Toast - How to Use It

This guide covers the daily operations of the Toast integration, including how charges appear on folios and how to process room charges from the POS to various Cloudbeds account types.

Once the integration is properly connected from both sides you can start sending checks into the Reservation folios. Open your Toast app and follow the steps below:

1. Open Order
2. Select Pay

3. Other

4. Room charge

5. Enter a Room Name or/and first or last name of a guest
6. Click the Submit button.
7. The system will display all reservations that contain the search value with In House status.
8. Select the chosen reservation and this will process the payment.

Viewing Transactions on the Folio

Depending on your configuration settings (Detailed vs. Lump Sum), transactions will appear differently on the guest folio.

Detailed Line-Item Posting

If Detailed Mode is enabled, every item from a Toast check is posted as an individual line. This includes:

• Menu items and modifiers

• Service charges

• Taxes

• Applied discounts

Viewing Transaction Metadata

You can view specific details for any Toast transaction directly on the folio:

1. Locate the transaction on the guest or house account folio.

2. Click the Note icon 📝 next to the transaction.

3. A tooltip will display:

   • Restaurant Name: (e.g., "Main Lobby Bar")

   • Check Number: The original Toast receipt ID.

   • Post Date: The exact date and time the sync occurred.

Processing Charges from the Toast POS

Waitstaff can search for guests and post charges to Cloudbeds directly from the Toast device.

Expanded Search Destinations

Toast room charges are no longer limited to guest reservations. You can now search for and post to:

• Guest Reservations: Search by guest name or room number. (Properties with 100+ rooms now see a full, non-truncated list).

• Group / Event Folios: Ideal for billing banquet or corporate event meals to a master group account.

• House Accounts: Search for specific house accounts directly on the POS to bill internal or non-guest charges.

Full Revenue Sync (FRS) & House Accounts

If your property has enabled Full Revenue Sync, you do not need to manually post every check to Cloudbeds.

• Automated Sync: All closed Toast checks (including cash and credit card payments processed at the POS) are automatically sent to your designated House Account in Cloudbeds at regular intervals.

• Reporting: This ensures that your Cloudbeds "Daily Financial Report" reflects the total revenue from your F&B outlets, even for guests who did not charge their meal to their room.

• Batching: For very large receipts, the integration automatically batches the data into smaller segments to ensure the sync is successful without slowing down your system.

Troubleshooting at the POS

If a room charge search is failing or a transaction is missing:

1. Check the Room Number: Ensure the guest is currently in "Checked-In" status. Charges cannot be posted to "Confirmed" or "Checked-Out" reservations.

2. Refresh the Integration: If a new room or house account was just created and isn't appearing in Toast, your manager can use the Refresh / Force Sync button in the Cloudbeds Marketplace (Toast Settings) to update the records.