pay. And when giving feels quick and easy, people are more likely to donate again.
Connecting the dots
The right POS system isn’t just a tech upgrade, it’s a way to bring more people into your mission. Whether you’re collecting donations at an event, selling items at a thrift store, or processing memberships, your POS should help you do it all with less stress and more confidence.
Look for tools that fit your workflow, make giving easy, and give you the insights you need to grow. And remember, a system that’s simple for your team means more time spent on what matters, building relationships and driving impact.
Ready to simplify your donation process and streamline your events? Harness gives you the guidance and tools to accept payments and donations with ease, so you can focus on making a difference.
