Toast POS offers a built-in House Accounts feature on the backend. This feature allows users to close POS orders out during a business day as “paid” for Sales Reporting purposes while deferring the order(s) towards the “Outstanding Balance” of an account on the backend.
From the backend, the user can create Invoices to send to their customer for the orders placed in any chosen range of time. If a House Account's balance is invoiced to the customer, it is intended to later be paid outside of Toast and reconciled outside of Toast using other Accounting Software or Bookkeeping.
It can also be paid directly in the app via Cash, Credit or Gift Card like any other order at a later time to satisfy the balance.
In this article:
Setting up a House Account
Enabling the House Account feature as a payment method
Enabling House Accounts as a User Permission
Closing an order to the House Account
Viewing the House Account on the backend
Creating an Invoice
Exporting an Invoice
Accepting payment towards the balance of a House Account
- Using House Accounts for deliveries
Setting up a House Account
From the homepage of Toast online, find House Accounts under the Payment Options section.
Enabling House Accounts
On the House Accounts page select the option to enable House Accounts as a payment method in the POS. This enables the features generally, but can still be user permissions for use of the features can be controlled elsewhere and will be addressed later in this article.
Creating a House Account
Use the button to “Create New Account”. The setup page for creating this account will prompt for information regarding the account:
Save to complete creating the account.
Closing an order to the House Account
With a House Account created on the backend and the feature enabled as a payment option in the POS, any order can be closed out to this account with a few easy steps.
If the order is for a Takeout or Delivery and is being placed by an existing House Account holder, use the Customer Lookup in Toast POS to locate the customer by name, email or phone number.
The customers information should populate across the top of the order as it normally would for a Takeout or Delivery order.
Place the order as normal using your menu selection and then tap “Pay” to proceed to the payment screen of Toast.
With the House Account feature enabled as a payment method, a new payment method option now appears on the right-hand side of the screen beneath the Cash, Credit and Gift Card (if enabled) options.
Tap House Account as the payment method:
If the House Account was already found using the Customer Lookup function in the first step, the app will populate the House Account attached to the order automatically on the next screen:
Use Invoice to proceed with closing the order to the House Account to be invoiced later.
**Use Track but do not invoice if the customer chooses to pay for the order normally and not be invoiced later. This replaced the Pay Now button**
If the House Account was not already located, Toast will prompt to key in the account number or choose Lookup to look up by phone, name or email
Tap the House Account to select it as the account to use to close the order.
This order is now added to the Outstanding Balance of this House Account online.
Toast will direct back to the ordering screen to take the next order.
Viewing the House Account online
House Accounts are designed to defer orders over a billing cycle. At the end of the billing cycle, an invoice is generated for the outstanding balance from the billing cycle and sent to the customer to be paid.
To create an invoice for a House Accounts outstanding balance, locate it on the list of existing House Accounts.
The House Account Summary will display the account details and the outstanding balance across the top of the page.
Outstanding Balance – Total amount of Unpaid orders on the House Account being viewed.
The lower half of the page will display two tabs:
Transactions – Orders that have been closed to this account.
Non-Invoiced – The order has not been included on any previous invoice generated for the account.
Invoiced – The order has been included on a previous invoice generated for this account.
Invoices – All historic Invoices generated for this account (downloadable)
Creating an Invoice
From the House Account Summary page discussed above, click “New Invoice” beneath the Oustanding Balance details.
The page below stages the house account before it is created and will recalculate if changes to the date range are made. For instance, if the customer is billed once a month for their orders and it is the last day of the month, the range can be adjusted to view “This Month” to invoice only orders in the current month.
Edit the From, Bill To and/or Terms fields if necessary. Click Save to Invoice the selected range of orders.
After submitting the invoice, the page is directed to the Invoices page with options to View Now or Export.
Directs to the Invoices webpage with an option to Export to Excel.
Now that the order has been included on an Invoice, the status will change from "Non-Invoiced" to "Invoiced" on the Transactions page.
Exporting the Invoice will generate it as an Excel spreadsheet .xls form. From Excel, it can further be exported to a Word document or PDF.
Deleting an Invoice
The option to Delete an invoice is shown in the top-right corner of the invoice page online. Doing so will change all orders on the invoice back to a NON-INVOICED status. Orders cannot be individually removed from an existing invoice, but it can be re-done with only the desired orders to correct any mistakes.
Now that the order(s) in the outstanding balance have been invoiced, the outstanding balance returns to $0.00 and the Invoice section of the House Account has a new entry.
Accepting payment for a balance
Starting with the 1.19 release there will be a new option in the house account setup page. By default it will be set to automatically zero out the balance of a house account, which was the standard feature before 1.19.
If you change the option to NO, or not automatically pay the balance when you create an invoice, you will see a few new changes to the Toast POS interface.
First, creating an invoice will no longer zero out the outstanding balance.
Second, a third button will be added to the top of a house account page next to delete and export. Clicking the Pay Balance button will zero out the remaining balance.
Third, a new gray button will be available on the POS labeled House Accounts. This buttons functions similarly to the Gift Card button in Toast. When you click it, you will be asked to look up a house account number.
After tapping pay balance the amount will be set to the current outstanding balance. This balance can be deleted and a new amount entered. An amount that is greater than the current outstanding balance can also be entered.
These balances can be paid by any kind of payment. On the Sales Summary report you will see the payments in the normal payments grid on the bottom right of the page. In the top left section there is an added section which will show House Account Deferred Revenue, (as well as a new section for Gift Card Deferred Revenue separated out).
These new deferred revenue sections are also added to the Accounting Report as well.
Using House Accounts for Deliveries
If your restaurant delivers to certain locations frequently, each location can be set-up as a separate house account, using a single letter as the customer #. (For instance P for Park Plaza) When a customer orders, these steps can then be followed by the restaurant:
- If you have not set up a house account for the location, review the above help first.
- Tap the Dine-In button and select ‘delivery’.
- In the left corner of the phone number box, tap ‘tel' and select ‘house.’
- Enter: the letter or name for the account, then tap the ‘done’ button.
- Once you are back to the check screen, tap the ‘tab’ bottom and enter the customer’s name and room #.
- If a room service gratuity needs to added, they can do this by tapping the three vertical dots in the upper right hand corner, and then selecting ‘svc charge.’
- Tap the pay button and choose house accounts as your payment method.
- Tap invoice to print a receipt with signature and tip lines.