Toast Billing Process

All Toast customers are required to authorize Toast access to at least one bank account through which we can send both debit and credit transactions for funds that are owed. This is in section 6.8. of the Toast Merchant Agreement. Have more questions? Check out the Toast Credit Card Processing and Billing: FAQ. If you need to adjust your bank account for your monthly billing, see Update or Add a New Bank Account in Toast Web.

In this Article:

• Common Reasons for Billing
• Monthly Credit Card Processing Statement
• Hardware and Software Invoices Process
• Manage and Troubleshoot Deposits
• Merchant Processing

Common Reasons for Billing

Toast will bill customers for various reasons, but the most common are:

• Credit Card Processing Statement: This is the process of settling the account each month and charging customers for any discrepancies in credit card processing fees.
• Hardware and Software Invoices: Purchases of new hardware and recurring software fees.
• Account Credits and Account Fees: If either Toast or the account are owed funds by the other, Toast will process these as adjustments toward the monthly statement that will alter the monthly software cost. In some cases, Toast may process this as an immediate ACH to your account. However, this is very rare.

The review and approval process for account credits typically takes 5-7 business days. Once approved, refunds are deposited into the bank account on file within 3-5 business days.

Note: Credits and debits from Toast appear with "ACH Toast, INC" in the description in the bank account.


 

Monthly Credit Card Processing Statement

• All payment card batches and fees are processed on a daily basis through your Toast POS system. 
• The timing of the deposit is dependent upon when the batch is created in a day. For any batches that are created before 9:30 p.m. ET, the deposit will be made into your bank account the following business day. 
• If your business is open after 9:30 p.m., batches created after this deadline will be deposited an additional business day later. 
• For a breakdown of all daily batches that have been settled and deposited into your account, view your Settled Deposits Daily Breakdown report.
• With this report, you can view each day’s Total Payments, Refunds, Credit Card Processing Fees collected, and your net amount deposited. 
• If a credit card processing fee adjustment is made, it will be included on this statement as well as any chargebacks within that month.
• Deposits are typically processed within two business days. Sales processed before 9:30 p.m. ET are deposited the next business day, while those after the cutoff may take an additional day.
   

Each Toast customer is billed monthly to settle their account. The listed financial contacts (found in Toast account > Notifications & alerts > Contact settings) will be notified each month and provided a PDF of their monthly statement. This email signifies that an ACH is scheduled to process to the bank account on file. These take anywhere from approximately 2-5 business days to appear. These statements can also be viewed and downloaded at anytime by navigating to Reports > Payments > Processing statements. You can also use the Settled Deposits Daily Breakdown report in Toast Web (Reports > Payments > Settled Deposits Daily Breakdown) to monitor pending and completed deposit transactions efficiently.

Note:  These statements can also be viewed and downloaded at any time by navigating to Reports > Payments > Processing statements. 

An ACH may be scheduled if any credit card processing fee adjustments need to be made, whether that is a credit or debit. This will include the sum of all Toast's AMEX processing/handling fees from the billing cycle. During the credit card processing fee adjustment process, you will receive an email notification once the adjustment request is reviewed and approved. Notifications will also inform you when the credit has been applied to your account or deposited.

You can review the Processing Statements report in Toast Web at any time (Reports > Payments > Processing statements). This report will list ALL transactions (credit or debit) that Toast has initiated within the month selected. On page 1, you'll find a summary of all captured credit card batches within the billing period. The Primary Account Balance and Credit Card Balance amounts will be ACH'd directly from the bank account on file for the customer. This is processed monthly, and the charges take a few business days to appear. For quicker access to funds, consider using the Instant Deposit feature, which allows access to a portion of your sales before the scheduled deposit. Visit the Instant Deposit page here: .

Charges from Toast, Inc. will most commonly occur within 10 business days of your invoice and are from the most recent billing statement being processed. Please check this statement before contacting Customer Care.

Manage and Troubleshoot Deposits

If your deposit isn’t visible in your account as expected, consider the following steps:

1. Verify Deposit Reports: Check the Settled Deposits Daily Breakdown report or the Deposit Totals Overview report. Ensure that you apply the correct date range and location filters, as Toast tracks settled payments based on the settlement date, not the transaction date.
2. Check Batch Times: Note that batches completed after the daily cutoff time (e.g., 9:30 p.m. ET) may be delayed by a business day. Adjust your batch timings to avoid such delays.
3. Address Bank Delays: While Toast initiates transactions quickly, delays may occur due to your bank's processing schedule. Funds will typically appear once processed by your bank.
4. Account for Weekends/Holidays: Be aware that transactions processed over weekends or bank holidays may take additional time to settle.

Hardware and Other Invoices

All software and module subscription fees will be included in your invoices. Like the Processing Statements, the listed financial contact(s) will be notified monthly and provided a PDF of the invoice for which they are being charged. This email signifies that an ACH is scheduled to process to the bank account on file and can take anywhere from approximately 2-5 business days to appear in the bank account. These invoices can also be found in Toast Web by navigating to Toast account > Billing > Invoices.
 

You can review the Daily Credit Card Activity report in Toast Web by navigating to Reports > Payments > Daily credit card activity. This report's primary account history section will list all transactions (credit or debit) that Toast has initiated within the range of time for which the report is being viewed. Additionally, the Deposit Totals Overview report provides a summary of pending and settled deposits. This report can be accessed via Toast Web by navigating to Reports > Payments > Deposit Totals Overview. For tracking credit resolutions, customers can utilize the Billing Activity section in Toast Web, which provides insights into processed credits and deposits.

Merchant Processing

Visa, Mastercard, Discover

Toast customers that use our merchant processing also must authorize our merchant processing access to at least one bank account to electronically settle the merchant account. The most common activity here will be daily credit card processing deposits from credit card sales, as well as chargebacks from cardholder disputes and any other adjustments/settlements that may arise.

Note: Charges from Toast Merchant Processing will appear like "5/3 Bankcard SYS...."

If you have questions about a charge like this, please contact Customer Care and provide the date, amount, and line item description of the charge from your bank account.
 

American Express (AMEX)

It's important to note that American Express (AMEX) is an independent processing company for their credit cards - this means you'll have a separate Merchant Processing Agreement and account with AMEX if you accept their cards as payment. 

Suppose a payment stemming from an American Express charge does not show on the sales reports you use regularly. In this case, if you'd like to check its status, you can do so by navigating in Toast Web to Reports > Payments > Deposit totals overview > Pending Batches.

If you have other questions about a charge like this, please contact AMEX Merchant Services. Toast Customer Care will not have any visibility into activity from American Express. They can be reached at 800-528-5200 and one of their representatives will assist you.

OptBlue is an American Express program that enables you to process AMEX cards through Toast with consolidated statements and faster deposits. If your business is using OptBlue, a customer's AMEX card will appear in the same line item as all other credit card payments.

If you want to use OptBlue or see if you qualify for it, email . To learn more, check out this Toast Central article: .