This article explains how Checkmate integrates with your Grubhub account to streamline online ordering. It covers setup expectations, order flow, menu management, scheduled and catering orders, alcohol handling, and troubleshooting.

How Checkmate + Grubhub Integration Works

Checkmate acts as a middleware platform that connects your Grubhub online ordering account directly to your POS system. Once integrated:

• Orders from Grubhub are automatically injected into your POS
• Menu data can sync between your POS and Grubhub
• Manual order confirmation on Grubhub tablets is no longer required
• Scheduled and catering orders are injected into the POS at the right time
• Checkmate standardizes menu and order flow across multiple delivery platforms

This reduces tablet dependency, manual data entry, and operational errors, giving staff more time to focus on in-store service.

Onboarding and Activation

The Grubhub integration process typically includes:

• Authorization: In the Checkmate Portal, add Grubhub as an ordering platform from the marketplace for your location. Learn more about how to add Grubhub to your location here.
• Menu Pull and Mapping: Checkmate retrieves your Grubhub menu and maps it accurately to your POS menu.
• Activation: After successful setup, orders will flow directly into your POS.

Typical activation timeline: Within 24-48 hours

Managing Orders Post-Integration

• Orders automatically appear in your POS.
• Manual confirmation on the Grubhub tablet is no longer needed.
• The tablet may still show orders for reference, but will not require action.

Menu and Pricing Updates

• Checkmate simplifies menu management in two possible ways:

Direct Sync POS

• Menu updates made in your POS automatically sync to Grubhub via Checkmate.
• Supported elements include items, modifiers, availability, and hours.

Legacy POS

• If your POS is not Direct-Sync, you will need to make changes manually in the Checkmate Portal and then push those changes to the ordering platforms.

You do NOT need to update menus in the Grubhub Merchant Portal. Learn how menu sync works here.

Handling Special Instructions

• Special instructions entered by Grubhub customers are transmitted with orders.
• Checkmate passes these notes into your POS if they are supported.
• Editing or disabling special instructions must be handled through Grubhub directly.

Catering Orders

Grubhub supports catering-specific menus, and Checkmate supports their injection into your POS.

Features:

• Menus can be tagged as: Catering Only, Standard Only, or Both
• Catering hours can be different from standard hours
• Managed via Checkmate Portal or directly in POS (depends on POS)

Order Flow:

• Catering orders can be scheduled up to 14 days in advance
• They appear in the Scheduled tab of your Grubhub Portal
• Checkmate injects them into your POS based on your prep time settings

Learn more about how Grubhub catering works with Checkmate here.

Alcohol Policy

• Grubhub permits alcohol delivery in select markets, depending on local and state laws. To enable alcohol delivery for your location, the following must be completed before integration is live and before menu mapping begins:
  • Tag Alcohol Items in the Grubhub Portal
    • In the Grubhub Portal, check the box labeled “This is an alcohol item” for each alcoholic product.
    • Alcoholic items must be set up as a standalone item (not as a modifier).
  • Complete Grubhub’s Compliance Process
    • Alcohol sales will not go live until Grubhub confirms that all required compliance steps are complete.
    • Even properly tagged items will be removed or hidden until compliance is met.

If these steps are skipped or delayed, alcoholic items may not appear on Grubhub or will be automatically removed from the menu until properly configured. For a smooth go-live process, make sure that the items are tagged correctly before the integration is ready to go live. For updates to existing alcohol items or to request changes to your alcohol menu, contact Grubhub’s Menu Team at: menus@grubhub.com. 

Scheduled Orders Handling

Standard Scheduled Orders

• Customer Preordering: Customers can schedule orders 7 days in advance when placing their orders via the Grubhub website or up to 4 days in advance through the mobile app. ​
• Order Visibility: Scheduled orders appear in the Scheduled tab of your Grubhub for Restaurants portal. As the delivery or pickup time approaches, they transition to the Active tab, signaling that it's time to begin preparation. ​
• Checkmate injects scheduled orders into your POS based on the prep time configured in the Checkmate Portal. For example, if your prep time is set to 20 minutes, the order will appear in your POS exactly 20 minutes before the scheduled delivery or pickup time. You can configure prep time using one of the following methods:
  • Set a Fixed Kitchen Prep Time
  • Use Dynamic Prep Time

Catering and Team Orders

• Order Placement: Catering orders can be scheduled up to 14 days in advance through the Grubhub website. ​
• Order Management: Catering orders also appear in the Scheduled tab of your Grubhub Portal.​
• Checkmate Integration: Catering orders are injected into your POS system by Checkmate based on the configured prep time, similar to standard scheduled orders. ​

Taxes and Fees

• Grubhub collects and remits taxes in states that follow Marketplace Facilitator laws.
• Merchants are responsible for setting up and remitting sales tax in other locations.
• Checkmate does not alter or manage your tax configuration.
• You can set up various service and delivery fees during the integration process. If you'd like to adjust your payment or dining options later, contact our team—we're happy to assist.

Troubleshooting Common Issues

Frequently Asked Questions (FAQs)

Additional Tips for a Smooth Integration

• Use the Checkmate Portal to mark your location Online or Offline — this will prevent new orders from being received during downtime or unexpected closures.
• Tag sold-out items in your POS (if supported). Checkmate will update your online menus across integrated platforms within 5–10 minutes.
• Ensure your POS remains online. If the system is offline, orders from your delivery platform may not be injected correctly.
• Use Checkmate for menu updates — whether synced directly or managed manually, always submit changes through Checkmate to ensure accurate mapping.
• Scheduled orders are released based on prep time settings in the Checkmate Portal. Orders will appear in your POS just in time for preparation.
• Flag alcohol items in both your POS and delivery platform’s menu editor to ensure compliance and proper injection (if alcohol delivery is enabled).
• Apply price elevation or rounding strategies in Checkmate to maintain profitability on third-party platforms.
• Use clear, consistent item names in your POS to avoid menu mapping issues.
• Regularly monitor the Orders Management Dashboard to track order injection status and catch any issues early.
• Review emails and alerts from the Grubhub Portal for account updates, delivery changes, or menu compliance notices.
• Test changes in advance of peak hours — including new items or pricing — to avoid live order disruptions.

Additional Resources

• Grubhub for Restaurants Help Center
• Checkmate Help Center
• Submit a Checkmate Support Request