Contact us at support@amilia.com to try it out!

Gift cards are a thoughtful way for satisfied clients to gift your services and merchandise to family and friends.

Gift card recipients are emailed a link that redirects to Amilia so they can create (or log into) their personal account. Once logged in, the gift card is redeemed to their Wallet and available for use in your organization's store or to pay an account balance.

How it Works

  1. Create a Gift Card

  2. Buy and Pay for a Gift Card

    2.1 View or cancel a gift card in client billing

    2.2 Edit or resend a gift card from the Purchases subtab

  3. Redeem a Gift Card

    3.1 How recipients view a redeemed gift card in their account

  4. Pay with a Gift Card

    4.1 When a gift card pays the full purchase

    4.2 When a gift card pays part of the purchase

    4.3 When a gift card & an account credit pay the purchase

    4.4 When a gift card pays an outstanding balance

  5. Cancel a Purchase and Refund a Gift Card

    5.1 Refund a purchase paid entirely with a gift card

    5.2 Refund a purchase paid in part with a gift card

  6. FAQ

1. Create a Gift Card

You will need permission to view, create and edit gift cards. Also, make sure you have one or more custom ledger codes to track gift card sales.

In the Store>Gift Cards subtab, click New gift card:

  • The gift card's Name and Description appears in the store (French is optional).

  • Tags help clients refine their search in your store.

  • Details about the gift card's uses or limitations can be included in the email to the gift card recipient (e.g., this gift card doesn't expire).

  • Set a predefined gift card amount or allow clients to set their own.

  • Assign a ledger code to track the gift card's sales in your finance reports.

  • Choose when to display your gift card for purchase. In the Store>Store Settings>Customize subtab, the Gift Cards tab must be set to visible.

  • Upload a gift card picture; otherwise, a default image is used.

  • Save when finished.

  • There's no limit to the number of gift cards that can be sold.

You can create, edit, duplicate, or delete/archive gift cards at any time. Changes don't affect gift cards that have been paid for.


2. Buy and Pay for a Gift Card

In the store, click the Gift Cards tab to select one:

  • A predefined amount shows or clients set the amount (taxes aren't charged).

  • Include the recipient's name and their email. Choose a send date.

  • Write a message (limit of 200 characters). If left blank, a default message is used.

  • You can't modify the Details section.

💳 To pay for a gift card at checkout, clients can only use a credit card and/or available account credit (excluding gift card funds). Admins can use account credit and any other payment method except for eCheck.

2.1 View or cancel a gift card invoice in Client Billing

The client's invoice shows the recipient's email address and the send date. Only admins may cancel a gift card (as long as it hasn't been redeemed). If a gift card is canceled before the Send date, the gift card email is never sent.

✉️ Say the gift card email is sent, but hasn't yet been redeemed. If the gift card is canceled, the recipient sees an 'Oops' message after clicking the link to redeem.

2.2 Edit or resend a gift card from the Purchases subtab

Admins and clients can see bought gift card(s) in the Purchases section.

Use the Actions to:

  • Edit the recipient's email and future send date (If the gift card hasn't been sent).

  • Resend a gift card (if the gift card hasn't been redeemed).


3. Redeem a Gift Card

On the send date, the recipient is emailed a special link that redirects to Amilia. The gift card is redeemed in the personal account the recipient logs into (or creates).

When the recipient logs in, they must give consent to redeem their gift card if they've never visited the organization's SmartRec store. After consenting, a success message confirms the gift card has been added to their account.

3.1 How recipients view a redeemed gift card in their account

Gift card balance(s) show in the Wallet tab.

  • The Store button redirects to the organization's SmartRec store. A gift card can only be used for the same organization it was purchased from.

  • If another gift card (from the same organization) is redeemed, its value is added to the existing gift card balance for their store.

  • A gift card can't be sent to another personal account after it's been redeemed.


4. Pay with a Gift Card

Gift card funds are available for use as a credit; either at checkout or when paying an outstanding balance. Any account member can use a gift card from the account Wallet to buy anything in the organization's store, save for a few restrictions.

⛔ It can't be used to buy another gift card.

⛔ It can only be used for the same organization it was bought from.

⛔ It can't be used if an installment or subscription are in the store cart.

4.1 When a gift card pays the full purchase

Let's say you have a $25 gift card and want to buy a $10 item. At checkout, you can use your available credit (i.e., the $25 gift card).

This $10 transaction reduces the Gift card balance from $25 to $15.

4.2 When a gift card pays for part of the purchase

Let's say you have a $50 gift card and want to buy a $200 item. At checkout, you can use your available credit (i.e., the $50 gift card). Then, $150 remains to be paid with an accepted payment method.

This $200 transaction reduces the Gift card balance from $50 to $0.

4.3 When a gift card & an account credit pay for the purchase

If there's an existing credit in the account, the sum of the gift card and the account credit can both be used at checkout. The gift card is used up first, followed by the account credit.

Let's say you have a $50 gift card and an account credit of $100 and want to buy a $125 item. At checkout, you can use your available credit (i.e., the $50 gift card and 75$ of the existing account credit) to complete the purchase. Any remaining balance must be paid immediately with an accepted payment method.

This $125 transaction reduces the Gift card balance from $50 to $0, and the account credit from $100 to $25.

4.4 When a gift card is used to pay an outstanding balance

A gift card can be used to pay off an outstanding balance. Clients can do it from their own personal account (as long as the organization allows it).

👩‍💼 How admins use a gift card to pay an outstanding balance

  • In Client Billing, click Operations>Make Payment.

  • Put a tick next to the outstanding invoice(s).

  • Account credit and gift card funds are lumped together as available credit (gift cards get used up first). If the credit doesn't cover the whole amount to pay, choose another payment type to take care of the rest.

  • Click Make payment.

👪 How clients use a gift card to pay an outstanding balance

First, check in the Accounting and finance>Payments subtab that clients can pay their balance and the option is set to 'Clients must pay the full amount due'. For now, clients must clear the full balance if they want to use a gift card to help pay.

Here's what clients should expect in their personal account:

  • In the Billing subtab, select the organization.

  • Hit the Make payment button to view any outstanding invoice(s).

  • Gift card funds (available credit) can be used to pay the balance.

  • Click Make payment.

👇 Below, a client with a $100 SmartRec Demo gift card has an outstanding balance of $200. It must be paid in full, so they use the $100 gift card and pay the rest by credit card, leaving $0 on the SmartRec Demo gift card.


5. Cancel a Purchase and Refund the Gift Card

You can cancel an invoice and refund money back to the gift card. The refund can't exceed the amount that was paid with the gift card. There must be a credit in the account before you can refund any kind of payment.

Below, we'll look at how to refund a purchase paid in full with a gift card, or partially paid with a gift card.

5.1 Refund a purchase paid in full with a gift card

A $10 invoice is paid in full with a gift card 🎁

Expand the invoice to Cancel/Refund Items and select the item(s) to cancel:

  • Credit the full amount or a partial amount. Add a fee/penalty if required. When you credit a partial amount or add a fee, naturally the gift card refund is reduced.

  • Refund the credited amount to the recipient's gift card balance. If unchecked, no money is returned to the gift card.

Credit & refund (no added fee) Credit & refund (with added fee)

In client billing, a Credit memo appears for the canceled purchase and a Refund appears for the return of funds to the Gift card balance.

5.2 Refund a purchase paid in part with a gift card

A $75 invoice is paid with a gift card and another payment method 🎁💸

Expand the invoice to Cancel/Refund Items and select the item(s) to cancel:

  • Credit the full amount or a partial amount. Add a fee/penalty if required. When you credit a partial amount or add a fee, naturally the gift card refund is reduced.

  • Refund the credited amount to the recipient's gift card balance (if unchecked, no money is returned to the gift card) and the other payment method.

When you credit a partial amount or add a fee, the other payment method's refund is reduced first. If we add a $5 admin fee, it's deducted from the cash refund ($25 - $5 = $20) while the refund to the gift card is left untouched. If the admin fee is $30, then no cash refund occurs and only $45 is put back on the gift card.

Credit and refund (no added fee) Credit and refund (with added fee)

In client billing, a credit memo appears for the canceled purchase, a check refund and another refund to the Gift card balance.


Frequently Asked Questions

What permissions do I need to manage gift cards?

Admins need the 'Manage gift cards' permission to view, create and edit gift cards.

What are the main characteristics of a gift card?

It doesn't expire & it

can't be exchanged for money.

It must be used at the organization

it was purchased from.

No taxes are applied.

It can't be used to buy another gift card.

You can't use a gift card if your cart includes an installment plan or a subscription.

Clients must use an online credit

card to purchase a gift card or account credit.

Admins can't use an eCheck

to pay for a gift card.

You can't print a physical copy

of a gift card. It's 100% virtual.

A gift card isn't eligible for installments.

A gift card isn't eligible for discounts.

A gift card can't be used or purchased

at the Point of Sale.

5$ is the minimum and 99 999$ is the maximum you can put on a gift card.

You can't refund

the purchase of a gift card if it was redeemed.

You need a personal Amilia account

to purchase and/or redeem a gift card.

Can I modify the details that show under the gift card in the store?

No.

Must the gift card recipient's email match the one they use to login to Amilia?

The email address used to send the gift card isn’t tied to the gift card itself. Rather, the link inside the email is the key. When you click the link and then access your personal Amilia account (regardless if one uses a different email address), the gift card funds can be redeemed in the account.

Do gift card recipients automatically have an account added in the Clients tab?

No. A record of their account is only added to your Clients list once they've logged into their personal account and have visited your online store.

Can I cancel a gift card invoice?

An admin may cancel the gift card invoice if the gift card hasn't been redeemed. If the gift card has been redeemed, then it's impossible to cancel the invoice. If you have any questions, please contact us at product@amilia.com.

What happens if a client didn't provide consent to redeem their gift card?

If the client doesn’t provide consent after logging in to their personal account, the gift card can’t be redeemed. They may shop in the organization’s store, but the gift card won’t be available for them to use.

They can refer to the gift card email and click the ‘Redeem my gift card’ button again. The client is redirected to their Amilia personal account (if they have already logged in) or they’re redirected to the login page so they can log into their account. In both cases, they’ll again be asked to provide consent to redeem their gift card.

Can I redeem a gift card more than once by using the same link?

A gift card can only be redeemed once. If you click the link after the gift card has been redeemed, you’ll see an error message when accessing your personal Amilia account.

Can a gift card be used to pay an outstanding balance?

Yes. It can be used by a client to pay off an outstanding balance in their personal account and admins can use it as a payment method in Client Billing.

What happens when all the funds on a gift card have been spent?

In the client’s personal Amilia account, the gift card will show a $0 amount. Admins will notice the Gift card balance in Client Billing has disappeared.

At checkout, the client won’t be asked to use an available credit unless there’s another account credit available. If there’s neither a gift card nor a remaining account credit, the client must pay the full purchase amount, as usual.

How does accrual basis accounting track gift card sales differently?

Depending on whether you use accrual or cash basis accounting, you'll process your gift card sales differently.

If you use cash basis accounting, you recognize revenue the moment it's invoiced. You list the cash coming in from gift cards as sales just like any other.

If you use accrual basis accounting, you recognize revenue when the service is rendered instead of when it was invoiced. When cash is coming in from gift card sales, it isn't counted as income until the gift card has been used to pay for a purchase.

How do I find out how many gift cards haven't been spent?

If your organization uses accrual accounting, you can export the summary of transactions from the Journal entries page. The value found in the Default- Gift card liability account pertains to unspent gift card money.

Are there revenue charges on the sale of gift card?

A 1% fee is charged on each gift card sale, similar to the Service rate applied to every invoiced item in Amilia. Click here to learn more about how Amilia bills your organization.

What size is acceptable for the gift card image?

  • Ratio: 3/2

  • Orientation: landscape

  • Max width after cropping: 1020px (resized to max 510px)

  • Max height after cropping: 680px (resized to max 340px)

Default Gift card image

Do gift cards work with Point of Sale?

No.

Which reports can I use to track the sale and exchange of gift cards?

Breakdown of payments by ledger code: Filter for the Gift card ledger code(s) to see who bought one and filter by Credit type to see who paid with a gift card and what they paid for.

Payment by ledger code: Show the total payments (and type) received from the sale of gift cards.

Breakdown of sales: Lists each gift card sale and the client who purchased it.

Reconciliation: On the 'All' sheet, filter by the gift card's name, Gift card refund and gift card payment to see who bought a gift card, who used a gift card as payment and/or whose gift card was refunded.

End of shift report: Shows the total number of gift card payments and refunds, with the client's name and /or admin who made the transaction.

How do journal entries work with gift cards?

In accrual accounting, revenue from the sale of a gift card isn't tracked with the ledger code it was assigned. Since there's a risk the recipient never exchanges their gift card, the money from the sale of a gift card is considered a liability.

(Rather, it's when you use a gift card to purchase an item that revenue is recognized in the ledger account of the item that was sold).

Below are journal entries when a gift card is purchased, and then used as payment.

A client buys a gift card to send to a recipient

1 ) $35 is owed to you which creates a debit in account receivable.

2) The funds are credited in the Default-Gift cards liability account until the gift card is used as a payment.

The recipient buys a 10$ mug and uses their gift card to pay for it

1 ) $10 is moved from the Default-Gift cards liability account.

2) $10 is credited to the Default-Account deposit liability account until the payment is reconciled with an invoice.

The admin reconciles the 10$ invoice with the gift card payment

1 ) $10 is debited from the Default-Account deposit liability account since the payment has now been reconciled with an invoice item.

2) $10 is then credited to the Default-Accounts receivable asset account

Must clients pay with a credit card if they buy other things than just a gift card?

Can I choose how much I want to use of my gift card for a purchase?

Do I have to refund a gift card if I cancel the purchase?

* This article is currently in development 🚧

Did this answer your question?