Manage Deposits With Toast Catering & Events

Last updated: Jun 26, 2026, 1:59 PM

In this article, learn how to capture a portion of an invoice's total balance through a deposit.

In this Article:

 

Toast Catering & Events is not currently available in Australia. Check back soon for updates.

 

Deposit vs. Bank Payout: Which One Do You Mean?

The word "deposit" can mean two different things in Toast, so start here to make sure you're in the right place.

 

An event deposit is money you collect from a guest up front on a Catering & Events invoice to hold a booking or secure an order. Requesting, sending, and reporting on event deposits is what this article covers.

 

A bank deposit (or payout) is the money Toast sends to your bank account from your card sales, including a guest's deposit payment once it is captured. If you are asking "where is my deposit?" or "when does the money hit my bank account?", see Locate Catering & Events Deposit.

 

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Before You Begin

Applies to: Toast Catering & Events, Toast Catering & Events Pro

 

Permissions needed:

  • Access to the Catering & Events module in Toast Web
  • 4.16 View Invoicing, Catering & Events, 4.17 Edit Invoicing, Catering & Events, and Configure Invoicing, Catering & Events

 

What you'll accomplish: Request a deposit from a guest on a Catering & Events invoice and manage how that deposit is reported.

 

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Request a Deposit for a Catering & Events Order

Toast Catering & Events includes the ability to collect deposits from your guests, with no setup required.

 

There is always exactly one POS order for each invoice, whether or not the invoice has a deposit. You can add more than one deposit or request additional partial payments, and all payments for an invoice (including the deposit) appear as regular payments on the invoice POS order.

 

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 information. 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, create an open menu item for deposits first (see Create an Open Item for Deposits below).
  4. In the Payment schedule section, select + Add deposit request. This creates a Deposit line item in the Payment schedule table.
  5. Enter a Due date for the deposit payment.
  6. Enter the Amount you want to collect for the deposit. Use the Amount $ / Amount % option to switch between a dollar-amount deposit and a percentage deposit.
  7. If you need to request payments after the initial deposit, select + Add payment request to create additional payment lines. You can set the due date and amount on each new line.
  8. Select Review deposit in the top right corner. On this page, you can view the deposit request that will be sent to your guest and download or print the invoice for your records.
  9. Select Send deposit once you've reviewed the invoice and are ready to send it to your guest.

 

Expected outcome: The deposit request is sent to your guest, and a Deposit line item appears in the Payment schedule table on the invoice.

 

A few notes about managing deposits:

  • You can send more than one deposit request for a single invoice. Select + Add payment request on the invoice to request an additional payment.
  • There is no minimum amount required for an invoice or a deposit.
  • With Toast Catering & Events Pro, you can store your guests' card information so they can complete the remaining balance with the same card they used for the deposit. For details, see Charge Guests Using a Saved Card.

 

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

 

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Create an Open Item for Deposits

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

 

  1. Create an "Event/Catering Deposit" sales category for reporting purposes. Navigate to Menus > Settings > Sales categories, then Save and publish your changes. For detailed instructions, see Configure Sales Categories.
  2. Create an open menu item (for example, "Event Deposit") for your deposit by navigating to Menus > Settings > Open items.
    1. Leave the Course and Prep station settings 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.

 

Expected outcome: You can add this open item to an invoice and choose a price that matches the deposit amount you want to collect from your guest.

 

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Reporting on Deposits for Catering & Events

All revenue from invoices, including deposits, is no longer held as deferred revenue until the date of your event. All payments are processed on the date the payment is captured, and all sales are reported on the date the order is fulfilled. Every payment captured is still listed on your invoice on the POS.

 

To learn more, see Catering & Events Sales and Credit Card Payment Processing.

 

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Frequently Asked Questions

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

You can find mandatory gratuity reporting for Catering & Events on the invoice itself, where mandatory gratuity via service charge is divided between the deposit and the invoice. If enabled, the invoice's tip percentage is based on its total value. To learn more, see Get Started With Service Charges and Mandatory Gratuity.

 

Can I stop a tip or gratuity from being charged on a deposit?

Whether a tip or gratuity is charged on a deposit depends on your service charge and mandatory gratuity settings, because mandatory gratuity via service charge is divided between the deposit and the invoice. To review or adjust how service charges and mandatory gratuity apply to your Catering & Events orders, see Catering & Events Service Charges.

 

How do I refund a deposit that a guest has already paid?

To refund a deposit a guest already paid, refund or void the associated Catering & Events order. For the steps and the conditions that apply, see Refund or Void Toast Catering & Events Orders. If you are unable to complete the refund, contact Toast Customer Care.

 

Will the deposit and the remaining balance show on one invoice or two?

The deposit and the remaining balance show on one invoice, not two. When a guest pays a deposit, that payment is applied to the same invoice, and the remaining balance is charged on that same invoice. There is no separate invoice for the balance.

 

Can I get an email reminder to send out a deposit or invoice?

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

 

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

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

 

My guest paid the deposit, but I don't see it on our bank statement for this period. How do I confirm I received the funds?

To confirm you received a deposit payment, navigate to the invoice in question and review the History section to find the associated check number and date. Then, 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. The payment should appear there.

 

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?

To move a paid deposit to a new event date, edit the event and change the date. The deposit adjusts automatically to the new date.

 

How long does it take to receive a deposit payout in my bank account?

It typically takes one to two business days to receive a Catering & Events deposit payout in your bank account, depending on your banking institution. For more information, see Locate Catering & Events Deposit.

 

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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.