Update or Confirm Your Tax Information in Toast Web

In this Article:

• Overview
• Permissions and Multi-Location Groups
• Provide or Update Your Tax Information
• Understand Validation Statuses
• Frequently Asked Questions

Overview

Governments in many countries outside the U.S. are introducing e-invoicing and digital tax compliance rules, and each country is on its own timeline. To keep your restaurant ready as these rules take effect, Toast asks that you keep an accurate, verified tax ID (such as a VAT number) on file for your business.

E-invoicing rules often call for a specific, standardized tax ID format, which may differ from the business details collected when you first signed up with Toast. Confirming or updating your tax ID now means your account will be ready when your country's requirements take effect.

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Permissions and Multi-Location Groups

• User Permissions: Access to tax details depends on your Toast Web user permissions:
  • Restaurant Admin (Category 4 permissions): Read-only access. Users with Restaurant Admin access can view the tax page and dismiss notifications, but cannot add, edit, or submit details.
  • 8.1 Financial Accounts: Full read/write access. Users with permission 8.1 Financial Accounts can add, edit, and submit tax details.
• Multi-Location Management: Tax details must be submitted individually for each restaurant location. Information cannot be applied across an entire multi-location group at once.

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Provide or Update Your Tax Information

Existing international customers may receive an in-product notification in the Toast Web Communication Hub:

• Tax Info on File: You will be prompted to confirm the pre-populated information.
• Nothing on File: You will be prompted to submit your tax details.

To view, confirm, or update your tax details:

1. Navigate to Toast account > Billing > Tax information.
2. Review or complete the following fields:
   1. Country: Automatically set based on your Toast account and cannot be edited on this page.
   2. Tax ID: Labeled according to your country (e.g., VAT Number). For Canada, this field displays as GST/HST (and PST/QST or no additional field based on province).
   3. Legal business name: Must match your official business registration.
   4. Tax registration address: Complete address lines, city, state/province, and postal code.
3. Select Save to submit your information for verification.

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Understand Validation Statuses

After you submit your tax ID, Toast validates the information with your local tax authority. Validation is not instantaneous, and your submission will display one of the following statuses:

• Pending: Your validation is currently in progress. Form fields are temporarily locked while validation completes.
• Valid: Your tax ID has been successfully verified. No further action is required.
• Rejected: The tax authority could not validate the details (e.g., invalid ID format or unregistered ID).

If your tax submission is rejected:

1. You will receive an in-product notification in Toast Web. If you have opted into email notifications, you will also receive an email.
2. A red banner on the Tax Information Management page will state the rejection reason.
3. Select Correct and resubmit to update your information and submit again.

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Frequently Asked Questions

What happens if I don't fill this out right now?

There is no single deadline, as it depends on the tax rules in the country where your restaurant operates. Until e-invoicing becomes mandatory in your country, not providing your TAX ID will not have any impact on invoicing.

However, once it is mandatory in your country, having no VAT ID on file means Toast will charge you tax like a B2C customer. This means you will not be able to reclaim VAT at the end of the year. There is no immediate lock on your account or service interruption today.

What if the pre-filled information in Toast Web is wrong?

If the pre-filled data taken from onboarding is incorrect, you can update it yourself right on the page. Simply edit the field and resubmit.

I fixed my tax info, but the reminder notification is still showing. What should I do?

If your tax ID status shows as Valid, your details have been successfully verified and no further action is required. The notification may continue to display after your tax information has been verified and will automatically clear after 31 days.

What should I do if I am unable to edit my tax details or need help updating my account permissions?

If you encounter an issue updating your details or need help granting user permissions, reach out to Customer Care via phone, 24/7 live chat, or web. For further information see Contact Customer Support.

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