A printout from last Christmas
In March, someone rings to book the gin school with a voucher their partner bought them. It was bought on your website, or maybe through an experience gift site, or at the shop counter as a printed card. The code does not match anything in the booking tool. Someone searches the webshop orders, then the gift site's portal, then a spreadsheet of counter sales. Eventually it is found, or the customer is booked on trust.
Meanwhile, on the day of the class, two people turn up with vouchers for the same session that nobody entered, and there are only twelve stills.
Why vouchers are hard to track
Vouchers are sold in one season and used in another, through channels that each keep their own list. Your webshop sells e-vouchers. Experience gift sites sell their own codes and pay you later. The shop sells printed cards. The booking tool for gin school sessions often has no idea any of these exist. Expiry dates and terms vary by channel.
- Vouchers are sold on several channels with different codes.
- The booking tool cannot check a voucher's status.
- Printed vouchers from the shop are recorded on paper.
- Expiry dates and terms differ by channel.
- Redemptions are not recorded against the original sale.
What voucher confusion costs
A voucher honoured twice, because a copy was forwarded. Sessions overbooked with voucher holders. Gift site payments that do not match redemptions, because nobody reconciles them. Staff time searching for codes. And customers who feel doubted, when all they are doing is using a present.
Unredeemed vouchers matter too. How you treat them in your accounts is for your accountant, but you cannot even give them the figure if you do not know which vouchers are still open.
One voucher register for every channel
- Every voucher, whatever the channel, is held in one register with its code, product, value or experience, sale date, channel and expiry.
- Webshop vouchers are added automatically when sold. Gift site vouchers are imported from their portal or reports. Shop counter vouchers are issued from a tablet, which prints a card with a unique code.
- When someone books a gin school session or tour, the booking page checks the code: valid, already used, expired, or wrong product.
- A redeemed voucher is marked used and linked to the session, so the same code cannot book twice.
- Gift site vouchers are flagged for the monthly reconciliation of what they owe you.
- Reminders go to voucher holders before expiry, if you choose, which fills quiet sessions.
- A report shows vouchers sold, redeemed and open by channel.
| Channel | Before | After |
|---|---|---|
| Webshop e-voucher | Webshop order only | In the register automatically |
| Experience gift site | Their portal only | Imported and reconciled |
| Shop counter card | Paper list | Issued with a unique code |
| Redemption | Booked on trust | Checked and linked to the session |
| Expiry | Unclear | Tracked, with reminders |
A gin school that fills cleanly
Voucher holders book themselves and the code is checked at once. Sessions do not overfill with unexpected voucher holders. Staff stop searching three systems. The finance side knows what is sold, redeemed and open. And a gentle expiry reminder brings in voucher holders on quiet weekdays when the gin school would otherwise be half full.
Does this sound like your vouchers?
- Voucher codes cannot be checked when people book.
- Vouchers are sold on several channels with separate lists.
- You have honoured the same voucher twice.
- Gift site payments are not reconciled with redemptions.
- You do not know how many vouchers are still open.