About the Review and Submit Step
The Review and Submit step is the third and final step of running a payroll, after the Preview Payroll step and the Employee Earnings step. It is your last chance to review your payroll data and make changes before you submit. To reach it, you select Preview on the Pay Cycle Dashboard, then move through the earlier steps until Toast calculates your payroll.
On this step, you can see what you will be debited (your estimated withdrawal), how many employees are being paid, your payroll reports, and any items that need attention before you submit. The final action to run a payroll is to select Submit payroll in the upper-right corner.
After you select Submit payroll, you reach the Confirmation page. It looks similar to the Review and Submit step, but payroll information can no longer be edited. On the Confirmation page, you may see a Connect to QuickBooks button. If you use QuickBooks Online and Toast Payroll, you can sync your payroll data directly to QuickBooks Online. For setup, see Get Started With Payroll Accounting Sync.
Note: Submitting payroll is also called posting or processing payroll. These all mean the same final action.
Estimated Withdrawal vs. Your Actual Bank Debit
The Estimated withdrawal shown on this step is an estimate of what Toast will debit from your account, calculated before you submit. It is not the same as the final amount or the date the money is actually pulled from your bank.
The amount that is debited (pulled) from your account and the date it happens are confirmed after payroll is submitted and the ACH files are sent to your bank. For when employees are paid and when Toast debits your account, see Toast Payroll: Run Your Payroll.
Note: The estimate may not match the exact amount withdrawn from your account. Differences are usually explained by the items in the Not Withdrawn by Toast section described below.
Accounting Summary Tile
The Accounting Summary tile shows the amount you are responsible for so you can see what you will be debited before you submit, rather than waiting until after payroll is submitted.
The last four digits of your withdrawal account and the name of your financial institution appear at the top, next to your Estimated withdrawal amount. To review the amounts more closely, select the download arrow to open the Toast Payroll: Payroll Summary Report.
The Total Payroll section is the total earnings (Gross pay plus Tips) for all employees on this payroll, plus the payroll taxes the employer is responsible for. This appears in green.
The Not Withdrawn by Toast section lists amounts you will not be debited for by Toast. The total appears in red. These amounts are:
Manual (live) checks — employees paid by check rather than direct deposit or Toast Pay Card. These amounts leave your account when the employee cashes or deposits the check, so Toast does not withdraw them.
Cash tips — tips already paid out to employees, usually as daily or nightly tips. They are recorded on payroll for taxation, but because you already paid them, they are not debited from your account.
Deductions — amounts that reduce an employee's income. Because they subtract from earnings, Toast does not debit them from your account.
You may also see a Toast Payroll Fee section. On the first payroll of each month, this contains your SaaS (Software as a Service) fee. It may also include other fees that apply to this payroll. This amount is debited by Toast. For more on fees, see Toast Payroll: Invoice and Billing Information.
To reach the Estimated withdrawal, Toast takes the amounts in green (Total Payroll and Toast Payroll Fee, if it applies) and subtracts the amount in red (Not Withdrawn by Toast). This figure is an estimate and may not reflect the total amount debited from your account.
Note: A small number of customers may see a simplified Accounting Summary tile. This happens when certain deduction configurations or withdrawal timings mean the line items are not available.
Instant Deposit
Some customers may see Instant Deposit as an option on this step. Instant Deposit shows the funds you have available if you need to top off your payroll funding. To learn more, see Get Started With Instant Deposit.
Employee Tile
The Employee tile lists the number of employees paid on this payroll and the payment method each one chose. For payment method details, see Toast Payroll: Payment Methods.
If you use the per employee per month (PEPM) billing model, this tile and the Highlights and Exceptions tile give you a preview of how you will be invoiced. You will see the exact fee amounts after you select Submit payroll.
Reports Tile
The Reports tile gives you payroll reports you can view before and after submitting payroll. The most commonly used reports are the Payroll Summary, Employee Detail, and Payroll Exception reports. For an explanation of each report and when to use it, see Toast Payroll: Review Payroll Reports.
You can also use Toast IQ to display your payroll data in different ways, such as pulling the Payroll Summary report for a specific location or timeframe. To learn more, see Toast IQ AI Assistant Overview.
Highlights and Exceptions Tile
The Highlights and Exceptions tile flags notable information about this payroll run. If you see a red exclamation icon next to any item, it is best practice to address it before you submit (though in some cases, an exception is expected and you may submit without resolving it).
On the payroll run that contains the first check date of each month, the first line lists the number of employees who are not on this payroll run but are still included in your payroll fees. Use this to decide whether an employee needs a status change. See Toast Payroll: Make an Employee Status Change.
Select the text of any red exclamation notification to see which employees are affected.
To make adjustments, select Previous in the upper-right corner to return to the Toast Payroll: Employee Earnings Step. For help editing, see Toast Payroll: Add or Edit Earnings & Deductions.
Tip Makeup is the amount added to bring an employee up to minimum wage. Toast Payroll adds this automatically to the right employees and it cannot be disabled for an individual payroll. For details, see Toast Payroll: Get Help With Tip Makeup.
Frequently Asked Questions
Is the estimated withdrawal the same as what Toast debits from my account?
The estimated withdrawal is not the same as what Toast debits from your account. The Estimated withdrawal on the Review and Submit step is calculated before you submit and is an estimate. The actual amount debited (pulled) from your account, and the date it happens, are confirmed after payroll is submitted. For debit timing, see Toast Payroll: Run Your Payroll.
Also asked as:
When does Toast pull the money from my account?
Why is the withdrawal different from the estimate?
What date does the payroll debit come out?
Why is the amount withdrawn different from my estimated withdrawal?
The amount withdrawn can differ from your estimated withdrawal because some amounts are not debited by Toast. The Not Withdrawn by Toast section of the Accounting Summary tile lists these: manual (live) checks, cash tips already paid out, and employee deductions. Toast subtracts these from your total to reach the estimate, so your actual bank debit reflects only what Toast collects.
Also asked as:
Why doesn't the withdrawal match the amount on screen?
What is included in my payroll debit?
What does "Not Withdrawn by Toast" mean?
"Not Withdrawn by Toast" means amounts that appear on your payroll but that Toast does not debit from your account. This includes manual (live) checks, which leave your account when the employee cashes the check; cash tips you already paid out; and employee deductions. These are recorded on payroll but are not part of the amount Toast pulls.
Also asked as:
What are funds not collected by Toast?
Why is paper check money listed but not withdrawn?
Can I still edit my payroll after I submit it?
You cannot edit your payroll after you submit it. Once you select Submit payroll and reach the Confirmation page, payroll information can no longer be changed. Review the Accounting Summary, Employee, Reports, and Highlights and Exceptions tiles before submitting. If you need to start a payroll over before it's been submitted, see Toast Payroll: Reset a Payroll.
Also asked as:
How do I fix payroll after submitting?
Can I undo a submitted payroll?
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This content is for informational purposes and is not intended as legal, tax, HR, or any other professional advice. Please contact an attorney or other professional for advice.