How to export your sales history from Toast
8 min read
In Toast Web, open Reports > Menus > Product mix (PMIX), choose a date preset or Custom date, set the location, and use the download icon to export Excel or .csv. One report export totals the selected range, so a monthly history means running it once for each calendar month and combining the totals with a month column. This guide covers the permission, useful filters and columns, modifier choices, and a worked example of the resulting file.
Open the Product mix report
- Sign in to Toast Web and open Reports > Menus > Product mix (PMIX).
- If you see a Try the new version button, select it to use the newer report.
- Confirm your account has the 4.2 Menu Reports permission. If Product mix is unavailable, ask your Toast administrator to check access.
- Choose a date preset such as yesterday, this week, or last month, or choose Custom date and enter the period you need.
- Use the location switcher to choose the restaurant group or individual location for the report.
- Optionally choose item tags, sales categories, employee, or order source under More filters, then select Apply filters.
- Select the Export download icon and choose Excel or .csv. In the newer export, choose current selection or all data if prompted.
Those menu names and actions are documented by Toast. The available date presets include yesterday, this week, and last month; Custom date is also available, and Toast documents no date-range limit. A location selection matters when you want histories for separate kitchens rather than a combined restaurant group total.
Choose useful columns and settings
The report's on-screen metric names include Qty sold, Gross item amount, and Net item amount. For a unit-demand history, focus on Qty sold. Do not infer an exact CSV header from the screen: Toast's help article does not verify the exported header labels, and those can differ by report version or export choice. Check the headers in your own downloaded file before reshaping it.
The Columns menu can add sales category, average price, discounts, waste count, and void amount. When cost data is available, it can also add COGS, gross profit, and gross margin. The newer export may add Master ID, Parent ID, and Item GUID. These fields can help you identify or review items, but the extra money columns are not a substitute for the quantity series used to describe demand.
| Report option | What Toast documents | Use in your file |
|---|---|---|
| Qty sold | Metric name shown on screen | Use the quantity column; verify its exported header in your file. |
| Gross item amount | Metric name shown on screen | Optional money-side check; not unit demand. |
| Net item amount | Metric name shown on screen | Interpret with Toast's exclusions in mind; not unit demand. |
| Sales category, average price, discounts | Available through Columns | Keep if useful for review; month totals still need a quantity column. |
| COGS, gross profit, gross margin | Available through Columns when cost data exists | Optional financial context, not a replacement for units. |
| Master ID, Parent ID, Item GUID | Added by newer export | Retain if useful for matching items across exports. |
The gear icon opens report settings. “Hide menus, menu groups, and items with no data” is on by default; “Aggregate data by name” merges duplicate items. Think about the latter before combining exports: if distinct products share a name, name aggregation can hide that distinction. Keep item identity consistent from month to month, and use an identifier when the export provides one and it remains stable.
Modifiers change what a quantity row represents. By default, average price includes modifier pricing. An alternate setting shows modifier prices as separate rows, and size variants appear as separate modifier rows. Decide whether a modifier is its own stocked ingredient or just a choice attached to a menu item before treating it as a separate product. Otherwise, summing both the parent and modifier rows can count the same sale twice.
Build monthly history from range totals
A Product mix export is a total for one selected date range. It does not itself give you a month-by-month series when the chosen range spans several months. To create monthly history, run one export per calendar month: use Custom date, set the first through the last day of that month, export, and repeat for each month you want. Then combine the results in one spreadsheet, matching the same item and location across files and adding a month column.
Here is a small illustrative example. Suppose the January export shows 42 units for Tomato Soup and 18 for Lentil Soup; February shows 39 and 21; March shows 45 and 20. Each month export gives one total per item. Put those totals together by item, and check the row arithmetic against the original exports: Tomato Soup totals 42 + 39 + 45 = 126 units over the three months; Lentil Soup totals 18 + 21 + 20 = 59. The figures are assumed illustrative values, not measured restaurant results.
| Item | Jan 2026 (units) | Feb 2026 (units) | Mar 2026 (units) | Three-month check |
|---|---|---|---|---|
| Tomato Soup | 42 | 39 | 45 | 42 + 39 + 45 = 126 |
| Lentil Soup | 18 | 21 | 20 | 18 + 21 + 20 = 59 |
A spreadsheet can hold this in wide form, with one row per item and one column for each month, or in long form, with item, month, and quantity columns. Keep the month explicit either way. If your product was not offered in a month, leave that month unfilled only when the history is genuinely missing; use zero only when the item was available and the recorded quantity was actually zero. Those situations mean different things to a forecast.
Understand exclusions and delivery options
Toast says Product mix net sales exclude service charges, partial or unlinked refunds, and tips. Refunds are dated to the original sale. That timing can make a past date's total change after a refund is recorded, so two exports made at different times may not agree exactly. For an inventory history, use the quantity metric and check whether voids or waste should be interpreted separately for your operation.
Toast also offers an automated nightly data export, but access requires contacting Toast Customer Care. Its files include Product Mix (All Items), contain one day per location per file, and are kept for seven days. That is a different workflow from manually exporting a custom monthly range: it can provide daily files while they are retained, which you would need to collect and aggregate into months yourself. Do not assume those files remain available beyond the stated retention period.
Product mix does not offer scheduled email delivery or day-of-week filtering. If you need a monthly series, plan on the Custom date exports and your own combined workbook. For a year of history, that means one monthly range per calendar month, with the same location, item identity, and quantity interpretation each time.
Before combining files, compare one item's quantity in each monthly export with the report screen for that same month and location. Keep a note of the selected filters and whether modifiers appeared separately. That small audit makes it easier to spot an accidental change in scope before it becomes a false jump or drop in the monthly series.
Upload the file to StocksSense
The StocksSense homepage instant preview accepts a sales CSV. The full importer accepts CSV and Excel workbooks, so you can use the .csv or Excel file from Toast there. The importer maps columns into product and monthly sales fields; inspect the mapped rows before submitting, especially when Toast's own headers vary or the workbook contains extra report details. A sales CSV export works from any POS; catalog sync with a supported POS is available when enabled for your account. This is a file upload workflow, not a Toast integration.
For a product overview, the How it works page linked below walks through the whole flow. If you are comparing POS export methods, the Square sales history guide linked below covers that report's own workflow. The same general preparation principle applies: preserve the item identity, use the quantity series, and label every period clearly.