In this Article:

• xtraCHEF Onboarding Overview
• xtraCHEF Essentials and Pro Onboarding Guide
  • Step 1: Self-Onboarding
  • Step 2: Kickoff Call
  • Step 3: Activation and Education
  • Step 4: Essentials Wrap-Up OR Pro Handoff
• xtraCHEF Pro-Only Onboarding Guide
  • Step 1: Preparation
  • Step 2: Kickoff Call
  • Step 3: Inventory Training
  • Step 4: Inventory Follow-Up
  • Step 5: Recipe Training
  • Step 6: Recipe Follow-Up
  • Step 7: Health Check-In
  • Step 8: Wrap Up
• FAQ
• Post-Onboarding Resources

xtraCHEF Onboarding Overview

Welcome to xtraCHEF by Toast. We're excited to be working with you!

Our onboarding journey is carefully designed to help ensure a successful implementation of xtraCHEF. As part of that journey, your main point of contact will be your xtraCHEF Onboarding Consultant(s). They are the xtraCHEF product experts who will schedule your initial training sessions and offer guidance as you work towards implementing xtraCHEF.

We recommend completing the following activities to fully implement xtraCHEF. Please use this checklist as a guide. While the activities are presented in sequential order, many can be worked on simultaneously.

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 xtraCHEF Essentials and Pro Onboarding Guide

Step #1: Self Onboarding (i.e. Account Activation and Basic Setup)

Follow your Self Onboarding prompts in xtraCHEF to set up your account. This step is self-guided and typically takes 15-30 minutes to complete. For a guide on Self Onboarding, visit xtraCHEF: How to Activate Your xtraCHEF Account.

This step's objectives are:
 

• Activating your xtraCHEF account
• Reviewing your billing information
• Updating and confirming xtraCHEF locations
• Adding xtraCHEF users
• Initiating your accounting integration (if applicable)
• Mapping your COGS Groups
• Uploading 10+ documents (invoices and receipts)
• Schedule webinar training

If you're a QuickBooks customer, connect xtraCHEF and QuickBooks by using one of the following links: QuickBooks Online Integration or QuickBooks Desktop Integration. Some things to note for users with multiple QuickBooks Online accounts with multiple xtraCHEF locations within a single tenant:

• While we do allow for multiple QuickBooks Online accounts to be connected to a single tenant, xtraCHEF is only capable of storing and using a single COA list and vendor list for all locations to share and use within the product.
• Because of this, we must ensure that each QuickBooks Online account has identical COA and vendor lists before proceeding. If the lists do not match, you will need to work with your Onboarding Consultant to discuss options:
  • You can update your list to match across all accounts before proceeding. This will provide the maximum product benefit.
  • You can request additional tenants to use individual COA/vendor lists for individual locations.

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Step #2: Kickoff Call

Meet your Onboarding Consultant and begin to discuss xtraCHEF in more depth. This is a 1 on 1 Zoom meeting with your consultant and will take 30 minutes to complete.

This step's objectives are:
 

• Introducing the onboarding process, expectations, and timeline
• Acquiring accounting software details
• Scheduling live or on-demand webinar training via Toast Classroom
• Scheduling follow-up calls
• Confirming vendor eligibility for EDI Integrations with your xtraCHEF account

To make the most use of your future meetings, your Onboarding Consultant will ask you to upload at least 20 documents (invoices or receipts) and attend a First Steps webinar prior to your next call.
 

Watch Live or On-Demand xtraCHEF Webinars via Toast Classroom

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Step #3: Activation and Education

After activating your account and uploading invoices after your kick-off call, it is time to begin taking your first steps in xtraCHEF. This step is action-oriented and self-guided.

Here, you will begin to learn how to reconcile your uploaded documents and complete additional set-up tasks that will enable more advanced reporting and accounting extracts (if applicable) later on.

This step's objectives are:
 

• Continue to upload invoices via one of xtraCHEF's multiple upload channels
  • Monitor invoices with the Action Needed status
  • Reconcile invoices by completing Map Invoice Items
• Many of your uploaded invoice items will automatically map to xtraCHEF's default categories to help you save time, but you can also create custom categories for your purchases (not required)
• Map purchases and sales to your COGS groups
• Complete Sales Setup (to use journal entry syncs for accounting)

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Step #4: Essentials Wrap-Up OR Pro Handoff

Now that your account is successfully configured and you have had a chance to take begin uploading and reconciling documents, an additional meeting will be scheduled to review any lingering questions, confirm you are configured correctly, and discuss avenues for future xtraCHEF support. This meeting will be held over Zoom, 1 on 1 with your Onboarding Consultant, and will take 30 minutes.

This step's objectives are:
 

• Create users
• Upload invoices
• Monitor invoices with an Action Needed status
• Map Invoice Items
• Extract invoices to your accounting system

At this point, your onboarding journey will end unless you are utilizing xtraCHEF's Pro suite of tools (i.e., Recipe and Inventory). With xtraCHEF Pro, you will be introduced to a new xtraCHEF consultant specializing in these new modules. To learn more about your Pro onboarding steps, review the section below.

​​​Note for multi-unit operations: Ready to bring on additional locations? Connect with your Onboarding Consultant to ensure new locations are set up correctly.

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xtraCHEF Pro-Only Onboarding Guide

Pro Step #1: Preparation for Pro Onboarding

Now that you're trained on the invoice automation component of xtraCHEF, it's time to get ready for recipe and Inventory modules! To do this, your Onboarding Consultant will introduce a few articles and video tutorials in Toast Central that can be used to get a head start and make the most of your xtraCHEF Pro onboarding calls.


This step's objectives are:
 

• Introducing Item Library
• Introducing Item Review
• Introducing Recipe
• Introducing Inventory
• Discussing best practices

Before attending your Pro kickoff call, you will be asked to watch or join a Item Library webinar. After reviewing this training, please create 10-15 products. This will enable you to create Inventory counts and recipes with your consultant in future 1-on-1 training's. 
 

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Pro Step #2: Kickoff Call

With the basics introduced, it's time to meet your new xtraCHEF Onboarding Consultant. Similar to your consultant for the Essentials suite of features, they are an xtraCHEF product expert. This meeting will be conducted over Zoom, 1 on 1 with your consultant. This call will last for 30 minutes.

This step's objectives are:
 

• Discuss your goals and timelines for Recipe and Inventory implementation
• Review your Item Library

Before the next step, your onboarding consultant will instruct you on making any necessary changes to your Item Library and direct you toward our Inventory Management Webinar. Please attend this session before your next 1 on 1 training.

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Pro Step #3: Inventory Training

After attending our Inventory Management session, it's time to meet with your Onboarding Consultant for a deep dive into Inventory. This is also a fantastic opportunity to ask more advanced questions related to Inventory Setup or the webinar. This meeting will occur over Zoom, 1 on 1 with your consultant. This training will last up to 60 minutes.

This step's objectives are:
 

• Create Inventory Areas and Count Lists
• Complete an Inventory count

After this call, you'll be tasked with creating any additional count areas or count lists for your business and completing them as scheduled.

​​​Note for multi-unit operations: Need to copy Recipe or Inventory work across multiple xtraCHEF locations? Connect with your Onboarding Consultant to discuss the fastest ways to continue enabling these features.

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Pro Step #4: Inventory Follow-Up

With Inventory Area and Count list creation skills under your belt, an additional check-in meeting will be scheduled to answer any new xtraCHEF or Inventory questions that may have arisen. This call will be conducted via Zoom 1 on 1 with your consultant. This meeting will last for 30 minutes.

This step's objectives are:
 

• Review your recently created inventory areas and count lists.
• Review your recently taken inventory counts.
• Discuss COGS Reporting
• Resolve lingering questions.

After this call, you will be asked to continue taking inventory counts when scheduled. You will also be asked to attend the Recipe Management webinar before your next 1 on 1 training.

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Pro Step #5: Recipe Training

With the fundamentals of Recipe creation covered in our Recipe Management webinar, you and your onboarding consultant will meet to discuss questions and more advanced points of recipe costing with xtraCHEF. This meeting is conducted via Zoom, 1-1 with your consultant, and will last up to 60 minutes.

This step's objectives are:
 

• More review of the Item Library
• Build recipes and prep recipes
• Map recipes to menu items and modifiers

After completing this training, your consultant will instruct you to create and map at least 20 recipes before your follow-up call.

​​​Note for multi-unit operations: Need to copy Recipe or Inventory work across multiple xtraCHEF locations? Connect with your Onboarding Consultant to discuss the fastest ways to continue enabling these features.

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Pro Step #6: Recipe Follow-Up

With 20+ recipes created and mapped, your consultant will check in with you to cover new questions and introduce recipe reporting. This meeting will be conducted via Zoom, 1 on 1 with your consultant, and will take up to 30 minutes.

This step's objectives are:
 

• Discuss recipe reporting
• Cover any new questions

After this call, you will be asked to continue building recipes and mapping recipes.

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Pro Step #7: Health Check-In

Let's check in! Now that you're up and running with all xtraCHEF features covered in Onboarding, this 30-minute meeting will be scheduled to ensure your questions are answered.

This step's objectives are:
 

• Review recipe reporting
• Review inventory analytics

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Pro Step #8: Wrap Up

Before ending onboarding, your consultant will schedule this final call to continue answering any existing questions and layout avenues for continued customer support.

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Onboarding Frequently Asked Questions

Who is my Onboarding Consultant?