Disclaimer: This article is for Lunchbox 2.0 customers only. If your dashboard header looks the same as below, you are in the right place:
House Accounts Overview
This guide will show you how to access the House Account feature that Lunchbox offers, which allows you the option of extending credit to certain customers.
There are 2 available roles for House Account:
House Account Admin: create and view customer accounts, modify spending limits and accept payments
House Account Manager: view customer accounts and accept payments
Create an Account
You are able to create accounts with a House Account Admin login. Accounts can only be created for existing users. If you are unable to locate a user, the customer will need to be registered through the site. Accounts are limited to one per email address.
Log into the site with your House Account Admin login
Click the Gear Icon on the top right of home screen
Proceed to the House Accounts tab
Enter any information that you have about the customer
Click Search
Confirm the email address of the customer:
Expand House Account by clicking the + button, and enter the following information to create a new account for this customer:
Account Name
Account Email Address
Physical Address
City
State
ZIP Code
Phone
Fax
Credit limit (mandatory)
Beginning Balance (if any)
Discount Type (if any)
Discount Amount (if applicable)
External ID
Active (checkbox) (to activate House Account)
Send Customer Billing Statement? (checkbox)
Send Customer Invoice? (checkbox)
Consolidate all Invoices? (checkbox)
Select Create Account button
Once created, House account will look like this
Adding Locations to a House Account
You are able to assign House Accounts to a particular locations using a House Account Admin login.
IMPORTANT NOTE: The House Account Payment Type will only become visible if the location has also been added to the House Account that is being used to checkout using the Choose A Store to Associate setting found on the House Account Profile.
To increase or decrease spending limits:
Log into the site with your House Account Admin login
Click the Gear Icon on the top right of home screen
Proceed to the Customers tab
Enter any information that you have about the customer
Click Search
Click on the email address of the customer
Under the House Account section, Choose A Store to Associate and enter a location to associate to the House Account.
Modify Spending Limits
You are able to increase or decrease a customer’s spending limit using a House Account Admin login.
To increase or decrease spending limits:
Log into the site with your House Account Admin login
Click the Gear Icon on the top right of home screen
Proceed to the Customers tab
Enter any information that you have about the customer
Click Search
Click on the email address of the customer
Under the House Accounts section, enter the updated credit limit available for this account.
Click Update Account
House Account Payment Type Workflow in Call Center/Command Center
Once configuration is complete and the house account has been created the payment can be selected as an option when checking out through the Call Center (if a customer has a House Account attributed to them):
Command Center View
Call Center View
House Account Payment Type Workflow in Front End Web and App Ordering UI
The customer can also see this as an option once they have their customer profile attached to the House Account & Location:
Web View
App View
Accept Payments
You are able to post payments made using the Add House Account Payments section of the customer account using a House Account Admin or House Account Manager login.
Available payment methods are:
Check
Credit Card
ACH
To enter a House Account Payment:
Log into the site with your House Account Admin login
Click the Gear Icon on the top right of the Home screen
Proceed to the Customers tab
Enter any information that you have about the customer
Click Search
Click on the email address of the customer
Expand Add House Account Payment
Enter the transaction details
Click Add Payment
At the Apply Payment screen, you will need choose which Invoice(s) to apply the payment to by enabling the checkbox next to the appropriate order and entering the amount of payment to be applied to that specific invoice. There may be multiple invoices paid from one payment
Click Apply Payment (Be sure to enter a Reason for Overage if the payment is greater than the open balances)
A confirmation box will appear to confirm payment recording. Select Ok to proceed
The payment will now be shown under Recent House Account Transactions
Edit Payment
To edit a payment, simply click on the appropriate payment in the Recent House Account Transactions section:
Write-offs
For underpayments, you will have the ability to Write Off bad debt for any payment shortage with an adjustment or show an outstanding balance on the transactions screen.
Write Off a Bad Debt
Under Recent House Account Transactions, select Write Off next to the invoice you wish to have removed
Enter the reason for writing off the bad debt on this transaction and select Write Off
This transaction will now be removed from the Recent House Account Transactions as an invoice
Viewing an Account’s Write-offs
To view a House Account’s Write Offs,
Select All Transactions under Recent House Account Transactions
After selecting All Transactions, the page will reload and display a new section for Write Off Transactions
Accounts History
House Account Admins and House Account Managers can also view a House Account’s history. The Account History will populate a report of all transactions that were made on the customer’s House Account.
Log in to the site with your House Account Admin login
Click the Gear Icon on the top right of the Home screen
Proceed to the Customers tab
Enter any information that you have about the customer
Click Search
Proceed to the Recent House Transactions for this customer’s account and select Account History
The House Account’s transactions will all be displayed in a report, as shown below:
Search for customers who have ordered or opted in for emails for this store and also view marketing information.
Note: For a house account, you can define the payment terms, e.g., net15, net30, and send that to a customer as a reminder. This needs to be done in the backend by an engineer, not on the dashboard. To do this, the restaurant would need to reach out for support.
Multiple Users Per House Account
Functionality to add users to an existing house account is available, and it can be set in the Old and New Admin.
Creating a new house account option is still limited to the Old Admin, to which you can add one or more users
On the other side, if you are adding users to the existing account, you can do it in the New or Old Admin
The account holder or any other user with house account permission can add more users to their house account and also remove them from their account
Assign multiple users to the House Account in the New Admin
Before you start, ensure the user you want to add to the house account is registered, so we can find them in the system. Here's how to add a user to the existing account in the New Admin
Select Operate
Select Customers
Select email or phone number to find the user
When you locate the user, select the three dots
Select Manage House Accounts
The pop-up window will appear. Select Add House Account
In the new pop-up window, you should
Select the already created House account you'd like to add a user to
Set the customer credit limit. If it's not set, then the limit becomes the limit set for the house account
Credit limit period: day/ week/ month
Set the House Account Active toggle to active
Select the Save button to add the user to the House Account
The house account will be assigned to the user
IMPORTANT NOTE: After adding a user to a House Account, you'll see a Balance next to the Available Credit. This Balance shows how much of the House Account's total credit has already been spent. It does not reflect spending by the newly added user, as they've just been assigned and haven't had a chance to use the credit yet. It's important to remember that the Credit limit for a user can't be higher than the limit set for the House Account.
Assign multiple users to the House Account in the Old Admin
Before you start, ensure the user you want to add to the house account is registered, so we can find them in the system. Here's how to add a user to the existing account in the Old Admin:
Go to the Call Center to find a user. In this example, we located the user by doing an email search
Select the Edit button under the Action section
When the pop-up window with the user's information appears, scroll to the House Account section
Select from the drop-down the House Account you want to add the user to
Enter the Credit Limit
Select from the drop-down credit limit period (day/ week/ month)
Select the checkbox next to the House Account Active
Select the Save Changes button
IMPORTANT NOTE: Currently, there is no way to view the list of all the users associated with the House Account. However, if you look up a user, you can see all the House Accounts they are associated with.
This feature also allows :
Account holder or any other user with a house account role (permission) to add or remove users from a house account.
Setting up and managing credit limits for each added user
Setting up credit limits on a daily, weekly, or monthly basis, or setting up unlimited transactions (with no set credit limit)
Additionally, the account holder gets notified via email for every transaction made by any user added to the house account, and it includes the user's name, transaction amount, and date/time.
One user can be added to multiple house accounts