Understand Your Toast Invoice

In this Article:

Locate and View Your Invoice in Toast Web
Breakdown of Invoice Terms
- Removed/Downsold Items
Frequently Asked Questions
Additional Resources

Locate and View Your Invoice in Toast Web

Invoices issued by Toast are found in Toast Web and are also emailed to the financial contact on the account prior to the due date. If you need to find a past invoice or view a recently-issued invoice, navigate to Reports > Payments > Invoices in Toast Web (learn more: Locate and View Your Toast Invoice).

Want to know how much you are paying for a specific Toast module? Check out your Subscriptions page: Review and Manage Your Toast Subscriptions.

Looking for information on your Toast Payroll invoice? See Toast Payroll: Invoice and Billing Information.

Breakdown of Invoice Terms

Use the numbers below to understand the important information found on your Toast invoice. While your invoice can also help you understand which subscriptions and modules you are paying for, you can easily see a list of your current subscriptions on your Subscriptions page in Toast Web; see in Toast Central for more information.

Bill to and Ship to Address: The shipping address should reflect the location in question. The Bill to line indicates which location Toast is charging the invoice to.
Invoice number, Invoice Date, and Due Date: The invoice date is the date the invoice was created and issued to you. The due date is the date that payment is due to Toast
Total Due: Total amount due on the invoice
Order Type: This indicates what the invoice is for such as software fees, install hardware, credit card repurchases, etc.
Product Name: This may be a software subscription, hardware item, etc.
1. Subscriptions are monthly SaaS fees. Examples include Online Ordering, Gift Cards, Loyalty, Sling, xtraCHEF, etc. Items can be any hardware or services as well.
2. Every device you use (terminals and handhelds) will have an associated hardware subscription fee. Your first terminal is labeled Software Subscription, and subsequent terminals are labeled Additional Tablet Monthly Subscriptions. All handhelds have a Handheld Monthly Subscription applied. See for more information.
Rate: This is the cost for (1) individual item or subscription
QTY: Quantity of line item
Amount: This is the total cost for the items or subscriptions purchased. If the QTY is more than one, the amount will be larger than the rate as this value reflects the total amount due, not the individual rate.
1. If the amount is in parenthesis “( ___ )” this means the amount is being deducted from the total due on the invoice. This is caused by a subscription being removed or downsold
Service Date: The period of time the subscription is covering
Subtotal, Shipping Cost, Tax Total: The subtotal is the amount due prior to the addition of shipping costs and taxes
If there have been any previous credits or deposits applied to the total amount due, they will appear here
1. Less Deposits Applied - Initial hardware deposit (if applicable)
2. Less Credits Applied - Credit memos (if applicable)
3. Less Payments Applied - Previously applied payments (if applicable)

Note: Your invoice may be laid out differently. Be sure to read the entirety of your invoice to see how subscription packages may be broken down.

Removed/Downsold Items

When a subscription is removed or downsold, it will appear twice on the invoice. A negative quantity (“-”) in the QTY column indicates that the subscription has been removed and the price is not included in the total due on the invoice.

Frequently Asked Questions

What is a Credit Card Processing Statement and why am I receiving one from Toast?

A Credit Card Processing Statement shows the process of settling your account each month and charging you for any discrepancies in credit card processing fees. When payments are taken, the processing fees are estimated based on the available information at the time. At the end of the month, these fees are recalculated with all of the information. This can sometimes cause some fees to be off by a few cents. This statement is to reconcile that and show a summary of monthly deposits.

How often will I receive software invoices?

Depending on your restaurant, your software invoices will be sent monthly or annually. If you are financed through a third party, the software subscriptions will not be shown in Toast Web. Please reach out to the third party for this breakdown of fees.

Why am I receiving a hardware invoice?

Hardware on invoices typically represents your installed hardware purchased or additional hardware purchased through Toast Shop. If an order was placed in Toast Shop, an invoice will be sent to the email of the user who placed the order.

Why did I receive two invoices at once?

Double-check the dates on the invoice. In the image above, the orange "9" points out Service Dates below each product on your invoice. You may have an invoice for one part of the service period (month) and a second for another part of the service period.

How can I remove a subscription?

Check out in Toast Central for how to do this.

Why is my invoice showing a “less credit applied”?

This indicates that a credit memo or credit was applied to the invoice. Oftentimes these are deposited directly into your bank account. However, if there is an open invoice when the credit memo or credit is approved, the credit will be applied to the open invoice on the account.

Why is my invoice showing “CC Processor repurchase”?

This indicates that an ACH debit to your account was denied when we initially attempted to collect payment. Toast then generates this type of invoice to gather the missing funds. This is often a credit card refund or a chargeback debit that has been rejected.

Why am I being double-charged or charged for services I didn't sign up for?

Review your invoice, specifically the QTY (quantity) column. When some services or features are removed from your account, they may still appear on invoices in the near future, but they'll have a negative quantity (-1). This indicates the service has been removed; it may coincide with a positive quantity of the same item, equalling 0 in the end.

Additionally, note the service dates on each product (reference point 9 in the image above). In some instances, the service dates may be for a short period of time and need to be charged twice to cover a whole billing cycle.

If you still believe you are being charged for services that do not apply, contact Customer Care.

How can I tell if a credit memo has been applied to my account?

You will get an email notification from Toast when your request for credit has been approved by our internal teams, and when the credit has been completely paid. A credit memo may be split over multiple invoices, so you will only receive the second notification when the entire total has been applied to your account.

A credit will usually be applied to a future invoice, but in some cases it could be refunded to your bank account.

If your credit was applied to an invoice, it will be reflected on your invoice total.
If your credit was refunded to your bank account, you can see the credit information on the Toast Billing Activity report (Reports > Payments > Invoices > Toast Billing Activity).

Can I pay my invoice balance with a credit card?

Invoices can only be paid via ACH with a bank account. Please contact Customer Care to provide your payment information for any open invoices.

How can I pay an invoice immediately?

There is no way to manually pay an invoice. Invoice payments are processed as debits automatically taken from the bank account you set up with Toast when first onboarding.

Who approved a subscription on my invoice?

Generally, only your account's financial contact can approve additions or removals from your subscriptions list.

Why is the charge less than I expected?

Your charge was prorated in this case since this service didn't last the full duration of a billing cycle.

I still can’t find the invoice I am looking for.

Missing invoices in Toast typically occur due to timing, overlapping billing periods, or system-related issues. Invoices are usually generated toward the end of each billing cycle, often around the 27th–28th of the month, and may take longer during system updates or when billing periods overlap (such as from late April to early May). Additionally, some invoices—especially those for one-time purchases or non-subscription items—are not found in the standard Invoices section, but instead appear under Shop > Order History or within Card Statements. Temporary technical issues may also delay invoice visibility, but these are generally resolved automatically by Toast’s systems.

To address missing invoices, start by checking your filters in Toast Account > Billing > Invoices to ensure the correct timeframe and location are selected, then refresh the results. If the billing period hasn’t fully closed, wait until the end of the cycle or the first week of the following month, as delayed invoices typically appear automatically. For non-standard transactions, review alternative locations like Order History or Card Statements. If invoices remain unavailable after these steps, contact Toast Support. Manual fixes are rare, but the support team ensures that any system delays are resolved, and invoices are generated, as soon as possible.

What is this $500 charge?

The $500 deposit from sales does generate an invoice, but not until the hardware is shipped. So if you were charged your deposit several months ago and just received an invoice, you will not be double-charged, but you can expect to see a charge for the remainder of your hardware and implementation fees, as well as taxes and shipping.

A down-sell was submitted for this module; why am I still being charged?

It can take one to two billing cycles to be approved by the team that does that. Due to this timeframe, if you still see the charge that was requested to be removed on your next invoice, please reach back out to to issue a credit for the subscription that was charged incorrectly.

My restaurant hasn't gone live yet; why am I receiving an invoice already?

Your Firm Contract Start Date has passed. This policy was implemented in January 2022 to encourage you to go live within a specified timeframe, which is by your contract start date. If you do not go live on or before your contract start date, your software billing will begin on this date.

How often will I receive software invoices?

Depending on your restaurant, your software invoices will be sent monthly or annually. If you are financed through a third party, the software subscriptions will not be shown on Toast Web. Please reach out to the third party for this breakdown of fees.

How can I get an invoice resent or reprocessed?

Please contact to have an invoice reprocessed.

Additional Resources

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.