How to get WebstaurantStore invoices
Step-by-step guide to downloading your WebstaurantStore invoices.
Last verified: 2026-10-20
Step-by-step: download invoices from WebstaurantStore
- 1
Check the inbox that placed the order first
WebstaurantStore emails a copy of the invoice twice, once when the order is placed and again after it ships from the warehouse. Both go to the email address on the account that placed the order. If several people order for your restaurant on their own logins, the invoices are spread across their inboxes, not yours.
- 2
Sign in and open My Orders
Sign in to your WebstaurantStore account and open My Orders from My Account. This is the same page where you check order status and start returns, so the invoice, the shipment and any return for one order are all in one place.
- 3
Use Download Invoice or Email Invoice on the order
Each order in My Orders has two options, Download Invoice and Email Invoice. Download saves the invoice for your files. Email Invoice sends a copy to an address, which is the simplest way to route it to your bookkeeper or to the inbox your accounting tool reads.
- 4
Ask Customer Solutions if you ordered as a guest
Orders placed without a registered account have no My Orders page. In that case, WebstaurantStore asks you to contact a Customer Solutions Specialist, who sends a copy of the invoice by email.
About WebstaurantStore billing
You get a WebstaurantStore invoice by email twice, when the order is placed and again when it ships. For another copy, sign in, open My Orders and choose Download Invoice or Email Invoice on that order. Guest orders have no account page, so you ask a Customer Solutions Specialist to email the invoice instead.
That makes WebstaurantStore one of the easier suppliers to keep records for. The invoice is already in an inbox. The trouble is which inbox, and how the card charges line up with orders that ship in pieces.
Keep the shipped invoice, not only the order confirmation. Your card is charged in full when the first items ship, so the shipped invoice is the document that lines up with the charge on your bank statement.
About WebstaurantStore
WebstaurantStore is an online supplier of restaurant equipment and supplies, from smallwares and disposables to commercial kitchen equipment, run by Webstaurant Store LLC in Lititz, Pennsylvania. Most buyers pay by card at checkout. Orders over $500 can be paid by check, ACH or wire against an emailed invoice, and financing runs through third-party partners. A separate paid membership, WebstaurantPlus, adds free shipping on eligible orders for a monthly fee.
Manual vs automated
| Manual | Automated with Inbox Ledger |
|---|---|
| Find the invoice email in whichever inbox placed the order | Connect the inbox that receives WebstaurantStore emails |
| Or sign in and open My Orders | Invoices are found and extracted with AI |
| Click Download Invoice on each order | Each one is matched to its card charge |
| Match each card charge to its ship date | Bills are pushed to QuickBooks Online or Xero |
| Track store credit from returns | |
| Key each invoice into your books |
Why people stop doing this by hand
A single kitchen ordering once a month can handle this with a folder. It gets messy when the chef, the manager and the owner each order on their own logins, a big equipment order ships in three parts, and a return comes back as store credit nobody wrote down. At month end the bank shows charges on ship dates while the team remembers order dates, and the bookkeeper has to piece it together.
Inbox Ledger connects to Gmail, Outlook or IMAP with read-only access, finds invoices and receipts, extracts the data with AI, matches them to bank statement transactions, and pushes bills to QuickBooks Online or Xero. Because WebstaurantStore emails every invoice, connecting the inboxes that order is usually all it takes. A retroactive scan can reach back up to 24 months if you are catching up.
Next step
If one person orders and files every invoice email, a folder works. If several people order for the business, or you are cleaning up months of supply invoices before tax time, connect those inboxes to Inbox Ledger and see what it finds with the free Inbox Audit. Our guide on how to catch up on bookkeeping covers the rest of the backlog.
Quick access
Jump straight to the WebstaurantStore billing page in a new tab.
Open WebstaurantStore billingWhere to look in the dashboard
- My Account → My Orders lists every order with Download Invoice and Email Invoice
- My Account → Billing → Upload Tax Exempt Form handles sales tax exemption
- My Account → payment settings manages saved payment methods, including the one WebstaurantPlus charges
- Rapid Reorder on the account dashboard shows past purchases, filterable by date, product name and item number
Before you start — quick checklist
- The invoice you keep is the shipped version, not only the order confirmation
- Sales tax lines match your exemption status if you uploaded a tax exempt form
- The card charge on your bank statement matches the shipment date, not the order date
- Returns show up as a refund to your card or as store credit, and you know which
- WebstaurantPlus subscription charges are booked separately from order invoices
- Every login that orders for the business is accounted for, not only the owner's
Pro tips
- Your card is charged in full once the first items on the order ship, not when you place the order, so match the bank charge to the ship date. The exception is items with an extended lead time, which WebstaurantStore charges in full up front.
- WebstaurantPlus is a recurring monthly subscription, $99 for the first address and $49 for each additional one as of October 2026. It is a charge with no order invoice behind it, so give it its own line in your books.
- Orders paid by check, ACH or wire (orders over $500 qualify) go on hold, and WebstaurantStore emails you an invoice with payment instructions. Pay against that invoice number, not the order total you remember.
- Refunds on orders paid by check, ACH, wire or a leasing agreement come back as store credit, not cash. Track that credit so it is used, and so your books do not show a refund that never hit the bank.
- Restaurants can often buy disposables and resale items tax free. Upload your exemption form under My Account, Billing, Upload Tax Exempt Form; review takes 2 to 3 business days, and tax refunds apply to orders placed within 30 days of the tax team receiving a valid certificate.
Skip this entirely. Automate WebstaurantStore invoices
Inbox Ledger scans your email for WebstaurantStore invoices, extracts the data with AI, and syncs it to QuickBooks, Xero, or Google Sheets. No manual downloads.
Extract your first 10 invoices freeFrequently asked questions
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Stop chasing invoices manually
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