Last updated: Jan 29, 2026, 1:42 PM
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Boost your catering and events business: from planning to execution, you can manage every step of your order with greater efficiency while keeping your guests satisfied by removing the friction of event planning. With Toast Catering & Events, you have access to:
With Toast Catering & Events Pro, you gain access to everything listed above, along with the following features:
Requirements: Before configuring your Toast Catering & Events settings, please be sure you've created the following:
Selecting Catering & events from the left-hand navigation menu in Toast Web will bring you to your Toast Catering & Events homepage. Here, you'll see a list of today's orders, tomorrow's orders, new leads, past due invoices, and sales data from the past 30 days. You can also customize the homepage view to your liking by selecting the Edit icon and rearranging or removing any of the available options.
If you are transitioning from another catering or event solution, you can transfer customer data from your previous system over to Toast. Follow the steps below to import your customers. If you do not need to import a customer list, navigate to this article's section.
You will now see your imported data on the Customers page in the Catering & events module in Toast Web.
Leads allow you to collect potential guest information for catering and event orders. These lead forms can then be easily converted to catering orders within Toast Web. To learn more, see .
Before creating your first order in Toast, you'll need to configure order types, or banquet event orders (BEOs) that allow you to customize the information you’d like to store for specific event or order types. These will enable you to collect the information you need from your guests about a particular event.
In the future, if you no longer need to use one of the order types you created, you can select the archive button from the settings list to remove it from your order types list.
Production items will automatically populate on your BEO and prep sheets if they are properly connected to your menu items. To learn more about creating production items and connecting them to your menu items, see .
Now that you've created your event order form, you can begin to create your catering order.
Note: You can edit the promised date, prep time, and delivery information for any open or paid orders. These updates will reflect on the POS (point of sale) and the invoice (if there is one). Select your desired order from the Catering orders list and make the necessary changes. You can see confirmation of saved changes at the top of the page.
You can use the Toast Catering & Events module to send your guests an estimate for their event.
Once confirmed, this will bring you back to the Catering orders page, where you will see this order listed with a purple TENTATIVE status.
If you selected the signature option, your guest will be required to sign (type) their name at the bottom of the estimate.
When you're ready to send an invoice to your guest, you can either send an invoice for the deposit on the order and submit the rest of the payment later in the process, or you can send the full invoice upfront. Invoices must be sent manually at this time and can not be scheduled, however you can set automated follow-up messages to your guest if the deposit due date has passed. For more info, review how to .
If you'll be taking payments via invoice, we recommend using the default nightly auto-capture, which happens at 4 a.m. ET, to ensure that you're capturing those invoice payments for future orders. If you need to re-enable nightly auto-capture, contact Customer Care.
Follow these steps to require & collect a deposit payment for a catering or event order:
Note: Until the deposit is paid, you can return to the invoice payment details section and edit the deposit amount (for example, to accommodate a change in headcount). You can send your guest an updated invoice email if a deposit change is made.
Your guest can pay this deposit using a credit card right from the email they receive! To view the page your guests are seeing for payment, once you've sent the deposit, you can open up the invoice and select View payment page from the Payment schedule section. If your guest gives you a check or another payment type, you can manually add their payment by selecting Enter a payment.
Once the deposit has been paid, you'll see the invoice status change to PAID and the payment information included in the Payment schedule section of the invoice.
Note: If you do not need to send an invoice, but would still like to have the order appear on your POS screen, you can select Open order instead of sending your invoice as seen in the image below.
It is time to send your final invoice! This could be after you've collected a deposit or right after confirming your catering order estimate.
Once the final amount for the order has been paid, the order will have a green PAID status on your Invoices page.
Any invoices that haven't been paid on time will have a red PAST DUE status that can be tracked on your Invoices page in Toast Web. For these past due invoices, you can remind the guest that they haven’t submitted payment yet by selecting the past due invoice and then selecting Send reminder in the top right corner.
Create customized prep tools to help your team stay on top of catering orders and events.
Toast Catering & Events Reporting
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 the article for detailed information on how the invoice data appears in reporting, specifically in the Sales Summary report.
TERMS OF USE: Your use of this feature (and all Toast Services) is subject to the . Capitalized terms used but not defined herein shall have the meaning set forth in the Merchant Agreement. Information you submit using this feature, including without limitation the terms of any contract you submit, shall be treated as Merchant Data.
Toast makes no guarantees, representations, or warranties whatsoever in connection with this feature, including without limitation that use of the Contracts feature and signature tool will result in a legally binding contract. Toast has no involvement in any agreement between you and any of your Customers, and is solely a service provider with respect to this feature.
You are solely responsible for saving copies of your contracts and distributing fully executed copies to your Customers. You will indemnify, defend, and hold harmless Toast from any claims arising from or related to your use of this feature and/or the content submitted by you and/or your Customers, as applicable, in connection with this feature including any claims regarding the enforceability of the contracts generated using the feature.
TOAST DISCLAIMS ALL LIABILITY RELATED TO ANY MERCHANT DATA. YOU ARE SOLELY RESPONSIBLE FOR ANY DAMAGE(S) RELATED TO MERCHANT DATA AND/OR YOUR USE OF THIS FEATURE.
IMPORTANT: Toast makes no guarantees, representations, or warranties whatsoever in connection with this feature, including without limitation that the contracts feature and signature tool will result in a legally binding contract. Toast has no involvement in any agreement between you and any of your customers, and is solely a service provider with respect to this feature. You are solely responsible for your use of this feature, including without limitation for (1) any content that you submit or generate using this feature, (2) verifying the identity of the signing party, (3) saving copies of your contracts, and (4) distributing copies of fully executed contracts to your customers. Your use of this feature is subject to the .
Once the estimate has been sent, your guest will receive the invoice email within one minute! If you've received confirmation that your guest is ready to approve the estimate, you can manually change the status of this order.
Note: Manually changing the status of an estimate to confirmed will mean that your guest no longer needs to confirm the estimate or sign it.