Use Bill Pay With Toast Checking

Note: Bill Pay within Toast Checking is a separate tool from xtraCHEF's Toast Bill Pay feature. See xtraCHEF: Get Started With Toast Bill Pay for more information.

In this Article:

• Bill Pay Overview
• Upload an Invoice to Bill Pay
• Submit a Payment Using Bill Pay
  • Payments Scheduling
  • Cancel a Payment
• Vendor Payment Experience
• Review and Manage Bill Pay Vendor Payments
• Frequently Asked Questions
  • Can I make multiple payments in one transaction?
  • Do you provide check-aging support?

Bill Pay Overview

Bill Pay is an accounts payable feature within Toast Web that allows you to submit payments directly to your vendors. Users that have Toast Checking and the 8.1 Financial Accounts permission can access Bill Pay and submit payments.

Bill Pay automatically pulls in your verified bank accounts within Toast and all of your Toast Checking Jars* when submitting a bill. To add a new bank account to your Toast account, navigate to . This account will provide your payments through Bill Pay. (At this time, we do not support credit cards as a payment method.)

There are no fees associated with using Bill Pay. If we ever add a fee to use Bill Pay, we will make sure to let you know in advance, and we will never charge you a fee without your consent.

If you have additional questions about using Toast Bill Pay, contact .

Upload an Invoice to Bill Pay

You can upload an invoice into Bill Pay by following these steps:

1. Access Bill Pay through , or by selecting Pay a bill on your Toast Checking* dashboard.

    

   
   
   

2.  Within your Bill Pay Dashboard, select Pay a bill.

3. Drop a PDF, JPG, or PNG file of your invoice into the Upload an invoice box, or select Upload to open the file picker.
4. Once uploaded, the system will automatically extract the invoice details for you.
5. Select your desired option within the Payment Details fields.
6. Select Review and submit to submit your payment.

Submit a Payment Using Bill Pay

You can use Bill Pay to submit a payment to your vendor with or without an attached invoice. To submit a payment without an invoice, follow these steps:

1. Navigate to Bill Pay in Toast Web.
2. Select Pay a bill in the upper right-hand corner.
3. Select the vendor, or create a new vendor.
   • To create a new vendor, enter:
     • Vendor name
     • Address
     • Customer account number (optional)
     • Vendor remittance email (optional)
     • Vendor bank details (optional)
4. Fill out the bill details:
   • Invoice number and due date (optional)
   • Bill amount
5. Select the payment details:
   • Pay now or Schedule payment
   • Payment method
   • Vendor pay-out method
6. Select Review and pay.
7. Select Submit payment.

Payments can be made in Bill Pay for commercial, non-personal purposes to a person or entity that is a vendor of goods and services. Depending on your selection when submitting a payment, your vendor can be paid by ACH transfer or physical check:

• To pay your vendor via check, please provide their mailing address.
• To pay your vendor via ACH, please provide their bank account number and routing number.
  • If you don’t have your vendor’s ACH information, you can provide the vendor’s mailing address and submit the payment via check.

If a payment fails, you will receive an email with the reason the payment failed. You can directly view details within the Bill Pay Dashboard by selecting Bill Details. 

Bill Pay Payments Scheduling

For payments submitted on business days before 10:55 p.m. ET, funds are pulled the same day (unless they are scheduled for a future date). If your scheduled payment date falls on a federal holiday or weekend, or you submit the payment after 10:55 p.m. ET, payment processing will begin the next business day.

When scheduling a payment for a future date, you can choose your payment type and speed (10-12 business days for a check or 5-7 business days for ACH), depending on your needs, under Payment details when submitting a payment.

Cancel a Bill Pay Payment

You can cancel payments that are scheduled for a future date. Payments with a "Processing" status cannot be canceled, as money movement is already in progress. To cancel a payment, follow these steps:

1. Navigate to the Bill Pay Dashboard and find the payment you wish to cancel.
2. Select the three vertical dots ( ⋮ ) next to your payment.
3. Select Cancel payment.

Vendor Payment Experience

• If paid by ACH transfer, your vendor will see the first five characters of your business’s name, followed by the last four digits of the bill's reference or invoice number. For example, "Vendor ACH Credit Example: Resta-1234."
• If paid by check, your vendor will receive a physical check, delivered to the Remit Address on file. The check will be signed by "Toast Inc." The memo field will list the invoice number, if provided, or a system-generated bill reference ID if not provided.

When , you can opt to send payment remittance emails to the vendor’s email address. If you choose to send an email to your vendor, they will be notified when the payment has been sent to them; this will include your business’s name, bill reference or invoice number (optional), payment date, payment amount, and remit address (if paid via check).

To ensure your vendors are paid on time, we offer different payment speed options (check or ACH). When submitting your payments,  that best fits your needs.

Note: Checks that are not cashed within 90 days of being issued will be automatically voided, and the funds will be returned to your account. You’ll receive an email notification when this occurs.

Review and Manage Bill Pay Vendor Payments

You can view payment details by selecting the three vertical dots ( ⋮ ) next to the bill, and then selecting View Details. 

You can track the status of your payments by navigating to your Bill Pay Dashboard and checking the Status column. Payment statuses you may see include:

• Scheduled - Payment is scheduled to begin processing. These payments can be canceled.
• Processing - Payments have begun processing, and we are in progress of sending payments to your vendor. These payments cannot be canceled.
• Canceled - The scheduled payment has been canceled, or you have voided your payment transaction. No funds have been moved.
• Failed - The payment cannot be processed; please submit another bill once the failure reason has been corrected.
• Action Needed - The payment cannot be processed; action is required to successfully complete the payment.
• Paid - Funds have been debited from your account, and your vendor has been paid.
• Pending Refund - Refund is in progress. The funds have not yet been refunded to your account.
• Refunded - The check or ACH payment could not reach your vendor. This means we have returned the funds back to you.

FAQ

Can I make multiple Toast Checking Bill Pay payments in one transaction?

At this time, no, we do not support multiple payments in one transaction.

Do you provide check-aging support for Toast Checking Bill Pay?

Yes, Toast provides check-aging support by reviewing all checks that are 30+ days old, every month. We will send you an email notification of all outstanding payments, if any, and work with you to stop and refund the payment.

*Toast is not an FDIC-insured bank. Banking services provided by Thread Bank, Member FDIC. FDIC deposit insurance covers the failure of an insured bank. Pass-through insurance coverage is subject to conditions.