How to Set Up Toast for Accurate Accounting with Shogo

Recommended Toast Settings for Accurate Books with Shogo

This article explains how Toast closes out each day and which Toast settings we recommend so your sales and payments come into your accounting system through Shogo cleanly and accurately.

If your daily sales or deposits sometimes don't line up in your accounting system, how and when Toast closes out the day is a good first place to look. A few settings, done once, prevent most of these headaches.

First, how Toast closes out each day

Toast has a few different "end of day" steps. They happen at different times and do different things, and they're easy to mix up. Here's what each one actually does.

The 4:00 a.m. day close (automatic, always on)

Every night at 4:00 a.m. your local time, Toast closes out the day for you. It:

  • Closes any checks that were paid but never manually closed.
  • Sends the day's credit card payments off to the bank (this is the "batch" — more on that below).

Two things to know: this only closes checks that were already paid, and it closes them without adding tips, so any missing tips have to be fixed by hand afterward. It does not close unpaid checks — those stay open until someone deals with them.

The credit card batch (automatic, 4:00 a.m. ET)

The "batch" is when Toast sends the day's card payments to the bank so you get paid. It runs automatically at 4:00 a.m. ET.

You can't change this time yourself — if you ever need to, you'd contact Toast Customer Care. For almost everyone, leaving it on the automatic schedule is the right choice.

Closing out manually (optional — but we recommend against it)

A manager can send the batch early instead of waiting for the automatic 4 a.m. run, from Manager Activities → Close Out Day → End Day on the POS (or Close Out Day → Capture in Toast Web).

Our recommendation: don't. For a clean Shogo integration, let Toast run its automatic batch on its own schedule. Manual batches are what create most of the deposit-timing problems this article is trying to help you avoid (see the next section). If you ever think you need to run one, it's better to reach out to Shogo support first.

If a manual batch does get run, two hard rules apply:

  • Never do it more than once a day.
  • Never manually re-send the batch after an internet outage. Toast catches up on its own once you're back online, and re-sending by hand can cause your deposits to come out wrong.

Auto-Close / Auto-Void for unpaid checks (optional — we recommend leaving this off)

Toast has an optional setting, off by default, that automatically deals with unpaid checks left open at the end of the night — either closing them to a special "Auto-Close" payment type, or voiding them.

You can check this yourself in Toast Web: go to Finance → Related → Settings → Auto-close orders. Make sure "Auto-close orders at end of day" is not selected.

We recommend leaving this turned off when you use Shogo. The recommended settings section below explains why.

The 9:30 p.m. ET cutoff (this affects when you get paid)

This one isn't a button you press — it just determines when your money lands in the bank:

  • Batch sent before 9:30 p.m. ET → money typically arrives the next business day.
  • Batch sent after 9:30 p.m. ET (including the automatic 4 a.m. batch) → money typically arrives a business day or two later.

Actual timing varies — weekends, bank holidays, and international locations can all push a deposit out further. Treat these as general expectations, not guarantees, and check Toast for the exact status of any deposit.

One thing to watch: if a manager closes out early (before 9:30 p.m.) and then the restaurant keeps taking orders, those later orders go into the next day's batch. That can make one bank deposit cover two days of sales, which is worth knowing when you're reconciling.

The Toast settings we recommend with Shogo

Here's what to do, and why it keeps your books clean. Shogo pulls each day's sales from Toast and posts them to your accounting system once the day is complete, so the goal is simply to make sure Toast has fully finished the day before Shogo posts it. (As you'll see below, if a day still has open checks, Shogo will wait and check back rather than post an incomplete day.)

1. Leave the automatic batch on

Keep Toast's automatic 4 a.m. card batch turned on. It closes your paid checks and sends your deposits every night with no effort on your part, and it gives Shogo a finished, complete day to work with.

2. Close your checks during the shift, and let open checks reach Shogo

This is the single most important habit for accurate daily books, and it has two parts.

Close (and tip-adjust) your checks during or at the end of each shift. Don't rely on the 4 a.m. close to do it for you — remember, it skips tips and ignores unpaid checks, so leaning on it leaves your numbers incomplete.

Leave Toast's Auto-Close / Auto-Void setting turned off. Here's why it matters: when a check is still open, Shogo waits. Instead of posting an incomplete day to your accounting system, it holds that day and keeps checking back until Toast shows the checks as closed — then it posts the full, balanced day. But Shogo can only do this if the open checks actually reach it. If you let Toast auto-close them at 4 a.m., Shogo thinks the day is done when it really wasn't, and you lose that safety net.

One setup step in Shogo — check it once: the "Open Check" payment type needs to be set to NONE in your Shogo mapping. That's the setting that tells Shogo to wait for the real close instead of posting the day as-is. To check it yourself:

  1. Go to app.shogo.io → Settings → Accounting.
  2. Find the Payments section.
  3. Locate the Open Check payment type and confirm it's set to NONE.

That's a one-time check — once it's set, you don't need to touch it again.

Bottom line: close your checks as you go, leave Auto-Close off in Toast, and set Open Check to NONE in Shogo. Shogo takes care of the timing so your books only see complete days.

3. Know how batch timing affects your deposits

  • On the normal automatic 4 a.m. batch, each day's deposit lines up with one day of sales (typically funding a business day or two later; exact timing varies with weekends, holidays, and location).
  • If someone closes out early and the restaurant keeps serving, one deposit can end up covering two days of sales — which is exactly why we recommend letting the automatic batch run (see below).

4. Let Toast handle the batch automatically — don't run manual batches

The simplest rule: leave the batch alone and let Toast's automatic 4 a.m. run do its job. Manual batches are the most common source of deposit-timing surprises — one deposit covering two days of sales, split deposits, or (after an outage) duplicate deposits.

So as a standard practice, don't close out or send the batch manually. And if a deposit ever looks off, resist the urge to send another batch to fix it — that usually makes it worse. Let Toast settle on its own, and contact Shogo support and we'll help you sort it out.

Quick checklist

  • ✅ Leave Toast's automatic card batch on.
  • ✅ Close and tip-adjust checks during the shift — don't lean on the 4 a.m. close.
  • ✅ Leave Toast's Auto-Close / Auto-Void off so open checks reach Shogo (Toast Web → Finance → Related → Settings → Auto-close orders).
  • ✅ Set the Open Check payment type to NONE in Shogo (app.shogo.io → Settings → Accounting → Payments).
  • ✅ Let Toast run its automatic batch — don't close out or send the batch manually.
  • ✅ Expect one deposit to cover two days if a batch does get run early and you keep serving.
  • ✅ If a deposit looks off, don't re-batch to fix it — contact Shogo support instead.

If your sales or deposits still don't line up after this, reach out to Shogo support with the date and location and we'll help you track down the cause.