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Setting up a printer

This article provides generic instructions for setting up compatible receipt and ticket printers and connecting them to your Lightspeed Restaurant POS. Before proceeding, check out our Supported hardware article to see if your particular receipt printer has its own article with specific instructions. The necessary steps to set up your printer may vary depending on your device model.

Some printers have their own app, such as the Epson TM Utility or Star Quick Setup Utility. This can help with setup, obtaining diagnostic information, and changing printer settings. 

Hardware requirements

To set up a receipt printer, you first need to unpack the printer and make sure you have all the necessary cables and power cords, and then connect them to your device. The hardware you need will change depending on the connection type. See below for some hardware examples:

Receipt printer

Thermal-Printer.png

Power cable

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Ethernet (LAN) or Lightning (LAN) cable

lightning-cable.png

Ink ribbon cassette

(Impact dot matrix printers only. Thermal printers do not use Ink ribbons).

Bixilon-Ink-Ribbon.jpeg

Paper roll

 

paper-roll.jpeg

Installing the printer hardware

There are several key steps to get your receipt printer physically ready to use. This section will guide you through picking a setup location, plugging in the power cable, loading a paper roll, and connecting the printer to a device or network.

Choosing a setup location

When deciding where to set up your printer, first consider whether you have a thermal or impact printer. With thermal printers, you'll want to pick an area away from heat sources because excessive heat can discolor the printer's special paper. 

The ideal location will also depend on factors related to the printer's connection type:

  • LAN - You'll need an Ethernet cable long enough to reach from your router to the desired printer location. LAN printers can be shared between multiple POS devices. Optimize your network for best results when using a LAN printer. 
  • Bluetooth - Set up your printer less than 10 meters, or 33 feet, from the iPad it will connect to. Physical obstructions and other real-world conditions can affect the range of Bluetooth printers. Bluetooth printers connect to a single POS device. They are not recommended for kitchen use due to the potential for wireless interference.
  • USB - You'll need a USB cable long enough to reach from your iPad to the desired printer location. USB printers connect to a single POS device and cannot be shared.
  • Wi-Fi - Set up your printer less than 45 meters, or 150 feet, from your router. LAN printers can be shared between multiple POS devices. They are not recommended for kitchen use due to the potential for wireless interference. Optimize your network for best results when using a Wi-Fi printer. 

Plugging in to power

Connecting the printer to a power source is the next step in installing your receipt printer. Follow these instructions to ensure your printer is properly connected so it can be powered on later in setup.

  1. If your printer has a separate power cord and AC adapter, connect them together.

    Power cord and AC adapter connected.

  2. Plug the AC adapter into the power port on your printer.

    TM-m30II printer with annotation highlighted power cable plugged in.

  3. Plug the power cord into an electrical power supply, such as a wall outlet. Wait to turn on your printer until instructed later in setup.

Loading a paper roll

Loading the paper roll in the correct orientation for your receipt printer will ensure it prints properly. If you have a thermal printer, it will use special paper which reacts to heat and is different from normal paper.

  1. Open the paper cover on your printer.
  2. Insert the paper roll in the correct orientation specified by your printer's manual. While doing so, ensure the paper roll stays tight and doesn’t unspool.

    TM-m30II printer with paper loaded and cover open.

  3. Pull the paper out past the cutter at the front of the printer.
  4. Push the cover down to snap it shut.

Connecting to a device or network

Whether you connect your printer directly to a POS device or to your network depends on what type of receipt printer you have. This section outlines the steps for connecting via LAN, Bluetooth, USB, and Wi-Fi for printers that support those connection types.

  • Connecting a network printer via an Ethernet cable

    To connect your printer and POS with a wired network connection, you need an Ethernet cable.

    The printer must be plugged into the same router that provides internet access for your POS device so that the printer and POS are on the same network.
    1. Connect one end of your Ethernet cable to the port on your printer, sometimes labeled "LAN."
    2. Plug the other end of the Ethernet cable into a numbered Ethernet port on your router.

    Your printer should now be on your network. Before you can connect your printer to Back Office, you will need to find the printer’s IP address.

  • Connecting a printer via Bluetooth

    Connecting a printer with Bluetooth requires a printer with Bluetooth capabilities. Additionally, you need to ensure Bluetooth is enabled on your iOS device. Note: Using this connection method means your printer can only be linked to a single iOS device at a time.

    1. On your iOS device, go to Settings.
    2. Select Bluetooth .
    3. Make sure that Bluetooth is enabled. If it isn't, toggle  it on.
    4. Put your printer into "discovery" mode to allow it to be detected by other Bluetooth devices. Consult your device's manual for instructions on how to do this, as it can vary depending on the printer.
    5. On your iOS device, look in the "My Devices" section for the name of your device and tap its name to initiate the pairing process.

    bluetooth-settings.png

    Next, learn how to add your printer to Back Office.

  • Connecting a printer via USB

    To connect your printer with a wired connection, you need a Lightning cable and a compatible printer that supports a USB connection. Note: Using this connection method means your printer can only be linked to a single iOS device at a time.

    1. Connect the USB end of your Lightning cable to the USB port back of the printer.
    2. Connect the lightning cable to the available port on your iOS device.

    Next, learn how to add your printer to Back Office.

  • Connecting a wireless network printer

    A popular way of connecting Wi-Fi enabled printers is via Wi-Fi Protected Setup, or WPS. If your printer and router support WPS, you can connect the printer with just a couple of button presses.

    Using an Epson or Star Wi-Fi printer? Download the Epson TM Utility app or Star Quick Setup Utility for an interactive guide to setting up your specific model.
    1. Ensure your receipt printer and router supports WPS. Check the hardware documentation or the manufacturer's website to confirm that they support this feature.
    2. Press the WPS button on your router. This button is typically labeled with the WPS symbol and may be located on the back or side of the router.

      Note: The printer must be connected to the same router that provides internet access for your POS device so that the printer and POS are on the same network.

    3. Within two minutes, press the WPS button on your receipt printer. This button may be labeled with the WPS symbol, or it may be labeled as "Pair" or "Connect."

    The printer should now be on your network. Before you can connect your printer to Back Office, you will need to find the printer’s IP address.

IP and hardware address setup

To add a LAN or Wi-Fi printer to the Back Office and complete its setup, you need its IP address or its MAC address (what Lightspeed calls the hardware address). This section explains how to print a self-test page to find this information and how to decide which address to use.

If you're using a Bluetooth or USB printer, skip this section and go directly to Configuring a printer in the Back Office.

Printing a self-test page

Here are common steps for producing a self-test page on most receipt printers. If you encounter any issues, check your printer's manual for its specific instructions.

  1. Turn the printer off.
  2. Hold down the feed  button.
  3. While continuing to hold feed, turn the power on.
  4. Wait for the device to start printing, then release feed.

The self-test page should show the printer's current IP address and its MAC address (hardware address). Hang on to this information, as you'll need it later to add the printer to the Back Office.

Using the IP address

All printers can be added to the Back Office using their IP address. However, it requires more technical knowledge to set up properly for a stable connection.

You'll need to either create a DHCP reservation or set up a static IP address to ensure the printer's IP address remains constant and unique on your network. If you don't know how or don't have access to do that, use the MAC address if it's supported for your printer.

If the IP address is 0.0.0.0, the printer couldn’t establish a network connection. Check that the Ethernet cable securely connects your printer and router, or try a different Ethernet port on your router and repeat the steps above. If your printer uses a wireless network connection, consult the manufacturer's documentation and repeat any steps to connect it using WLAN.

Creating a DHCP reservation

A DHCP reservation ensures your printer always receives the same IP address from your router. This provides stability without requiring changes to the printer's settings. Contact your network administrator or consult your router's manual for specific instructions on setting up a DHCP reservation on your network hardware.

Setting up a static IP address

A static IP address is a unique fixed number that you can assign to a wireless printer to ensure it remains constant on your network. When setting up a static IP, choose an IP address outside the DHCP range to reduce the risk of IP conflicts. The specific steps to set up a static IP address will vary based on your printer manufacturer.

  • To set up static IP on Epson printers:

    1. Connect your iPad or computer to the same network as your printer.
    2. Open a web browser.
    3. In the URL, enter your printer’s IP address with /webconfig at the end. For example, if the IP address that prints out is 192.168.0.25 you would enter http://192.168.0.25/webconfig.

    4. Log in to the Web Configuration page.
      For older Epson printers:

      Username: epson
      Password: epson

      For newer Epson printers:
      Username: epson
      Password: the serial number located on the sticker of the printer

    5. Click TCP/IP.
    6. Under Get IP Address, click Manual.
    7. Enter the printer’s IP address in the IP Address field.
    8. Click Submit.
    9. On the next page, click Reset.
    10. Connect your iPad or computer to the same network as your printer.

  • To set up static IP on Star printers:

    1. Connect your iPad or computer to the same network as your printer.
    2. Open a web browser.
    3. In the URL, enter your printer’s IP address.
    4. Log into the Star Network Utility using these credentials:
      User: root.
      Password: public
    5. It may prompt you to change the password but that’s not necessary, press Cancel.
    6. On the left-hand side menu, navigate IP Parameters > Static. The current IP Address and subnet mask should autofill. If the current IP Address and Subnet mask do not autofill, then manually type in the network configuration obtained from the printer.
    7. Click Submit
    8. On the left-hand side menu, navigate Save > Save.
    9. Click Execute. The receipt printer should then restart and print a new configuration report with Static next to the IP address instead of DHCP.

Using the MAC address

Most Epson and Star printers can be added to the Back Office using their MAC address, what Lightspeed calls the hardware address. This method is generally easier to set up because you only need to enter the address from the self-test page, no extra steps. Lightspeed Restaurant then uses a special protocol to discover the printer's IP address on your network.

Configuring a printer in the Back Office

Once your printer is physically set up, you'll need to set it up in the Back Office so it can be used at the POS. This involves adding your printer to the system and creating printing profiles and production centers. These settings control where and how your receipts or order tickets will print.

Adding your printer to Back Office

Add your printer to Back Office so that you can connect to it from your POS devices.

  1. Log in to Back Office using your Lightspeed Restaurant credentials.
  2. From the navigation menu, select Configuration > Printing > Printers.
  3. Select Add Printer.
  4. Enter the printer's name (we recommend naming it after its function or location, e.g., "Kitchen Printer").
  5. From the Driver drop-down menu, select your printer's driver from the list.
    • Note: If you do not see your printer in the list of drivers, it's possible that your printer can be used with drivers intended for another printer. These drivers are marked "(or compatible)," such as the TM-U220 matrix printer, or the TM-T88 thermal printer

      select-printer-driver.png

  6. (For network printers) Enter the printer’s IP address or its hardware address (MAC address) into the relevant fields.

    Not sure which to use? Revisit our section on IP address and hardware address setup. The printer’s assigned IP address must always match any IP address entered in the Back Office.

  7. Click Save to finish.

Setting up printing profiles and production centers

After adding a printer to the Back Office, you have to decide how it'll be used in your restaurant. Do this by assigning the printer to printing profiles and production centers according to your business needs.

  • Printing profiles control which printer(s) are used for a certain type of receipt or order ticket. For example, you can create a profile called Bar receipts and assign it to POS devices at the bar to print their receipts to nearby printers.
    • For receipt printing, you assign printing profiles to your floor plans, POS devices, and/or POS configurations. The printing process evaluates profiles in this order, using the first applicable printing profile found.
    • For order ticket printing, assign printing profiles to your production centers. 
  • Production centers determine where order tickets print for items in specific accounting groups. For example, you could create a Prep station production center and assign it to accounting groups containing items that need to print to that area.

Customize your receipt templates to change the text or layout that appears on printed receipts This allows you to tailor the information and design to your restaurant's specific needs.

Printing a test receipt

With the above steps complete, log in to the Lightspeed Restaurant app, reload your configuration, and print a test receipt to ensure your printer is connected.

  1. In the Restaurant POS App, tap the Status Preview tab (four dots on the navigation bar).
  2. Tap the reload icon to sync the device with the latest Back Office configuration.
    reload-setting-status-preview.png
  3. From the main screen, select your user profile.
  4. Tap Settings on the navigation bar.
  5. Select Printing center. 
  6. Tap the newly-setup Printer to perform a print test.

    test-print-Lightspeed-kitchen-printer.png

Congratulations! Your Printer can now print tickets and receipts from your Restaurant POS devices.

Troubleshooting

Is your printer not working as expected? Visit our troubleshooting guide on printing for detailed steps to resolve common issues.

What’s next?

Learn how to assign this printer to your kitchen, bar, or front of house by visiting our article About printing profiles.

Visit Adding and editing receipt templates to learn how to customize the layout of your receipts and production tickets.

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