Toast Retail: Invoice Import Overview
The invoice import feature for Toast Retail simplifies invoice management by allowing you to upload your invoice files directly into Toast Web. This minimizes manual data entry, errors, and ensures accurate inventory and financial records.
While Toast Retail has import templates for specific suppliers (currently UNFI, Kehe, and Hackney), you can import invoices from any supplier using a generic template.
Supported file formats include CSV and Excel (.xlsx).
Ensure your file includes clear column headers for these required fields:
Supplier Item ID
Item Name
Item Quantity
The invoice import tool will also recognize the following column headers:
Receiving Unit
Qty/Receiving Unit
Receiving Unit Net Cost
Extension Cost
Barcode
PLU
Price (Retail)
If you’d like, you can download and use this Excel template for your invoice import: Toast Retail Invoice Template.
When you import an invoice, Toast Retail will process the file and validate it against your Item Library in Toast. The system will attempt to match invoice items by supplier item ID, but will also look for secondary matches using exact barcode match, or partial supplier item ID/barcode matches (without leading zeros or check digits). If there are unmatched items or other potential issues, you’ll have a chance to review and resolve those before finalizing your import.
Upload Your Invoice to Toast Retail
To upload your invoice to Toast Retail, follow these steps:
In Toast Web, navigate to Retail > Purchasing > Purchasing & Receiving.
Select Receive via invoice.
Enter your Supplier.
Select Import file, then select Next on the Import invoice pop-up window.
If there’s a specific supplier template available for your selected supplier, you’ll see the option to use it. If you have issues using the template with your invoice, you can always disable the template and use a generic template instead.
Drag and drop the file you wish to import in the middle of the screen, or click in the middle of the screen to view your computer's file-picker.
Review your column mappings. Toast will attempt to automatically map your invoice columns to the Template columns, but if there are any columns that are unmapped you can use the drop-down to select the appropriate match. You can also use the trash can icon to exclude a column from your import. If there are any issues with your import file, a message will appear with additional details. Select Next when you’re finished.
Toast Retail will match the incoming items to your item library.
Any Unmatched items will be displayed at the top of the invoice creation page.
If a suggested match is available (for example, for items that are already in your Item Library but have not yet been purchased from this supplier), Toast will display the item information. Select Confirm match if the suggested match is correct.
If no suggested match is displayed but an unmatched item should be linked to an existing item in your Item Library, select the chain link icon next to the item name. A pop-up will appear where you can search for the matching item by name, PLU, or barcode to select a manual match.
New items can also quickly be created from this workflow before receiving using the details on your invoice. Select the plus sign (+) icon next to the item name. Confirm item details on the pop-up, then select Create item.
Review and adjust quantities or costs for matched items as needed. When you’re finished, you can select Save as draft or Mark as received.
Note:
Items marked as unavailable or out of stock (quantity = 0) will not be imported.
Retail prices are not updated from invoices. These values come from the existing Item Library and can be adjusted manually.
Additional Resources for Toast Retail