Adjust Your Invoice Settings

In this Article:

• Overview Steps
• Process
• Appendix

Invoice Settings Overview Steps

Products this applies to: Toast Invoicing, Toast Catering & Events | Access needed: 4.16 View Invoicing, Catering & Events; 4.17 Edit Invoicing, Catering & Events; 4.18 Configure Invoicing, Catering & Events

1. Access invoice settings in Toast Web
2. Configure Catering & Events invoice settings, if applicable
3. Set up invoice notifications and deposit settings
4. Customize the invoice template, defaults, and branding
5. Configure additional orders and review related resources

Invoice Settings Process

1. Access invoice settings in Toast Web
   1. Invoice settings allow you to configure your invoices to meet the needs of your restaurant. Some of these settings are only available for restaurants using the Toast Catering & Events module.
   2. If you’re using Toast Invoicing, in Toast Web, navigate to Finance > Payments > Customer invoices, and select Settings from the left-hand menu.
   3. If you're using the Toast Catering & Events module, in Toast Web, navigate to Catering & events and access the Settings page from the left-hand menu.
   4. Verify you have the required permissions to view invoices for Catering & Events:
      1. 4.16 View Invoicing, Catering & Events
      2. 4.17 Edit Invoicing, Catering & Events
      3. 4.18 Configure Invoicing, Catering & Events
         
         
2. Configure Catering & Events invoice settings, if applicable
   1. Use the Order types section of your invoice settings to create catering order types, which help you collect and organize information for the different styles of catering you offer.
   2. To learn more, go to the Create an Order Type section of Get Started with Toast Catering and Events.
   3. Use the copy icon next to each order type to copy the lead URL for that form to your clipboard. You can give this URL to your website designer so customers can access the form from your website.
   4. In the Guest experience section, restaurants using Multi-Location Management (MLM) can set up a multi-location lead form.
      1. Select Set up to get started.
      2. Follow the instructions in the workflow to select the locations and order types you'd like to collect leads for.
   5. Use the Catering location picker URL on your website so guests can see all of your location options and pick the location that works best for them.
   6. If your restaurant uses Toast Loyalty, allow guests to accrue and redeem loyalty points on invoices and catering orders by toggling Loyalty to On.
      
      
3. Set up invoice notifications and deposit settings
   1. Under Notifications settings, add recipients for email notifications any time a customer pays an invoice.
      1. Select + Add to input an employee name or non-employee email address.
      2. Select the X button to remove them from email notifications at any time.
   2. For Toast Catering & Events, configure notifications for specific order types if you’re looking to notify staff about leads or estimate approvals. To learn more, go to the Create an Order Type section of Get Started with Toast Catering and Events.
   3. Change the Reply-to email address for emails sent by the invoicing or catering module so you can see and respond if a guest replies.
   4. Toggle on Send overdue invoice reminders if desired. This feature automatically sends a reminder to customers when an invoice becomes overdue and continues to send recurring reminders every three days until the invoice is paid.
   5. To use deposits, select a Deposit Alternate Payment Type.
      1. Toast recommends creating a new alternate payment type named “Deposit Redemption” for clarity.
      2. For instructions, go to Set Up Other Payment Options.
         
         
4. Customize the invoice template, defaults, and branding
   1. In the Invoice template settings, apply default settings to all invoices. See appendix for invoice template settings.
   2. In the Invoice defaults section, choose a default dining option. This will apply only to invoices that are not attached to a catering order.
      1. To learn more about dining options, go to Set Up Custom Dining Options.
   3. Use the Reporting drop-down to select a revenue center that will be associated with your orders and invoices. This can help you report on order volume for this segment of your business.
      1. To learn more about revenue centers, go to Create and Assign Revenue Centers.
   4. Branding is shared with the rest of your Toast products by default and can be updated in Toast Web by navigating to Takeout & delivery > Toast online ordering > Restaurant info.
   5. If desired, override select fields to apply different branding to your catering operations:
      1. Catering restaurant name
      2. Phone number for the invoice
      3. Catering logo
   6. If your country requires a Tax Identification Number on invoices, add it in Toast Web by navigating to Finance > Payments > Customer Invoicing > Settings > Invoice Settings > Tax Identification Number.
      
      
5. Configure additional orders and review related resources
   1. In the Additional orders section, configure which types of additional orders should be included in prep tools and the calendar using the Dining options and Order sources drop-downs.
   2. Note that Catering & Events orders will always be included in prep tools and the calendar and do not need to be added separately here.
   3. Review these additional resources:
      1. Get Started with Catering and Events
      2. Send an Invoice to Your Guests
         
         

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Invoice Settings Appendix

This material is referenced throughout the SOP and/or troubleshooting above for efficiency.

Invoice template settings

The Invoice template settings include the following options for you to apply to all of your invoices:

• Default due date: Select the default date invoices will be due.
  • The due date can still be adjusted on any individual invoice before it is sent.
  • You will be able to optionally configure your own default due date relative to the event date.
• Default memo: Add a default memo or note to your invoices. You can overwrite this on individual invoices as needed.
• Default email attachment: You can overwrite this on individual invoices as needed.
• Custom tip percentages
• Default tip percentage
• Default server: If you select a default server, tips will be on by default.
• Include item descriptions: Include item descriptions in addition to the item’s name, modifiers, and special instructions.
• Display Tax Identification Number: Add a Tax Identification Number here if you would like it to be displayed on invoices.
• Remittance Address

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