How to use ItsaCheckmate as a POS Integration Partner with BentoBox's Online Ordering
BentoBox partners with ItsaCheckmate to connect Online Ordering to send order data to 20+ POS systems. If you are interested in using ItsaCheckmate for Online Ordering, please reach out to your customer success manager or email@example.com for more details.
Note: Connecting your POS to BentoBox's Online Ordering through ItsaCheckmate requires a separate, monthly subscription to ItsaCheckmate (at a negotiated partner rate). ItsaCheckmate manages the integration.
How ItsaCheckmate Works
ItsaCheckmate allows orders you receive through Online Ordering to automatically appear and print directly through your POS system. While payments are still captured through Stripe or Square, the details of each order are printed automatically via your POS when it is time to prepare the order. Sending orders directly to your POS system centralizes your reporting and saves your team time.
Note: The integration that ItsaCheckmate sets up is one-way, from BentoBox's Online Ordering to your POS system. Information is not sent back from your POS to BentoBox.
During the onboarding process with ItsaCheckmate, their team will sync the menu(s) in your POS system with your Online Ordering menu(s). When items are purchased through Online Ordering, ItsaCheckmate matches those items to menu items in your POS to ensure the order details match.
Managing Menus with ItsaCheckmate
Note: each POS system has slightly different required steps to enable your POS to connect to an online ordering platform. Please refer to the instructions you receive during your onboarding with ItsaCheckmate to understand the necessary steps for your business.
The steps below explain what to do if you need to modify an existing menu item or add a new one. For marking an item as Sold Out, the following steps are not required. Instead follow the instructions listed here.
Menu changes when using ItsaCheckmate require information to be updated in your POS as well as within BentoBox. Any of the following are considered a menu change:
- Price changes
- Name changes
- Accidental deletions of an item
- Section changes
- Variant/Modifier changes
The following steps should be taken when updating menus when using ItsaCheckmate
- All updates should be made in your POS first. After that, you can update your menu within Online Ordering
- Alert ItsaCheckmate of the menu change via email
When an order comes in from Online Ordering and does not match a menu item(s) in your POS, ItsaCheckmate automatically recognizes the issue and alerts your team.
Managing Orders with ItsaCheckmate
To successfully use ItsaCheckmate with Online Ordering, two location settings must be configured in BentoBox: Autopilot, and POS Integration.
To read more about Autopilot, and how to activate this setting, see here.
To turn on the POS integration, follow the instructions below:
- Go to Online Ordering > MANAGE MENUS > Location and set the “ItsaCheckmate” toggle within the “Point of Sale” section to “ON.”
Once this is activated and Itsacheckmate has finalized their setup, orders will be sent to your POS and printed once they enter their prep time window (i.e. 30 minutes before pickup time). When this happens, the orders are also marked automatically as “In Progress” within the BentoBox backend.
As a reminder, notifications are sent to your guests based on the status of an order within BentoBox. Once an order is sent through ItsaCheckmate, your POS may have other required steps in order to update orders to mark them as complete. These statuses have no effect on the status of BentoBox orders.
To successfully cancel an order when using ItsaCheckmate, you must follow these steps:
- Locate the order using either the Order History or Live Orders screens in Online Ordering.
- Click “Cancel Order.”
- Confirm the cancellation. This will issue the refund from your payment provider and alert your guest their order was cancelled.
- If the order was already printed, then return to your POS.
- Locate the order within your POS and cancel the order.
- Ensure the correct team members are aware of the cancellation if they have already started preparing the cancelled order.
Common Questions/Troubleshooting with ItsaCheckmate
The first thing to check with any ItsaCheckmate error is that within BentoBox, the two settings within a location: Point of Sale for ItsaCheckmate is set to “ON” and the store is set to “OPEN”. For any disruptions with printing, contact your ItsaCheckmate account manager as soon as possible.
When does BentoBox push an order into my POS system?
Orders are sent to your POS once they are marked as “In Progress” within BentoBox.
The order that printed through my POS is missing information.
Order information should never be missing from a POS receipt/chit. If there is information missing, but is listed within the order in BentoBox, please contact Itsacheckmate at firstname.lastname@example.org and list your business name, order number, and POS system in the email with description of issue.