Prepaid cards are a fantastic way to boost customer loyalty and simplify your checkout process. This feature allows your customers to pay upfront for a set number of treatments, which they can then redeem during future visits. In this article, you will find everything you need to know about creating prepaid cards, using them as a payment method, tracking them, and handling their accounting.
How do I sell a prepaid card on Salonized?
On Salonized, you can easily sell a prepaid card through the Register to prepare for a customer's future visits.
Go to the Register and, in the Checkout section, select 'Prepaid card' from the menu on the left.
Enter the required details: description, number of visits, price (incl. VAT), and VAT percentage.
Assign the sale to a specific staff member and link the prepaid card to the correct customer.
Once the details are set, click 'Continue', select the payment method the customer is using to buy the card, and complete the sale.
How do I select a prepaid card as a payment method?
When a customer returns to redeem one of their prepaid sessions, you handle the transaction through the register as a standard appointment checkout.
Create an invoice in the main Checkout screen by selecting the treatment the customer received.
Assign the service to an employee and select the customer.
Click 'Continue' to proceed to payment.
Once the customer is linked to the invoice, any active prepaid cards in their name will automatically appear as a payment method.
Click 'Prepaid Card' to view the customer’s active cards.
Select the desired card and choose the specific service to which you want to apply it.
Finalise the invoice; one session will be automatically deducted from the card balance.
Note: Prepaid cards can only be used to pay for treatments (services), not retail products.
What do I need to know about managing Prepaid Cards?
To ensure your reporting remains consistent, keep these system rules in mind when managing prepaid cards.
Expiry: Prepaid cards do not have an expiration date in the system.
Non-transferable: A prepaid card must be linked to one customer and cannot be transferred to another.
Editing Restrictions: Once a card is sold, you cannot edit the price, the number of sessions, or the assigned customer.
Refunds: If at least one session has already been used, it is no longer possible to credit or refund the original purchase invoice.
Online Bookings: Currently, it is not possible for customers to redeem prepaid cards via the online booking widget.
Multi-location: Prepaid cards can be shared and used across accounts with multiple locations.
Where can I find an overview of all prepaid cards?
You can track the status and history of prepaid cards in two different areas of the platform.
In the Register:
Under the 'Prepaid cards' tab, you can see an overview of all sold cards and their current status:
Valid: The card is active and has remaining credits.
Empty: All sessions on the card have been used.
Credited: The original purchase invoice for the card has been credited/reversed.
Outstanding: The invoice for the card purchase has not been paid yet.
Tip: Use the search bar to find a specific customer or click a card to see which invoices the credits were applied to.
In the Customer Profile:
Under the 'Prepaid cards' tab within a specific profile, you can view all cards belonging to that customer. Click them to open their specific details.
How do prepaid cards affect my accounting and VAT?
In Salonized, the VAT is recognised when the card is sold, but the revenue is only recognised when a session is actually redeemed.
When you sell the card: The money received is treated as a deposit rather than immediate earnings.
The full VAT amount is recorded and settled immediately at the point of sale.
The sale is added to "Prepaid cards sold", but is not yet counted as revenue.
Example: Selling a card for €100 results in: Prepaid cards sold: €100.00 | VAT: €17.36 | Revenue: €0.00.
When the customer redeems a session: The value of that session is now officially added to your revenue.
As the VAT was already paid during the initial sale, it is not charged or recorded again.
Example: Redeeming a session records the session value (e.g., €16.52) as revenue with 0% additional VAT.
To ensure your accounting is accurate: Check that the left and the right side of your report match:
The Left Side: Total revenue (incl. VAT) + Prepaid cards sold.
The Right Side: The sum of all payment methods used.
If you have any questions regarding prepaid cards, please contact our support team.
We will be happy to help you.