View and export receipts

You can export your order receipt history to a PDF and CSVs.

In the app—

  1. Tap the Account icon in the upper right corner.
  2. Tap Your orders.
  3. Fill out the requested information (date range, user roles, files) and tap Export. You’ll receive an email notification and the files of your choosing.
  4. Tap the relevant order.
  5. Select the Receipt icon.

On the website—

  1. Click the 3 horizontal lines in the upper left corner
  2. Click Your orders.
  3. Fill out the requested information (date range, user roles, files) and click Export. You’ll receive an email notification and the files of your choosing.
  4. Click View order detail on the relevant order.
  5. Click View Receipt.

Admins can view and export receipt history for their organization as PDFs and CSVs in their team’s Dashboard.

Dashboard

In-app— 

  1. Tap the Account icon in the upper right corner.
  2. Tap Settings.
  3. Tap Dashboard.
  4. Tap the month from the drop down selection to see order history and receipts.
  5. Tap Export in the top right corner to get PDF or CSV copies of your team’s receipts.
  6. You can download your receipts from the link sent to your email.

On the website—

  1. Click the 3 horizontal lines in the upper left corner.
  2. Click Dashboard.
  3. Click the month from the drop down selection to see order history and receipts.
  4. Click Export in the top right corner toPDF or CSV copies of your team’s receipts.
  5. You can download your receipts from the link sent to your email.

Team member groups

Team member groups allow Owners and Admins to organize team members and manage certain settings at the group level instead of individually.

Each team member can belong to one group (or none). Buying policies apply only to Buyers within the group. Team members with Admin or Approver permissions retain access to administrate or approve orders across the entire organization, except as limited by specific Order Approval rules configured on individual groups.

Owners and Admins can:

  • Create and delete groups
  • Add or remove members (including in bulk)
    Set group-level Spend Limits
  • Set group-level Order Approval

If a team member is assigned to a group, spend limit and order approval settings are no longer available to be modified for the individual team member and past settings no longer apply.

Order guides

Order guides help you create a standardized list or catalog of food products, beverages, and supplies most commonly purchased by your company.

You can create order guides through your Instacart Business account—

  1. Select the 3 horizontal lines in the upper left corner.
  2. Select Order guides.
  3. Select Create order guide.
  4. Choose a store to see available items.
  5. Give your order guide a name and description. Select Next.
  6. You can then search and select items you want added to your order guide. You can also add more items later. Select Done.

You’ll then see your order guide page. Here you can add and remove items, add and remove team members, and add all items to your cart.

If you want to add more items or remove an item in your guide, select Edit items.

To add items—

  • Search for the item you want to add.
  • Select the circle in the upper right of the item to add a green check mark.
  • Select Done.

To remove items—

  • Select the circle green check mark to the right of the item so it becomes blank.
  • Select Done.

To add team members—

  1. Select Manage members.
  2. Select Add team members.
  3. Select the box next to the team member you want to add.
  4. Select Add team members.

To remove team members—

  1. Select Manage members.
  2. Select the box next to the team member you want to remove.
  3. Select Remove team member.

Admins and owners of an Instacart Business account can create order guides, shop from the guides they created or that were shared with them, and share guides with individual team members within their organization.

Buyers can shop from order guides they created, or ones that were shared with them. They can’t share their order guides.

Spend limits

Spend limits allow businesses to set control limits on how much their buyers can spend across different time periods. These limits are set and updated by the account Admin(s), and can be set at a daily, weekly, and/or monthly level. You can also set a per-order limit. 

This feature is available in the United States and Canada.

To set a spend limit on a buyers account on the website—

  1. Click the 3 horizontal lines in the upper left corner.
  2. Click Team members.
  3. Click on the team member you want to set a spend limit for.
  4. Under Spend limits, select Edit next to United States or Canada, depending on the local currency.
  5. Enter the amount you’d like to set in the limit options (i.e., per-order, daily, weekly, or monthly). Leave blank if you don’t want to set a spend limit.
  6. Click Save. 

You can also disable spending completely for a buyer which prevents them from placing orders in that country.

To disable spending—

  1. Click the 3 horizontal lines in the upper left corner.
  2. Click Team members.
  3. Click on the team member you want to set a spend limit for.
  4. Under Spend limits, select Edit next to United States or Canada, depending on the local currency.
  5. Toggle on Disable spending.
  6. Click Save.

Spend limits and team member groups

If your organization uses team member groups, Spend Limits can be set at the group level.

  • Group-level Spend Limits apply to all members of the group.
  • When a team member is assigned to a group with a Spend Limit, individual Spend Limit settings no longer apply.
  • To edit Spend Limits for a team member in a group, update the group settings or remove the user from the group.

To set a Spend Limit for a group on the website—

  1. Click the 3 horizontal lines in the upper left corner.
  2. Click Team members
  3. Click Groups.
  4. Select the group.
  5. Click Permissions
  6. Under Spend limits, select Edit.
  7. Enter your limits and click Save.

Spend limit applies to the entire cost of the order (including taxes, fees, and tip). Changes to the order made after checkout by the Buyer are checked against the spend limit. If the shopper makes changes while fulfilling the order, it may go above the designated limit. The final order amount applies against the limit for subsequent orders. Also, orders may be above spend limit due to tip changes post delivery.

Spend limits apply to each team member individually and are not a shared limit across the members of the group.

Spend limits apply only to Buyers in the group, even if the group contains Owners, Admins or Approvers.

Order approvals

You can require members of your organization to submit an order for approval before the order is placed. Admins can approve orders but they can also designate a member of their organization to have the role of an Approver.

Approvers can submit their own orders without approval, and can also approve orders for selected team members. Orders subject to approval can’t have items added to the order after checkout, but may still have substitutions made based on the buyer’s preferences or by the shopper.

Admins and Approvers can view all pending orders in Order approvals through the account menu. Orders are sorted by those needing approval first.

To require order approval for an active team member on the website—

  1. Click the 3 horizontal lines in the upper left corner.
  2. Click Team members.
  3. Click on the member you want to approve orders for.
  4. Under Order approvals, toggle on Require order approval.

To require order approval for an existing team member in-app—

  1. Tap the account icon at the top.
  2. Tap Settings.
  3. Tap Team members.
  4. Tap the member you want to approve orders for.
  5. Under Order approvals, toggle on Require order approval.

When this team member goes to place an order, they will see Submit for approval at checkout. The Approver will then receive an email and push notification notifying them that a new order needs approval. Within the email, the Approver can select Review order details for more information. 

Once the Approver reviews the order, they can select Approve or Reject. If Reject is selected, the approver can enter a reason for rejection that the buyer can see. The Approver must review the order within a certain amount of time to avoid the order being cancelled. 

The team member placing the order will receive a notification letting them know if their order was approved or denied. If approved, they will also see if there is a change to the delivery time of the order.

Order approvals and team member groups

If your organization uses team member groups, Order Approval can be managed at the group level.

  • Group-level Order Approval applies to all members of the group.
  • Available approvers include team members with the Owner, Admin, or Approver role.
  • Order Approval cannot be set individually for team members who are assigned to a group.
  • If a designated approver loses approval permissions, they’ll stop receiving approval requests.

You may configure who the approvers are for a given group in one of several ways—

  1. Approvers in my organization:
    1. When selected, all team members with permission to approve orders in your organization can approve orders for Buyers in the group.
    2. Use this when you do not want to limit who may approve orders.
  2. Approvers in this group:
    1. When selected, only the team members that have permission to approve orders of members of the group will be able to approve orders for Buyers in the group.
    2. Use this when your organization has placed the Buyers and Approvers in the same group.
      1. For example, if you have New York and San Francisco offices, and create corresponding groups, place the Buyers and Admins in the same group, and the New York Approvers can approve for the New York Buyers. 
  3. Approvers in another group:
    1. When selected, you will select another group which contains the team members you want to approve for Buyers in this group.
    2. Use this when your organization has placed team members of different roles in different groups.
      1. For example, if you create a “East Coast Managers” group, and then separately “New York”, “Boston” and “Philadelphia” groups, you could designate the “East Coast Managers” group to approve for each of the other groups
  4. Specific approvers:
    1. When selected, you will select individual team members to be responsible for approving Buyers in this Group.
    2. Use this when there are specific individuals to approve, who may not be organized into a group.
      1. For example, if you have 2 store managers and 1 regional manager, and want the 1 regional manager to approve for 2 groups, and the store manager to approve only for their store, select the 2 specific team members responsible for approving for each group

Only the Approvers designated to approve for the group will receive notifications for approval, and see the orders in the pending list.

To require Order Approval for a group on the website—

  1. Click the 3 horizontal lines in the upper left corner.
  2. Click Team members.
  3. Click Groups
  4. Select the group.
  5. Click Permissions
  6. Toggle on Require order approval.
  7. Select the approval mode, and necessary options.
  8. Save.

Order approval rules apply only to Buyers in the group, even if the group contains Owners, Admins or Approvers.

Custom fields

Admins can configure custom fields, such as, Purchase Order Number, Department, or Location, to collect additional information from your team at checkout. Collected information is available in Business Dashboard and Exports, allowing admins to better track orders made by their team.

Each custom field can be Free Form Text entered by the team member, or a pre-defined list determined by the Admin. The Admin can also determine which fields are optional or required to answer before checking out.

To set up a custom field on the website—

  1. Click the 3 horizontal lines in the upper left corner.
  2. Click Business settings.
  3. Click Custom fields.
  4. Click Add field.
  5. Enter the information you want to gather and click Done.
  6. You’ll then see the custom field(s) you created. You must click Save in order for the custom fields to show to your team members at checkout.

To set up a custom field in-app—

  1. Tap the account icon at the top.
  2. Tap Settings.
  3. Tap Business settings.
  4. Tap Custom fields.
  5. Tap Add field.
  6. Enter the information you want to gather and tap Done.
  7. You’ll then see the custom field(s) you created. You must tap Save in order for the custom fields to show to your team members at checkout.