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Gift Cards

Gift cards allow you to sell prepaid value to your clients, which they can later use as a payment method. This feature helps you generate upfront revenue while offering flexibility to your clients.

Written by Tigran Babaev

A gift card is only available for Pro and Ultimate subscriptions

Set Up Gift Card Templates

Before selling gift cards, you can configure default settings to match your business needs.

Navigating to the Gift card

  • Go to the left-side menu under Business Setup.

  • Click Plans & Offers.

What you can customize:

  • Amounts

Click on the edit button

Click on the "Manage Values" button

  • Preset amounts (e.g., $50, $100, $150, $200)

    • Add or remove values to suit your pricing

  • Expiry period

    • Set a default expiry that applies to all new gift cards

  • Gift card design

    • Choose an existing image or upload your own
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Once set up, these options will automatically appear when creating gift cards through invoices.

Sell a Gift Card

Gift cards are sold through invoices.

To sell a gift card:

  1. Go to the Client Profile

  2. Click Add Invoice

  3. Open the Gift Card tab

  4. Select a gift card amount

  5. Enter recipient details in the pop-up

  6. Complete the invoice payment

What happens after payment:

  • A gift card record is created

  • The gift card is shared with the client or the set recipient

  • The balance becomes available for future use

Activating/disabling Gift card as a Payment Method

Gift cards are available as a payment method in Yocale and can be enabled or disabled based on your business needs.

Where to Find It

  • Navigate to "Payments" > "Payment Methods" page when logged in as the Business Owner account.

  • You can find gift cards under Manual Payments in your payment method settings

Using a Gift Card

Gift cards are treated as a payment method, not a discount.

Using a Gift Card (Business Side)

To apply a gift card to a purchase:

  1. Create an invoice with the desired line items.

  2. Proceed to checkout

  3. Select Gift Card as the payment method

  4. Search for or scan the gift card number

How It Works

  • The gift card balance is applied to the invoice total

If the gift card balance is greater than the total:

  • The remaining balance stays on the gift card for future use

If the gift card balance is less than the total:

  • You can process the payment with the gift card value.

  • Collect the remaining balance using another payment method

Using a Gift Card (Online Booking Widget)

If your business requires a deposit for online bookings:

  • Clients can apply their gift card during the booking process

Refunds

If a payment was made using a gift card:

  • You can refund the payment as long as the gift card has not been cancelled or expired.

  • The refunded amount is returned to the gift card balance

Manage a Gift Card record

Go to the left bar menu> Clients> Gift card records

Each gift card creates a record with the following details:

  • Original value and current balance

  • Status (Active, Redeemed, Expired, Cancelled)

  • Expiry date

  • Usage history

  • Recipient information

Purchase info:

  • View the issued invoice which created this gift card.

Usage history:

  • The usage history of this card as a payment method.
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Note:

  • The business user can manage the expiry date of the gift card.

Import Existing Gift Cards

If you already have gift cards outside Yocale, you can import them.

To import:

  1. Go to the Gift Card Records page

  2. Click Import Gift Card

  3. Upload a CSV file in the correct format

See full guide here:

Share a Gift Card

You can send gift cards to clients either automatically or manually.

Automatic (During Checkout)

  • When selling a gift card through an invoice, it will be automatically sent to the client.

Manual (From Gift Card Record)

  • Go to the Gift Card Record page

  • Open the desired gift card

  • Click the Share option at the top of the page

  • Enter a valid email address to send the gift card

Key Takeaways

  • Gift cards are stored value, not discounts

  • They are sold via invoices and used as payment

  • Balances carry over until fully used or expired

  • Refunds return value to the gift card, not cash

How to manage Physical Gift Card on Yocale

1. Start or open an invoice

  • Create a new invoice for your client, or open an existing draft invoice to edit it.

2. Go to the Gift Card tab

  • In the "Add item to invoice" panel, select the Gift Card tab.

3. Select a gift card value

  • Choose one of the preset values (e.g., $50, $100, $150, $200, $500), or select Custom amount to enter a specific value.

4. Choose how the gift card number will be assigned

In the Gift card number section, you'll see two options:

Option

What it does

Auto-generated (default)

The system creates a unique gift card number for you.

Add manually (Physical Gift Card)

You enter (or scan) the number already printed on the physical card.

For physical/pre-printed cards, select "Add manually."

5. Enter or scan the gift card number

  • Once "Add manually" is selected, a Gift card number field appears.

  • Type in the number printed on the physical card, or scan its barcode using a barcode reader.

6. Fill in recipient details

  • Enter the recipient's email address in the Send to field.

  • Optionally, add a custom message and/or select a gift card style/design for the email the recipient will receive.

  • You can also set a Send from name if you'd like the card to appear as being sent from a specific person.

7. Add the item to the invoice

  • Click Add. The gift card will now appear as a line item on the invoice, alongside any other products or services.

8. Complete and collect payment

  • Finish building the invoice as normal and process payment from the client.

9. Once the invoice is paid:

  • The gift card is activated using the exact number you entered/scanned.

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