Tracking Gift Card Balances#

Keep track of all your gift cards—their balances, usage, and status. This helps with customer service, accounting, and understanding your gift card program performance.

Viewing Gift Cards#

Access Gift Cards#

Go to Account → Gift Cards in the navbar to see all gift cards.

Gift Card List#

The list shows:

• Code
• Type (gift card, voucher, etc.)
• Original value
• Remaining balance
• Status
• Created date

Filtering#

Filter by:

• Status — Active, Redeemed, Expired
• Type — Gift card, Voucher, Coupon
• Date range — When created
• Balance — Has balance, Zero balance

Checking Individual Balances#

Find the Card#

1. Go to Account → Gift Cards in the navbar
2. Search by code, email, or name
3. Click on the card

Card Details#

View:

• Code — The redemption code
• Original value — Initial amount
• Remaining balance — What's left
• Status — Active, Redeemed, Expired
• Created — When issued
• Recipient — Who it was sent to
• Source — How it was created

Redemption History#

See every use:

Date          Booking         Used      Remaining
─────────────────────────────────────────────────
Jan 15, 2026  #BK-1234       $75.00    $25.00
Jan 28, 2026  #BK-1567       $25.00     $0.00

Gift Card Statuses#

Tracking for Accounting#

Outstanding Liability#

Gift card balances represent money you've received for services not yet provided—a liability on your books.

Total Liability = Sum of all active gift card balances

Calculating Liability#

1. Filter to Active gift cards
2. Export the list
3. Sum the remaining balances
4. This is your gift card liability

Monthly Reconciliation#

Each month:

1. Export gift card activity
2. Note new cards issued
3. Note redemptions
4. Calculate ending balance
5. Reconcile with accounting

Reporting#

Gift Card Report#

Export data including:

• All gift cards in period
• Purchases (new cards)
• Redemptions (usage)
• Beginning and ending balances

What to Track#

Sales:

• How many gift cards sold
• Total value sold
• Average gift card amount

Redemptions:

• How many redeemed
• Total value redeemed
• Time from purchase to redemption

Breakage:

• Cards never fully redeemed
• Cards that expired
• Average unredeemed balance

Customer Service#

When Customer Asks About Balance#

1. Search for their code
2. Provide current balance
3. Remind of expiration (if any)
4. Offer to help them book

When Customer Can't Find Code#

1. Search by their email
2. Find matching gift cards
3. Provide code (verify identity)

When Customer Reports Issue#

1. Look up the code
2. Review history
3. Resolve (resend, adjust, etc.)

Managing Problem Cards#

Voiding a Card#

If a card needs to be cancelled:

1. Open the card
2. Click Void
3. Enter reason
4. Confirm

The balance becomes unavailable.

Adjusting Balance#

If balance needs correction:

• Contact support for adjustments
• Document the reason
• Maintain audit trail

Reissuing a Card#

If customer lost their code:

1. Void the original (if needed)
2. Create new card with same value
3. Send to customer
4. Note the replacement

Best Practices#

Regular Review#

• Check gift card liability monthly
• Look for expiring cards
• Follow up on old unused cards

Customer Communication#

• Remind customers of balances
• Notify before expiration
• Make redemption easy

Record Keeping#

• Export data regularly
• Maintain for tax purposes
• Track trends over time

Fraud Prevention#

• Monitor unusual activity
• Watch for bulk redemptions
• Verify large gift card requests

Key Metrics#

Track these for your gift card program:

Related Articles:

• Gift Cards Overview
• Creating Gift Cards
• Reports Overview