Paying a house account balance

If a guest pays for a check using a house account, this creates an outstanding balance. The balance is the total charge amount due. The balance must be paid either on the Toast POS or by invoice. An invoice is a bill sent to the house account owner for payment.

Note

Toast support recommends that house account balances be paid from a Toast Web invoice or on a Toast POS device.

House accounts can hold a credit that can used for future orders. This allows guests to pay and close orders to their house account to reduce the balance. For example, if the house account’s outstanding balance is -$100.00, the guest has a $100 credit that they can use for orders before they will be invoiced for additional orders.

Guests can pay a house account balance on a Toast POS device on any order screen. House account balances can be paid by all payment methods except by another house account. For more information on configuring payment options, see this Toast Central article.

Paying a house account balance on the POS

To pay a house account balance on the POS

  1. On the Toast POS home screen, select an order screen.

  2. On the order screen, select the House Accounts button.

  3. Select the Pay Balance button. This opens the Pay House Account Balance dialog.

  4. Enter the customer number, or house account, or select the Lookup button to open the Customer lookup screen. On the Customer lookup screen, enter the guest's first or last name, email address, customer number, or phone number to search for the house account. Partial information can be used to search. This opens the Pay House Account Balance dialog.

  5. In the Pay House Account Balance dialog, enter in the amount to be paid. You cannot edit the house account information in the dialog. Select the Done button to navigate back to the order screen.

    Note

    If you try to pay a house account that has a credit as the outstanding balance, a message appears notifying you that payment is not necessary.

    On the order screen, your payment is listed on the order details panel.

    The Pay House Account Balance dialog.

    To remove a payment, select the payment on the order details panel and select the Remove button. This removes the payment from the check.

    The Remove button emphasized on a payment screen.

Paying a house account invoice

Guests can pay their invoice on Toast Web or from the pay link in their invoice email or text message.

Paying an invoice from email or text message

To pay a house account invoice from email or text message

  1. From the email or text message, select the View and pay this invoice link. This opens the invoice in a web browser.

  2. In the invoice, navigate to the Pay this invoice section. Select the payment method and enter the payment details.

  3. Select the Pay now button to complete the payment.

Paying an invoice on Toast Web

To pay a house account balance on Toast Web

  1. Access Toast Web.

  2. Choose Payments > Payment methods > House accounts to open the Accounts page.

  3. On the Accounts page, select the house account. This opens the House account profile page.

  4. On the House account profile page, navigate to the Invoices section.

  5. Select the Invoice link to open the Invoice page.

    Note

    Unpaid invoices have an OPEN under the Status column.

  6. On the Invoice page, choose how to pay the invoice.

    • From the Payment schedule tab, choose one of the following methods to pay the invoice:

      • View payment page: Select the link to view and pay the invoice by entering payment details in the card input fields. Select the Pay now button to complete the payment.

        A The payment was successful banner appears and a PAID label appears at the top of the Invoice page.

      • Enter a payment: Select the link to view to open the Pay invoice page. On the Pay invoice page, you can view the invoice, add a tip, and pay using a configured payment method. Select the Process payment button to complete the payment.

        A The payment was successful banner appears and a PAID label appears at the top of the Invoice page.

      Shows the Payment schedule tab with the View payment page and the Enter a payment buttons emphasized.

    • From the Actions dropdown menu, choose the Enter payment button to open the Pay invoice page. On the Pay invoice page, you can view the invoice, add a tip, and pay using a configured payment method. Select the Process payment button to complete the payment.

      A The payment was successful banner appears and a PAID label appears at the top of the Invoice page.

    On the Payment schedule tab, the payment is listed with the due date, amount paid, and the status. To view more payment details, select the down arrow next to the Status column. You can view payment details such as the payment method type, tip amount, payment date, and payment status.

    Shows an invoice with the PAID label on the Payment schedule page.
Adding a tip

Note

Toast support recommends that you do not add tips to invoices as the guest may have already tipped on the check.

You can add a pre-configured tip amount or a custom tip to an open or paid invoice on the Invoice or Pay invoice page. The tip amount is reflected in the Order summary report.

  • On the Invoice page, select Add tip from the Actions dropdown menu. This opens the Pay invoice page. On the Pay invoice page, navigate to the Add tip section and select the tip amount.

    Shows the Add tip button on the Invoice page.

  • On the Pay invoice page, navigate to the Add tip section and select the tip amount.

    Shows the Add tip button on the Pay invoice page.

Note

You can turn off the tipping feature by clearing the Allow customers to add a tip checkbox in the Details section on the Invoice page.

Resending a receipt

To resend a paid invoice receipt, select Resend receipt from the Actions dropdown menu on the Invoice page. If the receipt was successfully sent, a Receipt sent successfully banner appears at the bottom of the page.

Adjusting a payment

You can adjust the payment amount for an invoice on the Invoice page. You can void or adjust a payment from the Payment schedule section or from the Actions dropdown menu on the Invoice page.

Note

The Toast platform does not send an email if an invoice payment was voided.

To adjust a payment

Note

If the order has been fully paid, only the tip can be adjusted.

  1. On the Invoice page, select Adjust/void payment from the Actions dropdown menu or from the Payment schedule section. This opens the Adjust/void payment dialog.

  2. In the Adjust/void payment dialog, you can:

    • View the amount authorized to be paid

    • View the date and time of the payment

    • View the balance due

  3. Add the tip amount. The new tip amount is shown in the Total section.

    Shows the new tip amount in the Adjust/void payment dialog.

  4. Select the Adjust button to add the tip. The new tip amount is shown in the Orders section on the Invoice page.

Voiding a payment

You can void a payment for an open invoice on the Invoice page.

To void a payment

  1. On the Invoice page, select Void invoice from the Actions dropdown menu. This opens the Adjust/void payment dialog.

    Shows the Void invoice button on the Invoice page.

  2. A confirmation dialog window appears asking if you want to void the invoice. Select the Void payment button to void the payment.

    If the payment was successfully voided, the invoice status changes from PAID to OPEN.