Migrating from Toast

Toast lets you export your gift cards yourself, but there is one critical detail: the report you use every day masks the card numbers. To migrate, you need the third-party-use export, which gives you the full card numbers a migration requires.

Use the right export, not the everyday report

If you export the wrong report, every code comes across incomplete and none of the cards will work in Shopify. This is the single most common Toast migration mistake, so confirm your file shows complete, unmasked numbers before you import.

Deactivate first

Freeze or deactivate your gift cards in Toast before you export, so a customer cannot spend the same balance in both Toast and Shopify. Export at the moment of cutover. See the migration hub for why the sequence matters.

The Gift Card Balances report is a live snapshot: it ignores date-range filters and always shows the current state. That works in your favor here, because it means the numbers you export match the moment you deactivate.

Export full card numbers from Toast

1. Open Toast Web.
2. Go to Reports > Payments > Gift Card Balances.
3. If you have more than one location, select all stores.
4. Open Show/hide columns, select all fields, and click Update.
5. Click download.

This is Toast's documented flow for exporting gift card data for third-party use. The file includes the full card numbers and current balances.

Which balance to import

Import each card's current remaining balance, not its original loaded amount. A card loaded at $75 with $30 left comes into Shopify as $30.

Check the code length

Toast-issued gift card numbers are numeric, and Toast cards typically use an "862" prefix with a length in the range of about 16 to 19 digits. Most fit Shopify's 20-character limit and carry over as-is.

Any code longer than 20 characters cannot be preserved. For those cards, use the fresh-code workflow: remove the code from those rows (BatchCard's rejected-rows report gives you a ready-to-reupload CSV), re-import so BatchCard generates a fresh valid code, and notify those customers of their new code.

Import into BatchCard

1. In BatchCard, map the Toast card-number column to Code and the balance column to Value.
2. Review the mapping and validation results. Any code over 20 characters is flagged here.
3. Create the batch.

For the full walkthrough, see the import guide. The CSV and XLSX format reference documents the Code column and every other supported field.

Related

• Migrating to BatchCard: shared concepts for every migration
• Importing from CSV or XLSX: bring your file into BatchCard