How to Add a Gift Card Credit to an Invoice

Here's how to post Gift Cards to current and future Invoices

Serena Edwards avatar
Written by Serena Edwards
Updated this week

If you need to add a Gift Card Credit to either a current Invoice or a future one, here's how.

Current Invoice

Follow these steps to add a Gift Card Credit to a current Invoice:

Step 1 - Manage Credit

To reduce the Gift Card Credit, click on "Manage" under "Gift Cards & Prepayments" on the Customer's Billing page.

Step 2 - Add a Gift Card Credit Record

Next, click "+ New Record" and then "Gift Card credit record":

Step 3 - Add Amount

Enter the amount of the Gift Card Credit.

IMPORTANT: Add a hyphen so that the number is a NEGATIVE amount. This way you are taking away the credit and not adding to it.

Step 4 - Edit the Invoice

Open the Invoice from one of these locations:

  • The Invoices page by clicking "edit"

  • The Customer's Billing page by clicking "Manage" then "Edit"

Step 5 - Add Credit

Click the plus button and choose "Post Credit."

Step 6 - Change the Discount Item

Change the Discount Item to your Gift Card Discount Item. If you don't have one, learn how to create a new Discount Item here. Enter the amount of the Gift Card and click Post.

Future Invoice

Follow these steps to add a Gift Card Credit to a future Invoice:

Step 1 - Manage Credit

To reduce the Gift Card Credit, click on "Manage" under "Gift Cards & Prepayments" on the Customer's Billing page.

Step 2 - Add a Gift Card Credit Record

Next, click "+ New Record" and then "Gift Card credit record":

Step 3 - Add Amount

Enter the amount of the Gift Card Credit.

IMPORTANT: Add a hyphen so that the number is a NEGATIVE amount. This way you are taking away the credit and not adding to it.

Step 4 - Edit the Payment Plan

On the Enrollee's Billing page, scroll down under "Active/Future Enrollments" to the Future Invoices and Payment Plans box. Click on the Edit button beside the Payment Plan you want to edit.

NOTE: If there is more than one Payment Plan, you will see a stepper at the top where you can scroll through the Payment Plans (E.g., "1 / 2"). Be sure you are on the correct Payment Plan before editing it.

Step 5 - Add Credit

Under "Scheduled/Installment/Subscription Payments," click the blue dollar sign beside the Charge Item (i.e., "Class Fee")

Step 6 - Change the Discount Item

Change the Discount Item to your Gift Card Discount Item. If you don't have one, learn how to create a new Discount Item here. Enter the amount of the Gift Card and click Post.

Edit the Discount name by clicking the pencil icon.

Add the amount of the Discount and click Save.

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