Upload a Toast order export to ChatGPT for a weekly ticket-time report across locations
Eric, owner of Old Scratch Pizza in Dayton, Ohio, and a Toast Customer Advisory Board member, answering questions in a Toast Community AMA
Each week the team exports Toast's Order Details report for multiple restaurants, a CSV of over 8,000 lines, and uploads it to ChatGPT with a fixed prompt. ChatGPT works out each check's time from the earliest Fired Date to the latest Fulfilled Date and reports the share of checks done in 20 minutes or less per location, with a bar graph by day of week. Fixed prompts are kept in a folder in ChatGPT, and the process is a manual download and upload. He also uploads his P&L for an analysis and recommendations.
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The problem
He couldn't get a report out of Toast that compared his restaurants against each other on order fulfillment times; Toast gives only rudimentary fulfillment data.
What happened
The report is part of the weekly manager review and gives teams a specific measurement to work toward each week. "I could have never done this without AI," he says. No before-and-after ticket times are given.
Quoted in the source: Eric, owner, Old Scratch Pizza. Source: Toast Community: Exploring AI in My Restaurant, Ask Me Anything (Eric, owner of Old Scratch Pizza) (2025-03-19) · Added 2026-10-16.
How to set it up yourself
- What Old Scratch Pizza used: Toast's Order Details report exported as a CSV, uploaded to ChatGPT with a fixed fulfillment-time prompt saved in a ChatGPT folder, and a P&L analysis prompt.
- In ChatGPT, select New project in the sidebar, name it "Weekly reports" and paste the prompt below under ••• > Project settings as the instructions, so the same calculation runs every week.
- Each Monday, export last week's Order Details report from Toast as a CSV and upload it into a new chat in that project. Spot-check three or four checks by hand against Toast before you trust the percentages.
- Bring the chart to the weekly manager meeting. For the P&L, upload it in the same project and ask for an analysis, recommendations and any questions it needs answered, then check every figure it quotes against the statement.
Copy-paste prompt
Analyze restaurant order fulfillment times in the attached Toast Order Details CSV for {DATE RANGE}. Group by Location, Check # and Date. For each check, take the earliest Fired Date to the latest Fulfilled Date. For each location show: total checks, number and % fulfilled in {TARGET MINUTES, e.g. 20} minutes or less, and number and % over. Format percentages to two decimals. Then make a side-by-side bar graph comparing locations by day of week.One short email a day: 3 new AI use cases from real small businesses, each with its source and setup steps, plus a Tool of the Day. Free, no spam, unsubscribe anytime.
Tools used
ChatGPT
General AI assistant for writing, research, brainstorming and analysis.
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Toast
Restaurant point of sale and management platform.
From POS from $0/mo (Starter Kit) or $69/mo; plus $9/employee/mo on some plans (checked 2026-10-14)
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Checked prices: ChatGPT: from Free $0; Go $8/mo; Plus $20/mo; Pro $100/mo (verified 2026-10-14) · Toast: from POS from $0/mo (Starter Kit) or $69/mo; plus $9/employee/mo on some plans (verified 2026-10-14)
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