Manage Deposits With Toast Catering & Events

In this Article:

• Request a Deposit for a Toast Catering & Events Order
• Create an Open Item for Deposits
• Reporting on Deposits
• Frequently Asked Questions
  • Where do I find deposits and mandatory gratuity reporting for Catering and Events? 
  • Can I get an email reminder to send out a deposit or invoice with Catering and Events?
  • Can I set up recurring payments with a credit card for Catering and Events?
  • How can I confirm I've received payment from a paid deposit?
  • My guest paid a deposit, but they need to change the date of their event. How do I move their deposit to the new date? 
• Additional Resources

Request a Deposit for a Toast Catering & Events Order

Toast Catering & Events includes the ability to collect deposits from your guests - no setup required! 

There will always be exactly one POS order for each invoice, regardless of whether there is a deposit on the invoice. You can add more than one deposit or request additional partial payments, and all payments for an invoice (including the deposit) will be regular payments that appear on the invoice POS order.  

Follow the steps below to request a deposit from your guest:

1. In Toast Web, navigate to Catering & events > Invoices.
2. Select Create invoice in the top right corner. 
3. Follow the prompts to find or add your customer, and enter all necessary order info. Note: To be able to request a deposit, the total value of items on the order must be at least equal to the deposit amount. If you don't require menu selections when booking an event, you'll want to for deposits in Toast Web first to serve this purpose.
4. In the Payment schedule section, select + Add deposit request. This will create a Deposit line item in the Payment schedule table. 
5. Enter a Due date for the deposit payment.
6. Enter the Amount you'd like to collect for your deposit. You can use the Amount $ / Amount % toggle if you need to switch between a dollar amount deposit or a percentage deposit.
7. If you need to request additional payments after the initial deposit request, you can select + Add payment request to create additional payment lines. You can adjust the due date and amount in each new line. 
8. When you're finished creating your invoice, select Review deposit in the top right corner. You can view the deposit request that will be sent to your guest, and can download or print this invoice for your records on this page.
9. Select Send deposit once you've reviewed the invoice and are ready to send it to your guest. 
   

A few notes about managing deposits with Toast Catering & Events:

• You can send more than one deposit request for a single invoice if you wish - select + Add payment request on the invoice if you'd like to request an additional payment.
• There is no minimum amount required for an invoice or deposit.
• With Toast Catering & Events Pro, you can store your guest's card information if they want to complete payment with the same card they used for their deposit (learn more: ).

Note: The Saved Card feature is not currently available in Canada, Ireland and the UK.

Create an Open Item for Deposits

If you don't require menu selections when booking an event but you want to be able to collect a deposit, you should create an open menu item to add to your invoices:

1. Create a "Event/Catering Deposit" sales category for reporting purposes by navigating to Menus > Settings > Sales categories. For detailed instructions, see . Save and publish your changes. 
2. Then, you'll create an open menu item (e.g. "Event Deposit") for your deposit by navigating to Menus > Settings > Open items.
   1. Leave the Course and Prep station setting blank.
   2. In the Reporting section, select the deposit sales category you created from the Sales Category drop-down.
   3. For Defer Revenue, select Yes to exclude the deposit from your net sales.
   4. Save and publish your changes. 

You'll be able to add this open item to your invoice, and choose a price which matches the deposit amount you want to collect from your guest.

Reporting on Deposits for Toast Catering & Events

To simplify your reporting, all revenue from invoices (including deposits) will no longer appear as deferred revenue until the date of your event. All payments will be processed on the date the payment was captured, and all sales will be reported on the date the order is fulfilled. All payments captured will still be listed on your invoice on the POS. 

To learn more, see:

Frequently Asked Questions: Deposits With Toast Catering & Events

Where do I find deposits and mandatory gratuity reporting for Toast Catering & Events?

Mandatory gratuity via service charge is divided between the deposit and the invoice. If enabled, the invoice’s tip percentage will be based on its total value. Learn more: .

Can I get an email reminder to send out a deposit or invoice with Toast Catering & Events?

No ,you cannot get an email reminder to send out a deposit or invoice in Toast Catering & Events, but you can schedule the balance invoice to be paid after you send the deposit. 
 

Can I set up recurring payments with a credit card for Toast Catering & Events?

No, Toast Catering & Events does not support recurring payments. You will need to request the credit card each time.
 

My guest paid the deposit on their invoice, but I don’t see it on our bank statement for this period. How can I confirm I received these funds?

To confirm you've received a deposit payment, navigate to the invoice in question and review the History section to find the associated check number and date. On the Settled Deposits Daily Breakdown report in Toast Web (Reports > Payments > Settled deposits daily breakdown), adjust the date range to include the invoice’s associated date. You should be able to see the payment here.

My guest paid a deposit, but they need to change the date of their event. How do I move their deposit to the new date? 

If your guest needs to make a change to their event date, but has already paid their deposit, you can easily adjust their deposit by simply editing the event and changing the date. The deposit will adjust automatically. 

Additional Resources for Toast Catering & Events

This content is for informational purposes and is not intended as legal, tax, HR, or any other professional advice. Please contact an attorney or other professional for advice.