Toast Invoicing Deposit Feature: Overview
Our Toast Invoicing tool offers a handy Deposits feature. This allows you to ask your guests for an upfront deposit, which they pay before their order is completed or service is provided. This deposit is then automatically deducted from their final invoice total, making billing simpler. To begin using this, you'll just need to set up your Deposit preferences in Toast Web.
Note: Toast Invoicing deposits is available in all markets/regions (including Canada, Ireland, and the U.K.)
Create an Invoice Deposit With Toast Invoicing
Once the above settings and steps have been completed, you'll be able to seamlessly request deposits for any invoices using Toast Invoicing.
To add a deposit request to an invoice:
Create an invoice (see Get Started With Toast Invoicing for detailed instructions). Note: To be able to request a deposit, the total value of items on the order must be at least equal to the deposit amount. If you don't require menu selections when booking an event, you'll want to create an open menu item for deposits in Toast Web first to serve this purpose.
In the Payment schedule section, select + Add deposit request. This will create a Deposit line item in the Payment schedule table.
Enter a Due date for the deposit payment.
Enter the Amount you'd like to collect for your deposit. You can use the Amount $ / Amount % toggle if you need to switch between a dollar amount deposit or a percentage deposit.
When you're finished creating your invoice, select Review deposit in the top right corner. You can view the deposit request that will be sent to your guest, and can download or print this invoice for your records on this page.
Select Send deposit once you've reviewed the invoice and are ready to send it to your guest. This will email the deposit invoice to the guest and allow them to make the deposit payment online.
Once your guest has paid the deposit, this will be automatically reflected on the individual invoice, inside Toast Web, and you'll see that the remaining invoice balance automatically adjusts to reflect the total of the invoices, minus the already paid guest deposit.
Toast Invoicing Frequently Asked Questions
Can I edit an invoice after sending the guest a deposit request?
Yes, you can still edit and/or revise an invoice after sending a deposit remittal email to your guest. If revising or adding items to the invoice, the blue Send reminder button in the invoice creation page changes to a blue Send update button. You will select this to email the guest the revised/edited invoice.
How do my invoicing deposits show in reporting?
Invoice deposits will show in Toast reports in the following ways:
When your guest pays the invoice deposit: A Paid in Total and Credit Card Payment item will be reported on the payment date.
On the date the invoice is fulfilled: Deposits, sales, tax, and tips will appear in the Sales Summary report under Net Sales, Tax Amount, and Tips.
Can I enter a guest’s deposit payment on their behalf?
Yes, you can enter a deposit payment for your guest. If a guest prefers to pay their deposit by credit card over the phone or in person (instead of using the online email link), you can process it for them directly.
To do this by the deposit due date:
Open the invoice in Toast Web and go to the Payment schedule section.
Select Enter a payment.
Enter your guest's credit card details.
Select Process payment.
The invoice will then update, showing the deposit status changed from OPEN to PAID.
Can a guest pay for an invoicing deposit by check?
Yes, guests can pay an invoicing deposit by check if you accept check payments for your business. Make sure you've first set up Check as a payment method on the Other payment options page (learn more: Set Up Other Payment Options).
Open the invoice in Toast Web and go to the Payment schedule section.
Select Enter a payment.
On the payment details page, select Check from the Payment type drop-down.
Enter your guest's payment details.
Select Process payment.
The invoice will then update, showing the deposit status changed from OPEN to PAID
For more on how customers can apply checks to an invoice, please see the Apply a Check Payment with Toast Invoicing article.