Issuing and redeeming gift vouchers

Gift vouchers are prepaid value a patient can spend with you, ideal for someone treating a friend or family member. You can issue them yourself in clinic, and patients can buy them online from your booking page.

Issuing a voucher in clinic

Only the clinic owner can issue and manage vouchers in Settings, Offers.

1. Go to Settings, Offers and find Issue a gift voucher.
2. Enter the Value, and if you like an Expiry, the Purchaser, the Recipient and any Notes.
3. Press Issue voucher. A code starting GV- is created automatically; give this to the purchaser.

Take the purchaser's money as you would any sale and record it. The voucher itself is the record of the value owed.

Selling vouchers online

Once your Stripe account is linked, your booking page shows a Gift vouchers tab on the right-hand edge (on a computer) or a Buy a gift voucher button (on a phone). There is no separate voucher-sales switch. Stripe must be configured and your clinic must be able to take online payments for a purchase to succeed. The buyer:

1. Chooses an amount, or enters a custom one (from £50 to £2,000 online; issue larger vouchers yourself in clinic).
2. Chooses Send to me, or Send to someone with the recipient's name, email and an optional personal message.
3. Pays by card. The voucher code is emailed, and it appears in your vouchers list straight away.

A voucher bought online is valid for 3 months. If you offer posted copies, the buyer can also ask for a printed copy by post: see Offering a posted copy of a gift voucher.

How redemption works

When booking online. The recipient enters the code in the Have a promo or voucher code? box at checkout, the same box used for promo codes. The voucher's balance is drawn down against the amount due at booking. If it covers only part of it, the rest is paid by card as normal. The box only appears when the booking takes a payment.

In clinic. As the owner or a team member with finance access, open the patient's record, go to the Billing tab and, in the Account credit card, enter the Gift voucher code and press Redeem voucher. The voucher's remaining balance moves onto the patient's account credit and the code is marked as used. Spend the credit by choosing Account credit as the payment method when you take payment.

Keeping track

The vouchers list in Settings, Offers shows each voucher's code, remaining balance, recipient, status and expiry. An active voucher can be cancelled from its row with Cancel if it was issued in error. Cancelling stops the code being used; it does not refund the purchaser, so handle any refund separately.

For how vouchers are treated for VAT, see Gift vouchers and VAT.