Automated Toast Gift Card Liability Report
On the first Monday of each month, WebRun opens Toast's gift card report, captures total cards issued, total value redeemed, and outstanding balance for the prior month, then appends a liability summary to a Google Sheet your accountant can access directly.
How do I automatically track Toast POS gift card liability each month?
WebRun opens Toast's gift card report at the start of each month, reads total cards sold, value redeemed, and outstanding balances for the prior month, and appends a liability summary to a Google Sheet. Your accountant always has a current, organized gift card liability record without anyone pulling a manual report from Toast.
- Monthly gift card liability tracked automatically with no manual reporting
- Running cumulative total maintained in the sheet for year-over-year review
- Months with large liability increases flagged automatically for accountant review
Built for restaurant owners · restaurant accountants · multi-location operators · finance managers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
www.toasttab.com/restaurants/admin/reportingin a real browser with your saved login - no setup, no API keys. -
1
Toast - pull gift card issuance, redemption, and balance data
toasttab.com
WebRun opens Toast to pull gift card issuance, redemption, and balance data. - Open Toast and navigate to the Gift Card report for the prior calendar month
- Capture total gift cards sold, total value issued, and total value redeemed
- Calculate total outstanding liability from unredeemed balances
- Note any cards that have been inactive for more than 12 months
Done when All prior-month gift card issuance, redemption, and outstanding balance figures are captured.
-
2
Google Sheets - log monthly liability summary for accounting
google.com
WebRun opens Google Sheets to log monthly liability summary for accounting. - Append a new monthly row with cards sold, value issued, value redeemed, and outstanding liability
- Update the running total row to show cumulative outstanding liability
- Flag any month where outstanding liability increased by more than 20% over the prior month
Done when Monthly gift card liability is logged and the running total is updated in the sheet.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Does WebRun issue or redeem any gift cards on my behalf?
No. WebRun only reads the gift card data from Toast and logs it. No gift card transactions are created or modified.
Can my accountant access the Google Sheet directly?
Yes. You control sharing on the Google Sheet independently. WebRun only appends data and never changes sharing permissions.
Does it handle both physical and digital Toast gift cards?
Yes. Toast tracks both physical and digital gift cards in the same report, and WebRun captures both types in the monthly liability summary.
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