How to add credits to a customer account

Credits, or store credit, are money on a customer's account. One credit is worth $1, and customers can spend them on any order, right down to the cent. They are perfect for making something right, saying thank you, or running a promotion, and a customer with a balance tends to come back and use it.

Adding credits

  1. Go to Customers > Lookup / Manage and find the customer. See How to find a customer.
  2. On their profile, find the Credits section. If they have never had credits it says N/A; click Create Credits Account. If they already have a balance, click Edit credits.
  3. Under Edit Customer Credits, enter the Credits Amount (a negative number takes credits away) and a Reason. The reason is your own note, and your team can search on it later. The customer gets an email about the change; tick Skip Email Notification for a quiet adjustment.
  4. Click Submit Change.

Every change to a customer's credits is listed at the bottom of the page, so you always know where a balance came from.

How customers spend them

At checkout, the customer clicks Apply Credits to Order. That is it. The site uses as many credits as the order needs, up to their balance.

  • Credits can pay for the whole order: meals, tax, delivery fee, site fee and tip. If the balance covers it all, nothing is charged to a card.
  • Credits combine with a discount code and a gift card on the same order.
  • The receipt and confirmation email show the order total, what the credits paid, and what was charged to the card.
  • Credits do not pay for merchandise. See Merchandise: sell shirts, cooler bags and more with your meals.

No sales tax on credits

Selling credits, or a credits plan, does not add sales tax. Tax is charged when the credits are spent on an order, and the credits pay it. Credits plans renew at the plan price with no tax line.

Seeing every balance

The Stored Value report, under Discounts & Credits and on the Reports page, lists every customer's credit and gift card balance, where it came from and how long it has sat unused. It needs the Accounting role or higher. See Stored value: gift card and credit balances, tax, and expiry.

Expiring old credits

The Expire Unused Credits tab on the same report lists accounts with no credit activity for 12 months or more. Search, sort or export the list, tick the accounts, and expire them. Customers are not emailed, every account's history records it, and you can add the credits back if a customer returns. Nothing ever expires on its own, and running it needs the Manager role.

Your site's standard terms of service say credits expire after 12 months without use. If you use your own terms, add the same wording. See How to edit your terms of service and privacy policy.

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