Overview
Running out of a key menu item mid-service is one of the most preventable restaurant problems. Toast's inventory management combined with automated alerts ensures you're always restocking before you run out, not after. This guide covers setting par levels, configuring alerts, and building the reorder workflow.
Before you start
- Toast POS with Inventory Management module
- Menu items set up in Toast Back Office
- Ingredient list with par levels defined
- Supplier contact information for reordering
Step-by-step guide (5 steps)
Set up inventory items in Toast
In Toast, go to Back Office > Inventory. Add your key ingredients and menu items with: item name, unit of measure, current quantity, and par level (the minimum quantity before reordering). Focus on high-usage and hard-to-replace items first.
Link menu items to inventory
In Toast's menu management, link each menu item to its ingredient inventory items. Set the quantity deducted per sale (e.g., Salmon Fillet: deducts 6oz from Salmon inventory per order). This enables real-time inventory deduction as orders are placed.
Configure low-stock alerts
In Toast Inventory settings, enable 'Low stock notifications.' Set the alert threshold as a percentage above par (e.g., alert when item drops to 150% of par level — giving you lead time to reorder before you're actually at par).
Set different alert thresholds for different item categories: high-turnover items (daily proteins) should alert earlier than shelf-stable items (dry goods).
Route alerts to the right people
Configure alerts to go to: the kitchen manager (via email/text) for immediate action, the purchaser or GM for ordering, and optionally yourself for visibility. Using Toast's manager log, these alerts also appear in the management app.
Create a reorder checklist from alerts
When an alert fires, create a standard reorder process: check the weekly delivery schedule, compare to par level deficit, and place the order with your supplier. Document this in a Notion or Asana SOP so any manager can handle reorders correctly.
What you'll get
Eliminates out-of-stock surprises during service
Kitchen managers act on data, not guesswork
Reduces over-ordering and food waste
Any manager can handle reorders with the right par level data
Common mistakes to avoid
Setting par levels too high (causes over-ordering and waste)
Not linking menu items to inventory (Toast can't track usage without this)
Ignoring alerts for non-critical items and then missing them when they're suddenly needed
Frequently asked questions
Do I need coding experience to set up this Toast automation?
No coding is required. This guide walks you through everything using Toast's built-in features and Zapier's visual interface. If you can follow a recipe, you can follow this guide.
How long does this automation take to set up?
Most users complete this setup in 30–60 minutes on their first try. Once set up, it runs completely automatically with zero ongoing effort.
What happens if the automation fails?
Zapier and Make both have error notifications and task history, so you'll know immediately if something goes wrong. We cover troubleshooting steps in the guide above.
Can I customize this automation for my specific business?
Absolutely. The guide includes notes on common customizations. Most automations have multiple variation points — timing, conditions, notification recipients, and more.