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In this Article:

• Toast Catering & Events: General questions
• Customers and leads
• Orders and POS functionality
• Estimates, invoices, and deposits
• Catering & Events reporting
• Catering Online Ordering
• Related articles

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. For onboarding steps, see Get Started With Toast Catering & Events. 

How much does the Toast Catering & Events module cost?

The current list price for this module is $100 per month.

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

Toast does not charge a commission for catering orders. However, online payments accepted from guests are processed as card-not-present transactions and are subject to payment processing fees.

How does 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 both can create invoices and receive payments, Toast Catering & Events includes features that Toast Invoicing does not:

• Lead Management — Collect information from interested guests through online forms
• Banquet Event Orders (BEOs) — Create BEOs customized for every event type
• Estimates & Contracts — Create estimates that guests can approve and sign
• Calendar View — Track upcoming events and their status in a shared calendar

Can I set up Toast Online Ordering for catering orders?

Yes. Catering Online Ordering is available as part of the Toast Catering & Events Pro package. For more information, see the Catering Online Ordering section below.

What user permissions are required to use Toast Catering & Events?

To access the Toast Catering & Events module, your Toast Web user account must have either the Restaurant Admin or Web Setup access permission, along with at least one of the following:

• View Invoicing, Catering & Events
• Edit Invoicing, Catering & Events
• Configure Invoicing, Catering & Events

For more details about permissions, see Permissions Reference Guide.

What happens to payment information when I duplicate an invoice?

Payments are not copied. The new order will show as Unpaid.

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

To manage which orders appear on your POS, navigate to Toast Web > Catering & Events > Orders, select Advanced Filters in the overflow menu, and ensure that no filters are inadvertently causing these orders to appear on all checks. Customize what you see on the POS from there.

How do I add event rental items like room rentals, tables, and chairs?

You have several options for adding event supplies to catering orders:

• Create a menu called Rentals and add items for each rental with the rental price.
• Create an open item called Room setup fee.
• Create items by setup size with differing prices (e.g., Room setup fee for 100 — $200).
• Set up a service charge for rental-related fees.

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Customers and leads

How can I import or export my existing customer database?

Existing customers can be imported into Toast Catering & Events using the Import Customers button on the Customers page. You must use the template available from the Import Customers link. For step-by-step instructions, see Get Started With Toast Catering & Events. 

What customer information can I import?

The file you upload must be in CSV format with the following information in this exact order:

1. First Name
2. Last Name
3. Company Name
4. Address Line 1
5. Address Line 2 (optional)
6. City
7. State
8. Zip Code
9. Email
10. Phone Number

Why did my customer upload fail?

Uploads fail for several reasons:

• Incorrect format (not CSV)
• Invalid entry
• Missing required information
• Duplicate customers

Can customer information be shared with my Toast Loyalty program?

No. Customer information uploaded to Toast Catering & Events is not shared with your Toast Loyalty program. To add these same customers to your Loyalty program, follow the instructions in Import Loyalty Information. 

Can I delete customers I created during testing?

No. You cannot delete any customers from the Toast Catering & Events platform. Consider archiving or marking test customers in your records instead.

How do I view my biggest catering spenders and customer order history?

Navigate to the Customers page in Toast Web > Catering & Events. You can:

• Select the Total spend column to sort customers by spending.
• Select Download CSV to export customer data.
• Select a customer name to see a summary of their orders and order statuses.
• Select the overflow menu (⋮) next to an order to duplicate a past order.

What are the different statuses for leads?

How do I find and set up my lead form?

In Toast Catering & Events, you can manage leads through online forms or by manually entering guest information. For step-by-step setup, see the Step 3: Capture Leads and Convert Them to Orders section of Get Started With Toast Catering & Events.

Can I assign a sales manager to a customer?

Yes. Navigate to Toast Web > Catering & Events > Customers, select a customer name, then select Edit in the information section. Use the Catering sales manager drop-down menu to select an employee, then save your changes.

Can I filter leads by assigned sales manager?

Yes. Navigate to Toast Web > Catering & Events > Leads and select the Sales manager drop-down menu to filter the leads list by sales manager.

Can I save a customer's tax exemption ID?

Yes. In Toast Web > Catering & Events > Customers, select a customer, scroll to the Information section, and select Edit. You can save their tax exemption ID here.

Note: Saving the tax exemption ID to the customer profile does 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 lead?

Yes. Navigate to Toast Web > Catering & Events > Leads, locate the customer, select the overflow menu icon, and select Delete lead.

Important: You will not be able to undo this action.

Where can my guests view event details?

Your customers can stay up to date on their event's order details, estimates, and payments through EventView — a unified, beautifully branded page aligned with your restaurant's theme and order type settings. Guests receive access to EventView upon receiving estimates or invoices.

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Orders and POS functionality

What are the different statuses for orders?

Can I duplicate an old Catering & Events order (BEO)?

Yes. From the orders page, select the three-dot overflow menu to the right of the order row you want to duplicate. This creates a new identical order that you can edit as needed.

Note: If you can't edit or delete items on a duplicated order, archived menu items may be blocking edits. See the "Before you contact Customer Care" section below for a workaround.

Can I create a recurring Catering & Events order?

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

When and where can I edit a catering order?

You can edit a catering order in any state (open or closed). Navigate to the order details and:

• Drag the six-dot icon (⋮⋮) to the left of an item to rearrange it.
• Select + Add item, + Add service charge, or + Add discount to add to the order.
• For open orders: Select the overflow menu (⋮) to the right of an item to edit or delete it.
• For closed orders: Select the overflow menu (⋮) to void an item.

Important: 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.

Can I edit a Banquet Event Order (BEO) after it's confirmed?

Yes, but with restrictions based on the order's payment status:

If the order is still in Draft or Tentative status:

• You can freely edit or delete items.

If the order is Confirmed with a paid deposit:

• You can still add or edit items; a remaining balance can be edited and added on the POS the night of the event.
• The new balance will be reflected in the updated invoice sent to the guest.

If the order is Confirmed and fully paid:

• You cannot edit the invoice; you must create a new order for any additions.

Can I change the event date or time after creating a Banquet Event Order (BEO)?

Whether you can change the date or time depends on when the event is scheduled:

If the event is in the future:

• You can edit the event date and time directly from the order details.

If the event is in the past (the start time has already passed):

• The system prevents editing because Strict Mode is enabled for past events (a safety feature to prevent accidental changes).
• You have two options:
  1. Have your account admin disable Strict Mode in Toast Web > Catering & Events > Settings, then edit the date.
  2. Void the current order and create a new one with the correct date.

Why won't my Banquet Event Order (BEO) save or load?

If you see an error message when trying to save or price a catering order, check these common causes in order:

1. Are there archived menu items on the order?
   • If a menu item, service charge, discount, or dining option has been archived, it prevents the order from pricing or loading correctly.
   • Remove the archived item from the order or contact Customer Care to have it removed from the backend.
2. Are there unpublished menu changes?
   • If you've edited your menu but haven't published the changes, the system can't calculate prices.
   • Navigate to Toast Web > Menus, locate unpublished changes (marked with a cloud icon), and select the cloud icon to publish.
3. Does your order use sequence and swap pricing?
   • Sequence and swap pricing is not supported in the Catering & Events module.
   • Remove any items using sequence and swap from the order.
4. Do you have the right permissions?
   • Verify you have Edit Invoicing, Catering & Events permission.
   • Contact your restaurant admin if permissions are missing.

If none of these steps resolves the issue, contact Customer Care.

Are Toast Catering & Events orders visible on the POS?

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

When do Catering & Events orders appear on the POS?

Catering & Events orders are visible on the POS during the week of the event. Orders more than a week in the future will not be visible by default, but can be found using Advanced search 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 deliver Catering & Events orders through Toast Delivery Services®?

Yes. Toast Delivery Services® can be used for all orders created through Catering Online Ordering.

Can I combine tables and checks on POS?

Yes. Be sure to select the check associated with the invoice first, then add any tables or checks you'd like to combine.

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

What do I do if I'm unable to delete a draft event?

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

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

To print prep lists in Toast Catering & Events:

1. Navigate to Toast Web > Catering & Events > Orders, Invoices, or Calendars.
2. Select Print.
3. Select the report type you want and the dates you want it for.
4. Select Download PDF.

For detailed information about custom prep tools, document types, and filters, see Access and Download Prep Tools for Catering & Events Orders.

Can I take a catering order over the phone?

Yes. If a customer calls in and wants to place a catering order, you can take the order from Toast Web:

1. Navigate to Toast Web > Catering & Events > Orders.
2. Select Create a new order.
3. Select an event type and fill out the template on the phone with the customer.

Note: You cannot start an order from the POS. Web-based order creation is required.

Why aren't my catering orders auto-firing to the kitchen?

Check if auto-fire is enabled for catering orders in your Prep Stations settings:

1. Navigate to Toast Web > Settings > Prep Stations.
2. Locate your catering prep station and verify auto-fire is enabled.
3. If auto-fire is off, enable it.

If you prefer to send orders manually to the kitchen display system, select the order and use the Send to KDS button.

For detailed auto-fire setup, see Set Up Order Auto-Firing.

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Estimates, invoices, and deposits

Catering order workflow overview

A typical Toast Catering & Events workflow follows these stages:

1. Lead — Guest submits inquiry through a lead form or you manually create a lead.
2. Estimate — You create and send an estimate to the guest for approval.
3. Approval — Guest approves the estimate (and signs it, if required).
4. Deposit Request — You send a deposit request (usually a percentage of total); guest pays deposit.
5. Deposit Payment — Guest pays deposit online or you manually record payment.
6. Invoice — You send the final invoice for the remaining balance.
7. Final Payment — Guest pays the remaining balance before or at the event.

You can skip steps in this workflow:

• Send an invoice directly without an estimate (guests don't always need to approve first).
• Collect a deposit, or skip deposits and collect full payment upfront.
• Create orders manually without a lead.

What are the different statuses for estimates?

What are the different statuses for invoices?

How do we handle events where we need to add consumption?

When you need to add consumption (additional charges at the event), use the deposit workflow:

• Collect a deposit upfront to secure funds without closing the invoice as fully paid.
• When the invoice has a remaining balance, it can be edited and additional items added on the POS.
• Guests can pay the remaining balance on the POS the night of the event or through the emailed invoice link.

For detailed deposit setup, see Manage Deposits With Toast Catering & Events. 

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

Yes. After you select Send deposit, there's a checkbox option to automatically send the balance invoice once the deposit is paid. This is the last setting before confirming the deposit send.

How do I set a deposit percentage for a catering order?

When creating a deposit request, you can set the deposit as either a fixed dollar amount or a percentage of the order total:

1. Navigate to Toast Web > Catering & Events > Invoices.
2. Select the invoice you want to add a deposit to.
3. In the Payment schedule section, select + Add deposit request.
4. Enter the deposit Amount (you'll see an Amount $ / Amount % selector to switch between dollar amount and percentage).
5. Add a Due date.
6. Select Review deposit and Send deposit.

Your guest will be able to pay the deposit online using a credit card, or you can manually record a check or other payment method.

Which payment methods are available via Toast Catering & Events?

Guests can pay directly online using a debit or credit card. If the guest is using cash or ACH payments outside of Toast, you can record the payment in Toast by creating a field in Other Payment Options.

For detailed payment setup, see Set Up Other Payment Options.

How do employees receive invoice-related tips?

You can accept tips directly on invoices and distribute them via Toast Payroll. No additional setup is needed to retain and distribute tips added to invoices.

Accepting tips via an invoice:

• Select a server in the Details section of the invoice draft who will receive the tip.
• When you send the invoice to your customer, they'll be able to add a tip after selecting Pay this invoice.

Accepting tips on the POS:

• After an invoice is sent or a deposit is paid, your order will appear on POS during the week of the event.
• Use the payment terminal or previous checks to find your order and add a tip as you normally would.

Accepting gratuity via a service charge:

• Set up a service charge that is assigned as a gratuity (a standard percentage).
• Apply it to the order by selecting + Add service charge in the Order section.
• Make sure your service charge is assigned to the check owner so employees receive it.

For detailed service charge setup, see Get Started With Service Charges and Mandatory Gratuity.

Accepting tips by manual entry:

• If you enter a payment manually by selecting Enter a payment, you can assign a server and 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 send a contract with my catering estimate?

To add a contract and send an estimate to your guest:

1. In Toast Web, navigate to Catering & Events > Orders and select the order.
2. Scroll down to the Estimate & contract section.
3. Select the checkbox for Send estimate.
4. Select the checkbox for Add contract terms.
5. (Optional) Select Require signature if you want the guest to sign.
6. Enter your contract language in the text box and select + Add attachment to upload files (e.g., cancellation policy).
7. (Optional) To set default contract terms for all future events, navigate to Settings > Order types, edit your event order type, scroll to Contract settings, and enter default terms (can be overwritten per order).
8. Select Review estimate, then send your estimate to your guest.

When your guest receives the estimate, they'll see the contract terms with a Signature field at the bottom. After they type their signature, they can select Accept estimate and contract to confirm.

How do I refund or void a confirmed catering order?

How you refund or void an order depends on whether the payment is still authorized or has been captured:

If the payment is still AUTHORIZED (within two days of being charged):

1. Navigate to Catering & Events > Orders.
2. Locate the order and select Actions > Adjust/void payment.
3. You can adjust the payment amount or void it entirely (cannot refund an authorized payment; must void instead).

If the payment is CAPTURED (batched; after two days):

1. Navigate to Catering & Events > Orders.
2. Locate the order and select Actions > Refund payment.
3. Choose your refund scope: By item, Entire check, Tax only, or Custom amount.

Important: You are limited to one refund per transaction. If items are voided on an order with a posted payment, you'll see a negative balance on the order (a credit due to the guest); you can refund the negative balance using the Custom amount option, but this won't clear the balance.

If the payment is NON-CREDIT CARD (check, ACH, or other):

1. Navigate to Catering & Events > Orders.
2. Select Actions > Adjust/void payment.
3. Select Void the payment.
4. Use the three-dot overflow menu to add, void, or update items as needed.
5. Select Actions > Enter payment and re-enter the customer payment information.
6. Select Process payment to complete.

Note: All catering orders with a payment (voided or refunded) remain in your orders list and cannot be deleted, to maintain accurate record-keeping.

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

You can download a signed copy of the customer estimate if the estimate has been sent and signed:

1. Navigate to Toast Web > Catering & Events > Orders.
2. Select the order or customer name.
3. Scroll down to the Estimate & Contract section.
4. Select the download icon to download your signed estimate.

Note: You will only see the option to download the signed estimate if the estimate has been sent and signed by the guest.

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 and edit it. You must 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.

Why doesn't my catering order show tax?

Check these items in order:

1. Is the order marked as tax exempt?
   • Navigate to the order details and check if Mark Order as Tax Exempt has been selected.
   • If yes, uncheck it unless the order should be tax exempt.
2. Are your menu items configured with tax rates?
   • Navigate to Toast Web > Menus > Items.
   • Verify each item on the order has a tax rate assigned (not "No tax").
3. Is tax enabled at your location?
   • Navigate to Toast Web > Settings > Locations.
   • Verify your location has tax enabled and the correct tax rate is configured.

If none of these steps resolve the issue, contact Customer Care.

How do I add a service charge or gratuity to a Banquet Event Order (BEO)?

Service charges must be configured first in your menu settings, then added to the order:

Set up the service charge:

1. Navigate to Toast Web > Settings > Service charges or Payments > Checks & receipts setup > Service charges.
2. Create a service charge (e.g., "Delivery fee" or "Service charge — 18%").
3. Configure it as a percentage or fixed amount; optionally assign it as mandatory gratuity.

Add the service charge to your order:

1. Open the catering order and navigate to the Order section.
2. Select + Add service charge.
3. Choose the service charge you created.
4. Select Save.

If you encounter an error about an archived service charge:

• Navigate to Settings > Service charges.
• Find the archived service charge and unarchive it, OR
• Remove the service charge item from the order.

For detailed service charge setup, see Get Started With Service Charges and Mandatory Gratuity.

Can I skip the estimate workflow and go straight to invoice?

Yes. You can skip the estimate step if you already have approval from the guest offline. Instead of creating an estimate:

1. Navigate to Catering & Events > Orders and select your order.
2. Select Actions > Create invoice directly (instead of Create estimate).
3. Send the invoice to your guest.

The order will move from Draft directly to Confirmed when you send the invoice, without requiring estimate approval.

Why can't I download or view my catering estimate?

If you cannot download your estimate, check:

1. Has the estimate been sent?
   • You can only download an estimate that has been sent to the guest.
   • If it's still in draft, send it first.
2. Has the estimate been signed (if signature was required)?
   • If you required a signature, the estimate must be signed by the guest before it can be downloaded.
   • Wait for the guest to approve and sign the estimate.

For unsigned estimates or PDF export:

• Navigate to the order and select Review estimate to see a preview.
• From the preview, you can print or save as PDF using your browser's print function.

Why am I getting an "email is associated with another customer" error?

Toast prevents the same email address from being used for multiple customers in your Catering & Events database. This is a data integrity safeguard.

Workaround:

• Use a different email address for this customer (e.g., add a department or location identifier: jane@restaurant.com or jane.events@restaurant.com).
• Or use only a phone number (email is not required to create a lead; only a phone number is required).

If the email address belongs to an archived customer, contact Customer Care to help resolve the conflict.

Important: If you still can't save your order after checking these items, see the "Before you contact Customer Care" section below.

Before you contact Customer Care

What if I can't delete or edit items on a duplicated Banquet Event Order (BEO)?

Archived menu items prevent edits in the UI. If you duplicated an old order and now see items you can't modify or delete:

Try to remove the item:

• Select the overflow menu (⋮) next to the item and see if a delete or remove option is available.

If removal isn't available:

• The item was archived from your menu after being added to this order.
• You cannot remove archived items through the UI; contact Customer Care to have them removed from the backend.

Workaround:

• Void this duplicated order.
• Create a new order from scratch using your current menu items.

What if I'm getting an "invoice storage limit reached" error?

Toast Catering & Events has a free invoicing tier with a limit on stored invoices. If you've reached your free limit:

Archive old invoices:

• Navigate to Catering & Events > Invoices.
• Select old invoices that are fully paid and archived (mark them as archived if your UI supports it).
• This frees up storage space for new invoices.

Upgrade your invoicing:

• Contact Customer Care to discuss upgrade options for higher storage limits.

What if I see an archived service charge error on my order?

If you get an error like "The service charge [Name] has been archived and cannot be used," the service charge was archived after being added to this order:

Unarchive the service charge (if you still need it):

• Navigate to Settings > Service charges.
• Find the archived service charge and select Unarchive.
• Go back to your order; the error should clear.

Or remove the service charge from the order:

• In the order details, find the archived service charge item.
• Select the overflow menu (⋮) and delete it.
• This will remove the error without unarchiving the charge.

If neither option resolves the error, contact Customer Care.

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Catering & Events reporting

How does reporting work with Toast Catering & Events?

Toast Catering & Events offers printable reports that include specific information about your upcoming and past orders. To access these reports:

1. Select the Print orders button on the top of the Calendar, Invoices, or Orders page.
2. Choose which type of report you'd like to download and print.
3. Select your date range and filters.

For a detailed list of each available report type, filters, export options, and how reporting data is calculated, see Toast Catering and Events Reporting Overview.

How can I use Catering & Events Calendar view?

In Catering & Events, the Calendar view allows you to see all of your upcoming and past events so you can track your catering schedule and know which events your staff needs to plan for. For step-by-step instructions, see Toast Catering and Events Reporting Overview.

Why aren't my catering orders syncing to the Calendar?

If orders don't appear in Calendar view after creation, check these items in order:

1. Is "Catering - Pick up" enabled in Additional Orders?
   • Navigate to Toast Web > Catering & Events > Settings > Additional Orders.
   • From the Dining options drop-down, select Catering - Pick up.
   • From the Order sources drop-down, select In Store.
   • Select Save.
2. Is the order confirmed?
   • Only confirmed orders appear in Calendar view by default.
   • Ensure your order status is Confirmed, not Draft or Tentative.
3. Is the order date in the future?
   • Orders with event dates in the past will not appear in Calendar view.
   • Check if your order's event date is set correctly.

If orders still don't appear after checking these items, contact Customer Care.

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Catering Online Ordering

What is Catering Online Ordering?

Catering Online Ordering is a feature available as part of the Toast Catering & Events Pro package. It allows your guests to place catering orders directly through an online ordering portal on your website, similar to regular Toast Online Ordering but tailored for catering and event orders.

With Catering Online Ordering, guests can:

• Browse your catering menus.
• Select items, quantities, and customizations.
• Request event details (date, time, guest count).
• Place their order and pay online.
• Track their order status.

Can I set up Toast Online Ordering for catering orders?

Yes. Catering Online Ordering is available as part of the Toast Catering & Events Pro package. For detailed setup and configuration instructions, see Get Started With Catering Online Ordering. 

Can Toast Delivery Services® be used for Catering & Events orders?

Yes. Toast Delivery Services® can be used for all orders placed through Catering Online Ordering.

How do I configure a Catering Online Ordering menu?

Catering Online Ordering menus work similarly to regular Toast Online Ordering menus. For step-by-step configuration, setup options, and menu customization, see Get Started With Catering Online Ordering. 

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Related articles

• Get Started With Toast Catering & Events
• Manage Deposits With Toast Catering & Events
• Create and Manage Leads With Toast Catering & Events
• Toast Catering and Events Reporting Overview
• Access and Download Prep Tools for Catering & Events Orders

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