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Creating a Service Fee

Service fees, including delivery fees, play a crucial role in the financial operations of restaurants. These fees help cover the costs associated with various aspects of running a restaurant, especially when offering delivery services. Here's a quick overview:

  • Operational Costs: Service fees contribute to the expenses of food preparation, packaging, and ensuring the quality and safety of meals during transit.
  • Labor Costs: These fees help compensate staff involved in the delivery process, from kitchen staff to delivery drivers, ensuring fair wages and maintaining service standards.
  • Technology and Infrastructure: Service fees support the maintenance and development of delivery platforms, apps, and online ordering systems, enhancing the customer experience and operational efficiency.
  • Third-Party Services: When using third-party delivery services, a portion of the service fees covers the commissions and fees charged by these platforms.

This article will review how to set up service fees/charges in Incentivio, as well as how to create external service fees in POS portals (when needed).

 

Please note: Due to restrictions by card providers (Visa, Mastercard, etc.), service fees cannot be used to cover the costs of credit card processing.

 

Contents

  1. Setting up a service fee in Incentivio
  2. Creating external service fees
    1. POS not requiring external IDs
    2. Toast
    3. Revel
    4. QuPOS
    5. Brink

 

Setting up a service fee in Incentivio

Screenshot 2024-05-17 at 11.07.42 AM.png

  1. Navigate to Setup > Store Ordering Setup > (Edit Location) > Taxes & Charges.
  2. Select Add Charge.
  3. Enter the Charge Title, then select the Applicable Order Types (Pickup and/or Delivery) and Charge Type (Amount or Percent).
  4. Enter the Amount of the charge.
  5. If applicable, enter the Ext Charge ID.
    For instructions on setting up external IDs for each applicable POS partner, see below.
  6. Note: The remaining fields (Applicable Entity, Taxable?, and Rules) are only applicable for clients using the Incentivio Tablet for orders. 

 

External Service Fees

The following POS/solutions do not require mapping to external service fees:

  • Square
  • SpotOn
  • NCC
  • Incentivio Tablet
  • Otter

Toast

  1. On toasttab.com, navigate to Payments > Service Charges.
  2. Select + Add to create a new service fee.
  3. Enter the service fee Name and set the Charge Type to either Fixed Amount or Fixed Percentage, then enter the Charge Amount. The setting Apply After Amount Threshold should remain set at $0.00, meaning that all orders over $0.00 will be charged for delivery.
    Note: If the client is using Toast Multi-Location Management (MLM), it is also necessary to set the Target and Owner of this service fee at this stage.
    Screenshot 2024-05-15 at 11.12.04 AM.png
  4. For the remaining settings, Assign to check owner (Gratuity)? should be set to No, Assign the fee to the restaurant.
    Whether it's taxed is state-dependent, so work with the client to determine if that applies to them.
    All dining options should be set to No, including Delivery. This is because Toast will automatically apply any fees set to Delivery for orders using that dining option, and clients may have multiple set-ups. We recommend setting all dining types to No and then mapping the fee to the appropriate dining option in Incentivio. 
    Screenshot 2024-05-15 at 12.13.14 PM.png
  5. To link this service fee to one set up in Incentivio, copy the GUID that appears after saving this service fee:Screenshot 2024-05-15 at 12.16.13 PM.png
  6. Paste this service fee in the corresponding External Charge in Incentivio:
  7. Save these changes.

Additionally, here is Toast's guide on creating service fees: Toast - How to create a service fee

 

 

Revel

  1. Log into the client's Revel portal (ex: myrestaurant.revelup.com).
  2. Navigate to Products > Service Fees.
  3. Select + Add Service Fee to create a new service fee.
    Screenshot 2024-04-29 at 10.10.38 AM.png
  4. Enter a name and set the Type and Application Type.
  5. Save this, and then select the pencil icon to edit this fee.
  6. On the Service Fee Details screen, set the appropriate Dining Option(s). 
    You can enter any number or phrase as the Alias, but it should not contain spaces. The Incentivio admin portal will use this to identify and link to this service fee.
    Screen+Shot+2017-05-31+at+2.04.15+PM.png
  7. Save these changes and proceed with connecting the fee in Incentivio.

Please note: Do not use the Min. Threshold/Max. Threshold fields. They will cause an error when customers attempt to add items to their cart that do not meet the minimum threshold.

 

QuPOS

(Instructions coming soon)

 

Brink

Generally, BMP Services will manage the creation of service charges and provide the necessary ID's to Incentivio. In the event that a client is not working with BMP and is unable to create the service fees (called Surcharges in Brink) themselves:

  1. In the Brink Admin Portal, navigate to Configuration and then open the Settings Editor
  2. Select Surcharges from the left-hand menu.
  3. Click Add New Surcharge.
  4. Configure the new Surcharge with the following details, as shown in the screenshot:
    Name: (Enter fee name)
    Automatically Apply: leave unchecked
    Surcharge Style: Service Charge
    Method: Fixed Per Order
    Prompt: leave unchecked
    Amount: (Enter fee amount)
  5. Copy the new Surcharge ID and use it as the External Charge ID in Incentivio.

Note: There is no ID field for the surcharge. Once the changeset is published, you will need to locate the ID in the logs. The ID will be listed under Surcharges in the logs (see screenshot).

Changeset_Surcharge.jpg

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