Selling, redeeming and managing gift vouchers

Gift vouchers are sold at checkout or online, and spent at checkout like money: part or all of the value at a time, until the balance runs out. Every voucher has a code, a value, a balance and an expiry date (or none), and Sales → Gift vouchers lists them all.

#Selling a gift voucher at checkout

1. At checkout, press Gift voucher.
2. Pick an amount ($50 to $250) or type the Value.
3. Add who it's For (optional), so it's easy to find later.
4. Check Valid until. It starts at your gift voucher shop's Valid for (3 years to start with), or no expiry when that's Never expires. No expiry and Add expiry switch between the two.
5. Leave Code blank to make one (like K7QM-4XPA), or type your own, such as the number on a printed card.
6. Press Add to sale, and take payment as usual (checking out).

The receipt and the emailed receipt show the voucher's code, value and expiry. Anyone can sell a voucher at checkout. A discount on a sale with a gift voucher on it also needs Issue, edit and void gift vouchers, since a discounted voucher is worth more than was paid. No tax is charged when a voucher is sold: the services and products it pays for later carry the tax.

#Selling gift vouchers online

Clients can buy vouchers from your booking page, pay by card and have them emailed to them, or to the person they're for on the day they choose. Turning it on, the amounts and the terms are covered in selling gift vouchers online. Vouchers bought online appear in your list marked Online, each with a sale paid by card.

#Taking a gift voucher as payment

1. At checkout, press Voucher under the payment methods.
2. Type or scan the code and press Check (or Enter). Capitals don't matter.
3. It shows the balance available, and puts as much of it towards the sale as is needed.
4. Pay any rest another way, and finish the sale.

A voucher that's been voided says "This voucher has been voided", and an expired one shows the date it expired; neither can be used. Two vouchers can go on one sale. A balance can never go below zero, even if two tills take the same voucher at once. More on payments in taking payments.

#Finding a voucher and checking its balance

Open Sales → Gift vouchers. Search by the code, the name of who it's for, or who bought it. Each voucher shows:

• Value and Balance, with a bar showing how much is left.
• Expires, or "No expiry". A passed date shows in red.
• Status: Active, Part used, Used, Expired or Void, plus Online for vouchers bought online.
• Sale: the sale it was sold in, or Issued if it was given without one.

Above the list: how many vouchers are still usable, and how much they're worth unredeemed. The list shows your latest 200; search to find older ones. Tap a voucher for its details and Copy code.

#Issuing a gift voucher without a sale

For a raffle prize, a goodwill gesture or a voucher from your old system, issue one directly. It isn't a sale, so it isn't in your takings.

1. Open Sales → Gift vouchers and press Issue voucher.
2. Enter the Value, and a Code if you want your own (up to 20 characters, like XMAS-2026); leave it blank to make one.
3. Add Who it’s for (optional), the expiry, and Notes (optional) such as "Raffle prize for the school fair".
4. Press Issue voucher. Copy code puts the code on your clipboard.

Every voucher needs its own code: one already in use is refused.

#Bringing gift vouchers across from your old booking system

Enter each voucher still out there with Issue voucher, so clients can spend it here:

1. Enter the Code exactly as printed on the voucher.
2. Enter its original Value.
3. If some has been spent, turn on It’s already been partly used and enter the Balance left.
4. Set its expiry as it was (or No expiry), add who it's for, and press Issue voucher.

#Gift voucher expiry dates

• Vouchers sold at checkout and issued by hand start with the expiry your gift voucher shop's Valid for gives (Settings → Online booking → Gift vouchers online, 3 years to start with), or none when it's Never expires. Change the date, or press No expiry or Add expiry.
• Online, every voucher gets the validity you set for the shop.
• From the day after its expiry date, a voucher can't be used and shows Expired.
• To extend one, open it, change Expires (or press No expiry) and Save.

#Changing or voiding a gift voucher

Open a voucher to change Who it’s for, Expires or Notes, then press Save.

Void stops a voucher being used, and cancels whatever balance is left on it. Use it for a lost voucher you're replacing, or one issued by mistake. A voucher you voided shows Make usable again, if you change your mind.

A voucher voided with the sale that sold it, or refunded in full, can't be made usable again: its window says why, such as "Voided with sale #1042, so it can't be used again." Issue a new one if they should have one.

For a voucher bought online, the details show who bought it and where it was emailed. Email buyer again and Email recipient again (or Email it to the recipient) resend it, with a chance to fix a mistyped address.

#When a sale with a gift voucher is voided

• The sale sold the voucher: voiding it stops the voucher working for good, so it can't be made usable again. A sale whose voucher has already been spent can't be voided: void the sale(s) it was spent on first.
• The sale was paid with a voucher: voiding it puts that amount back on the voucher.

See refunds and voiding sales.

#Who can issue and change gift vouchers

• Selling a voucher at checkout and taking one as payment: anyone.
• Seeing the list and checking a balance: anyone.
• Issuing a voucher without a sale, changing or voiding one, and resending an online voucher: Issue, edit and void gift vouchers. Managers have it and staff don't, to start with; owners have every permission (roles and permissions). On a shared Front desk device, Issue voucher asks for the person's password first.

#Common questions

#Can a client spend a voucher over several visits?

Yes. Each sale takes what it needs, and the rest stays on the voucher until it's used up or expires.

#Can I give change for a gift voucher?

No. A voucher pays up to the sale's total; anything left stays on the voucher.

#A voucher bought online was refunded in Stripe. What happens to it?

Its value comes down by what was refunded. Refunded in full, it can't be used any more.

#Can I change a voucher's balance?

Not directly. To take value off, void it and issue a new one for the right amount; to replace a lost one, void it and issue a new code.

#Where do I see vouchers sold over a period?

Each one is on its sale in the sales list, and the Overview report shows the gift vouchers sold in any dates, and what's still unspent.