Send an Invoice to Your Guests

In this Article:

• Create and Send an Invoice to Your Guest
• View Invoices
• Manage Invoice Settings
• Additional Resources
   

Create and Send an Invoice to Your Guest

To send a digital invoice to your guests, follow the steps below:

1. Log in to Toast Web and navigate to Payments > Payment methods > Customer invoices.
2. Select Create invoice on the top right corner of the screen.
3. Under Find customer, either search for a current guest/customer or select + Create customer to enter information for a new customer. 
4. Select a Dining option so you can keep track of all the different order types (such as catering), and select a Date and Time so you can create a scheduled order once this invoice is created. This will allow your restaurant to prioritize or manage upcoming large and catering orders.
5. Adjust the Prep time if needed. You'll be prompted to select how long before the order due date the item should fire.
6. Next, select + Add item to add items from your menu that you would like to bill a guest for.
   • All modifiers attached to the item and default memos will appear as well.
   • You'll have the option to add special instructions if needed.
   • Click and drag menu items on your invoice to rearrange them (this can be done after an invoice has been paid as well). 
7. If needed, select  + Add service charge or + Add discount to customize the invoice further.
8. Configure your Payment schedule settings, including payment amount and due date. This is where you can add a deposit request if desired.
9. Configure your invoice Details. This is where you can:
   1. Assign a Server who will receive tips for this order (optional)
   2. Allow customers to add a tip when making an invoice payment.
   3. Allow customers to pay with a credit card (or Apple Pay/Google Pay). If this setting is not enabled, guests will have to come to your restaurant to make a payment. 
   4. Mark order as tax exempt: This will exclude taxes from the invoice.
   5. Add a Memo.
   6. Add email attachment, like an image file, that will be attached to your invoice email. The image cannot be added to the actual invoice PDF. 
10. Select Review invoice. You'll be able to preview (both as a PDF and as an email) what the invoice will look like.
11. Make changes if needed by selecting Edit, or select Send invoice to email it. You'll also have the option of either printing the invoice or downloading it as a PDF file, if needed.

Notes: 

• The Send invoice button will then become a Send reminder button in case you'd like to send another email to your guest for payment. 
• Taxes aren't calculated until you save the draft of the invoice.

If you just want to send your guest a link to the page where they can make a payment on their invoice, follow these steps: 

1. Return to the invoice details page.
2. Under the Payment schedule section, select Copy link to payment page to copy the invoice payment link.
3. Once copied, you can now send the invoice payment link to the recipient directly.

If you want to remove an item from an invoice after you've sent it to your guest, you'll need to void the item from the invoice. The voided item will still appear on the invoice, but it will have a line through it and the value will not be reflected on the invoice total.
 

Once your guest selects Pay this invoice on the email they receive, they'll be redirected to a webpage where they can enter their credit card information. 
 

Invoice payments will appear on reporting as items sold, including the Sales Summary report. Sales and payments are reported when the invoice/order is fulfilled. Any invoices in the draft will not be shown in reporting. Learn more about invoice reporting in this Toast Central article, . 

 

 

View Invoices in Toast Web

On the Invoices page in Toast Web, you can easily see a list of all your previously created and sent invoices.

Use the tabs to view invoices, or use the search bar (and filters for Created date and Due date) to search for specific guests or invoices.
 

To view a specific invoice, select the invoice in question to open the invoice details page. If needed, you can select Send reminder if the customer has not yet paid.

You'll also be able to void the invoice by selecting More options > Void invoice on the invoice details page if the customer has canceled the order, for example.

You can select Print orders at the top of the Invoices page to either print invoices or a prep list as PDF files. The prep list will show the item, modifiers, quantity, and order information (customer name, pick-up time).
 

Manage Invoice Settings

You can easily change the settings for invoices by selecting Settings from the navigation list that appears on the left side of the Invoices page. To learn more about the settings available for invoices, see this Toast Central article: .

Additional Resources for Invoicing