Overview

To access your Toast sales and reporting data, we'll need you to complete a two-part setup: first, create a custom job role with the specific permissions we need, then add us as an employee assigned to that role. This gives us view-only access to your reports. The full process takes about 10 minutes.

‍

What You'll Need

Access to your Toast account with admin permissions to manage employees and jobs
The ability to publish changes to your Toast configuration

‍

Setup Instructions

Part 1 — Create the Job Role

Log into your Toast account.
In the left-hand toolbar, navigate to Employees.
Select Employee Management, then Jobs.
Click Add Job.
Enter the following information:
- Job Title: Bench Reports
- Pay Basis: Salary
- Default Pay: Leave blank (if required, enter 0.00)
- Reporting: Select "Do not include…"
- Tipped?: Select "No tips…"
- Cashier?: No
- Driver?: No
Under permissions, select the following three options:
- POS Access → check My Reports
- Manager → check Cash Drawers (Full)
- Restaurant Admin → check Sales Reports
Click Save.
Click Publish Changes.

Part 2 — Add Bench as an Employee

In the left-hand toolbar, navigate to Employees.
Select Employee Management, then Employees.
Click Add New Employee.
Toggle Invite to create account to Yes.
Enter the following information:
- First Name: Bench
- Last Name: Accounting
- Email Address: thirdpartylogins+your.business.name@bench.co
- Jobs: Bench Reports (the role you just created in Part 1)
- Pay: Leave blank (if required, enter 0.00)
Click Add to finalize.

Please message your bookkeeper to let them know this has been completed, as the email invite link is not a monitored email.

What To Expect After Setup

Once you've added the employee and published your changes, our team will receive an invitation and finalize access — typically within one business day. You'll see Bench Accounting listed under your employees once setup is complete.

‍

Troubleshooting

I don't see the "Jobs" option under Employee Management.
You may not have admin-level permissions. Check with whoever originally set up your Toast account.
‍

I forgot to click "Publish Changes" after creating the job.
Go back to Employees → Employee Management → Jobs, and click Publish Changes at the top of the page. The job role won't be available to assign until it's published.
‍

The "Bench Reports" job doesn't appear when adding the employee.
Make sure you completed Part 1 and clicked Publish Changes. It may take a moment for the new role to appear in the dropdown.
‍

I'm not sure what to use for the email address.
Replace your.business.name with your actual business name, no spaces. For example, if your business is Maple Goods, the email would be thirdpartylogins+maple.goods@bench.co. Your bookkeeper can confirm the exact format.
‍

I'm not sure which permissions to select.
Only the three listed above are needed: My Reports, Cash Drawers (Full), and Sales Reports. Do not select additional permissions unless your bookkeeper has specifically asked for them.

‍

Related Resources

‍

Toast Merchant