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In this Article:

Toast Catering & Events: General Questions
Customers and Leads
Orders and POS Functionality
Estimates, Invoices, and Deposits
Reporting
Additional Resources

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

Toast Catering & Events: General Questions

How can I add Toast Catering & Events?

If you're an existing Toast customer, you can purchase this module in the Toast Shop. You can also follow Get Started With Toast Catering & Events for onboarding steps.

How much does the Toast Catering & Events module cost?

The current list price for this module is $100/mo.

Does Toast charge a commission or extra fees for these orders for catering invoices?

We don't charge any commission for these orders! However, please note that online payments accepted from guests are processed as card-not-present transactions and are subject to processing fees.

How do Toast Catering & Events differ from Toast Invoicing?

Toast Invoicing is a free basic feature available to all Toast POS customers. Toast Catering & Events is a paid module built specifically for restaurants that do catering and/or events. While some customers use Toast Invoicing to create invoices and receive payments for their orders, it doesn't have some of the more robust features that Toast Catering & Events have. With Toast Catering & Events, Toast customers have access to:

Lead Management - Collect information from interested guests on your website
Banquet Event Orders - Create BEOs that work for every occasion
Estimates & Contracts - Create estimates that your guests can approve and sign
Calendar View - Keep track of upcoming events and their status in a shared calendar

Is it possible to set up Toast Online Ordering for catering orders using this Catering & Events module?

Catering Online Ordering is now available as part of the Catering & Events Pro package. For more information, see Get Started With Catering Online Ordering.

What user permissions are required to use the Catering & Events module?

To access the Toast Catering & Events module, your Toast Web user account must have either the 4. Restaurant Admin or 6. Web Setup access permission is assigned to your job or profile, along with at least one of the following: 4.16 View Invoicing, Catering & Events, 4.17 Edit Invoicing, Catering & Events, or 4.18 Configure Invoicing, Catering & Events. To learn more about permissions, visit this Support Center article: Permissions Reference Guide.

When duplicating invoices, what happens to the payment information within the order? Does it attach to the invoice that was duplicated?

Payments do not get copied. The new order will show as unpaid.

How do I prevent catering orders from appearing in all checks of the POS?

To manage which orders appear on your POS, you can check the Advanced Filters in the overflow menu to ensure that no filters are inadvertently causing these orders to appear on all checks, and customize what you see on the POS.

I also rent out event supplies such as room rentals, tables, and chairs. How do I set that up in Toast Catering & Events?

There are several options for adding event supplies in Catering & Events:

- - You can add these to an invoice/estimate by creating a menu called rentals. From there, you can create items of all the rental items you have, and the price of the item would be what you rent it for.
  - You could create an open item, Room setup fee.
  - You could create items based on the size of the setup with differing prices, a Room setup fee for 100 - $200.
  - You could set up a service charge.

Customers and Leads

How can I import or export my existing customer database?

Existing customers can be imported into Toast's Catering & Events Customer page using Import Customers button on the Customer page. Note, you must use the template that's available on the Import Customers link. For more information see the Customer Import Tool for Catering & Events section of the Get Started With Toast Catering & Events article.

What customer information can be imported into Toast for invoices?

The file you upload must be in CSV format including the following information in this specific order.

- - First Name
  - Last Name
  - Company Name
  - Address Line 1
  - Address Line 2 (optional)
  - City
  - State
  - Zip Code
  - Email
  - Phone Number

Why did my customer upload fail?

There are a few reasons an upload could fail:

- - incorrect format
  - invalid entry
  - missing information
  - duplicate customers

Can this customer information be shared with my Toast Loyalty program?

No. Once customer information has been uploaded onto the Toast invoicing platform, this data is not shared with your Toast Loyalty program. However, these same customers can be uploaded to your loyalty program by following the instructions in this Support Center article, Import Loyalty Information.

Note: These are two separate uploads.

I ran test orders with Catering & Events before going live. Can I delete the customers I created?

No, at this time you can not delete any customers from the Catering & Events platform.

How do I view my biggest spenders in catering? Customer order history?

Navigate to the Customers page in the Catering & events module. You can click on the Total spend column to sort this data, and the Download CSV to export this information. If you select a customer name, you'll see a summary of their orders (and the status of each order). You can even duplicate a past order by selecting the overflow menu (⋮) to the right of an order.

What are the different statuses for leads and what do they mean?

	A lead has been created, but they haven't been contacted or deemed unqualified to proceed.
	A lead has been contacted, but an order has not been created yet.
	This lead won’t be able to be converted to an order.
	This lead was successfully converted to a catering order.

How do I find and set up my lead form?

In Toast’s Catering & Events module, you can easily manage leads through online forms that your customers can fill out to give you their information, or by manually entering guest information on your end. Step-by-step instructions can be found in this Support Center article, Optimize Toast Catering & Events, or in the video below!

Can I assign a sales manager to a customer?

Yes! Navigate to Customers in the Catering & events module, select a customer name, and then select Edit in the information section. Use the Catering sales manager drop-down menu to select an employee to add to this customer, and then save your changes.

Can I filter leads assigned by sales manager?

Yes! Navigate to Leads in the Catering & events module, select the Sales manager drop-down menu to filter the leads list by sales manager selected.

Can I save a customer's tax exemption ID?

Yes, you can save a customer's tax exemption ID under their customer profile. In the Catering & Events menu, navigate to Customers. Select the customer you'd like to edit, scroll down to the section titled "Information", and select Edit. You can save their tax exemption ID here.

Note: Saving the tax exemption ID to the customer profile will not automatically mark the order as tax exempt. You will still need to select "Mark Order as Tax Exempt" within the catering order details

Can I delete a Catering & Events lead?

Yes! Navigate to Leads in the Catering & events module, look for the Customer and select the collapsed menu icon and Select Delete lead.

Note: You will not be able to undo this action if lead gets deleted.

Where can my guests view the details of their event?

Your customers can stay up to date on their event's order details, estimates, and payments through one unified, beautifully branded page. They will have access to EventView upon receiving estimates or invoices. The page's theme will be fully aligned with your branding and order type settings.

Catering & Events Orders and POS Functionality

What are the different statuses for orders and what do they mean?

	None of the following have been shared with the guest: estimate, deposit, or invoice.
	An estimate or deposit has been sent to the guest.
	An estimate was approved, a deposit has been paid, an invoice has been sent, or any payment has been received.
	The catering order date has occurred and the order is fully paid. No additional action is needed.
	The catering order has been voided or refunded.

Can I duplicate an old Catering & Events order?

Yes! From the orders page, select the 3 dots at the right-hand side of the order row you’re trying to duplicate. This will create a new and identical order. You can then edit any portion of the new order as you see fit.

Can I create a recurring Catering & Events order?

Yes! Select the order you would like to repeat under the Orders section, and select the blue Actions button. Select Repeat this order. You now have the option to have this order repeat once on a set date, weekly on a set day of the week and time, monthly, or every set number of days. Select Create Orders when finished.

When and where can I edit a catering order?

In Toast Web, you can edit a catering order in any state (open or closed). Navigate to the order details and for any order you can:

- - Click and drag the six dot (⋮⋮) icon to the left of an item in order to rearrange it on the order list.
  - Select + Add item, + Add service charge, or + Add discount to add on to the order.

For open orders specifically: Select the overflow menu (⋮) to the right of an item in order to edit (update quantities, adjust modifiers, add or remove service charges) or delete it. For closed orders specifically: Select the overflow menu (⋮) to void an item.

Notes:

- If the order is closed, adding or removing an item will re-open it if the balance is adjusted.
- You cannot edit an invoice that has been fully paid.

I am having trouble loading or saving a Catering & Events order. What should I do?

If you see the error message below, meaning an invoice or catering order can not be priced or the menu item portion of the check is not loading, there are a few reasons why this can be happening.

1. Double-check that each item on the order is still on the menu. (Archiving a menu item that is on a draft or open invoice will cause issues).
2. Double-check that any service charges, discounts, or dining options on the invoice/order are still on the menu.
3. Ensure any items on the order do not have sequence and swap pricing enabled (sequence and swap is not supported on invoicing or in the Catering & Events module).
4. If you've followed Steps 1-3 and are still having issues:
  1. Void the invoice in question.
  2. Publish the Unpublished changes by selecting the cloud icon in the top right corner.
  3. Recreate your invoice.

Are Toast Catering & Events orders visible in the POS?

You can find your orders in the open checks section of the payment terminal and previous checks. If the order uses the deposit workflow, and the invoice is still unpaid, items can be added and removed on POS if needed.

When do Toast Catering & Events orders appear in the POS?

Catering & Events orders are visible on the POS during the week of an event. Orders farther than a week out will not be visible in the POS by default, but can be found using the advanced search feature in the overflow menu.

How do I get a Catering & Events order to show on POS?

Catering & Events orders will show on the POS once they are confirmed.

Can I have Catering & Events orders delivered through Toast Delivery Services®?

Toast Delivery Services® can be used for all orders on Catering Online Ordering.

Can I combine tables and checks on POS?

Yes! Be sure to select the check associated with the invoice first, and then any tables/checks you’d like to add in.

Note: Currently, only checks without a payment on them can be combined.

What do I do if I'm unable to delete an event that is in draft?

If you find that you're unable to delete a draft of an event, try voiding any orders associated with that event first.

How can I print out a prep list or pack sheets for orders?

To print out a prep list in Catering & Events, you should:

1. 1. On the Toast Web, navigate to Catering & events > Orders, Invoices, or Calendars.
  2. Select Print.
  3. From there, you can select what type of report you want to print and the dates you want it for.

Can I take an order over the phone?

Yes, you can! If you have a customer who calls in and wants to place a catering or event order, you can take the order from Toast Web.

You cannot start an order from the POS. You will need to follow the steps below:

1. 1. On Toast Web, navigate Catering & events section.
  2. Select orders from the left panel, then select Create a new order.
  3. From there, you will select an event type and fill out the template on the phone with the customer.

Estimates, Invoices, and Deposits

What are the different statuses for estimates and what do they mean?

	The estimate has not been sent.
	The estimate has been sent but hasn’t been approved.
	The estimate has been approved and a deposit or invoice can be sent.

What are the different statuses for invoices and what do they mean?

	The invoice has not been sent.
	The invoice has been sent to the kitchen, but hasn’t been paid/isn’t past due yet.
	The invoice has a full payment applied and a $0 balance due.
	The invoice has gone past its due date and has a balance due.
	The payment is from a previous day and a full or partial payment has been refunded.
	The payment is prior to today’s batch and a full or partial payment has been canceled.

We do events where we need to add consumption. Can Toast's Catering & Events module help with this?

Yes! Using deposits allows you to secure funds without closing an invoice as paid. When the invoice has a remaining balance, it can be edited and added on the POS. Many in-person events typically add their consumption on the POS. From there, clients can pay right on POS the night of, or using the automatically updated invoice via the emailed link. See the Collect a Deposit section of this Support Center article, Get Started with Catering & Events.

Can we send a Catering & Events invoice automatically once the deposit is paid?

You bet! We’ve got a checkbox for that after you click to send a deposit. You’ll find it as the last setting before confirming.

Which payment methods are available via Toast Catering & Events?

Guests can pay directly online using a debit or credit card. Guests can also pay using cash, but if the guest is using ACH payments outside of Toast, it can be recorded in Toast by creating a field in Other Payment Options.

How do employees receive invoice-related tips?

You can accept tips directly on invoices and distribute them via Toast Payroll. There are no additional steps needed to retain and distribute tips added to invoices.

Note: Tips must be assigned to a specific employee, who has a job role that is part of a tip policy, in order for these to carry over to Toast Payroll.

- - Accepting tips via an invoice: Be sure to select a server that receives the tip before sending the invoice in the Details section of an invoice draft. When you send the invoice to your customer, they will be able to add a tip after selecting the Pay this invoice button.
  - Accepting tips on the POS: After an invoice is sent or a deposit is paid, your order will appear on POS the week of the event. Use the payment terminal or previous checks to find your order and add a tip as you would normally on POS. See Adjust Tips on a Closed Check to learn more.
  - Accepting gratuity via a service charge: Using a service charge that is assigned as a gratuity can be done on Catering & Events orders if you charge a standard percentage as a gratuity. Once you have your service charge ready, apply it to the order after adding items by selecting + Add service charge on the Order section of an invoice draft.
    - Be sure your service charge is assigned to the check owner . You can do this by navigating to Payments > Checks & receipts setup > Service charges and selecting the service charge to edit its settings. When employees receive the service charge, it is known as mandatory gratuity. Learn more in Get Started With Service Charges and Mandatory Gratuity.
  - Accepting tips by manually entering payments on an invoice: If you're entering a payment manually (by selecting Enter a payment on the invoice), you can assign a server to the invoice and then add a tip by inputting the total payment amount. A message will appear confirming that the excess amount will be marked as a tip.

Note: Toast Payroll is not available in Australia, Canada, Ireland and the U.K.

How do I refund or void a Catering & Events order?

Visit Refund or Void Toast Catering & Events Orders for more information.

How do I download the signed copy of the customer estimate?

You can download a signed copy of the customer estimate by first navigating to Catering & Events in the left menu bar.

- - In the Catering & Events menu bar, select Orders.
  - Select the order or customer name you would like to view the signed estimate for from the list of orders.
  - Scroll down to the section titled "Estimate & Contract".
  - Select the icon highlighted in the picture below to download your signed estimate.

Note: You will only see the option to download the signed estimate if the estimate has been sent, and the estimate has been signed. It will not be available for download until it is signed and complete.

Can I add something to a Catering & Events invoice once it’s been paid?

No, once an invoice is paid in full, you cannot go back in and edit. You can create a new order if you need to add something additional.

A best practice is to require a deposit to place the order, but not close it out completely until it’s finalized or the event has been completed.

Catering & Events Reporting FAQ

How does reporting work with Toast Catering & Events?

Toast’s Catering & Events module offers printable reports that include specific information about your upcoming and past orders. To access these reports, select the Print orders button on the top of the Calendar page, as well as the Invoices and Orders pages. After selecting this button, you can choose which type of report you’d like to download and print. A detailed list of each printed report can be found here or in the video below!

Orders created using Toast Invoicing appear in Toast reports differently depending on when the fulfillment date is and when the invoice was paid. Check out this Support Center article, Reporting for Toast Invoicing, for detailed information on how the invoice data appears in reporting (specifically in the Sales Summary report).

How can I utilize Catering & Events Calendar view?

In Toast’s Catering & Events module, calendar view allows you to view all of your upcoming and past events so you can keep track of your catering schedule and know which events your staff needs to plan for. Step-by-step instructions can be found here or in the video below!

Can I configure external catering orders to show up in Calendar view and the prep list report?

Yes - follow these steps to configure external catering orders to show up in Calendar view:

In Catering & events, navigate to Settings.
Scroll down to Additional orders, and from the Dining options drop-down, select Catering - Pick up.
From the Order sources drop-down, select In Store.
Save your changes.

Now, any orders that meet the criteria will automatically show in Calendar view and on the prep list report.