Salon gift cards: sell, manage and redeem without chaos
Selling a gift card takes five minutes: enter the amount, write out a slip, take the money. But what comes afterwards is where it goes wrong for many salons. Three months later a client shows up with the card. How much was it again? Is it in the notebook, or was that the blue card from last week? Has someone already partly redeemed it? The silence at the front desk lasts a few seconds too long, and both the client and the staff member feel the awkwardness. Gift cards are one of the most direct ways to pull revenue forward. The client pays now; the service happens later. But without proper bookkeeping, gift cards become a source of mistakes, disputes and lost income. Salons that track cards by hand in a spreadsheet or notepad run the risk that the same card gets redeemed twice, that expired cards are accepted anyway because no one keeps track, or that the outstanding balance cannot be found anywhere. This article explains why a gift card is more than a slip of paper, what you need to have in order for a professional setup, and how software replaces the administrative hassle with a clear system.
Why gift cards are a smart revenue stream
Gift cards fall into the category of revenue you receive before you deliver the service. At the moment of sale, money comes in; the service - the treatment - happens later. That is good for cash flow and provides a buffer during quieter periods. Beyond cash flow, there are three benefits that salon owners regularly underestimate. **Gifting occasions bring in new clients.** Someone who gives a gift card already knows the salon - but the recipient may not. Every redeemed card is a chance to win a new client. If the first experience is good, they become a returning client who discovered what you do through someone else. **Paid is paid.** With a gift card there is no such thing as an unpaid no-show. The value has already been settled by the buyer. Whether the recipient cancels the appointment or not, that amount is already in your account. At most you lose treatment time, not the money. **Unredeemed cards are also income.** A share of gift cards is never redeemed: the recipient forgets, has moved away, or simply never booked. That remaining balance then stays with you. This is no reason to deliberately make cards hard to redeem, but it is a real part of the economics of gift cards and a reason why they are more attractive for salons than for many other sectors.
Practical checklist: setting up gift cards professionally
Setting up gift cards well requires a few policy choices you are best off making in advance - not at the moment a client wants to buy one. **1. Choose your format: value cards or service cards** Some salons work only with value cards (e.g. a €50 card), others with service cards (e.g. "one cut plus wash"). Value cards are more flexible for the recipient and simpler to administer; service cards are better for marketing purposes but require more customisation at redemption if the price has changed since. **2. Set a clear validity period** In the Netherlands the statutory limitation period for claims is three years. Many salons use two years as a practical standard. Communicate the validity period clearly on the card or in the confirmation email, so there is no dispute afterwards. **3. Register every card at the point of sale** Every gift card you sell must be recorded immediately with a unique number, the amount, the date of sale and the buyer's name. If you do not do this, you have no basis to later verify whether a card is legitimate. **4. Make the redemption procedure staff-proof** Every staff member at the front desk must be able to redeem a card independently: enter the code, check the balance, deduct the amount and update the remaining balance. If that procedure is unclear or not in the system, you risk staff calling the owner or passing the card through without registration. **5. Decide on partial redemption** May a client use a €50 card for a €35 treatment and keep the remaining balance? That is the standard expectation among clients. If you do not want to allow this - for instance with specific service cards - communicate it explicitly at the point of sale. An unexpected refusal at the till almost always leads to displeasure. **6. Keep track of outstanding balances** Do you know at any given moment how much outstanding card value is in circulation? That figure is relevant for your bookkeeping and shows how many future services you have committed to. With more than a handful of cards per month, a digital system is no longer a luxury.
How Salonnare handles gift cards
In Salonnare the gift card feature is built into the point-of-sale flow. Selling and redeeming both happen from the same system, so balances are always up to date and there is no need for separate bookkeeping on the side.
**Selling at the till**
In the POS module you select gift card as a product and set the amount. After payment, the buyer automatically receives a confirmation email with the unique card code. That email serves as a digital card the recipient can forward or keep as a reference.
**Redeeming at checkout**
When a client wants to redeem a gift card, the staff member types in the code at checkout in the till. The system immediately checks whether the card is valid and shows the remaining balance. If the treatment costs less than the card value, the remainder stays available automatically for a next visit. The client does not need to keep or forward anything - the code is enough.
**Up-to-date overview**
From the till overview you can see which cards have been issued, which have already been fully redeemed, and how much outstanding balance value is in circulation. That overview helps with your financial administration and gives insight into the popularity of gift cards as a sales product in your salon.
**No double registration**
Because the entire flow is digital - from sale to confirmation email to redemption - you do not need to track anything by hand. Every transaction is stored automatically and can be found per card or per client.
Gift cards and VAT: what you need to know
The VAT treatment of gift cards in the Netherlands depends on the type of card. With a **single-purpose voucher** (SPV) you already know at the point of sale exactly which service will be delivered and which VAT rate applies. The VAT is then already due at the moment of sale. This is the case for a card for one specific treatment at a fixed rate - for example a card solely for a facial. With a **multi-purpose voucher** (MPV) - a value card that is redeemable for multiple services or products - the VAT is not due until redemption, based on the service actually delivered and the corresponding VAT rate. For most salons a general value card that is redeemable for all services and products is an MPV. That means you do not remit VAT at the point of sale, but charge VAT at the moment of redemption on the service purchased. This sounds simple, but it has consequences for how you process cards in your bookkeeping. Consult an accountant for the exact processing method in your situation; the rules depend on how your card is precisely structured and for which services it is redeemable.
Gift cards as a marketing tool
Beyond the operational side, a gift card is also a marketing tool. A card that is well presented and easy to order attracts buyers who might not otherwise think of a salon as a present. **Ensure visibility at the right moments** Mention gift cards on your booking page, in your welcome email to new clients, and in the run-up to gifting seasons: in the Netherlands Sinterklaas, Christmas, Valentine's Day and Mother's Day are the four peak moments when people actively look for an original gift for someone they do not want to choose something specific for. **Make the purchase as simple as possible** The more steps a buyer has to take to order a card, the higher the drop-off rate. A direct button on your booking page works better than sending an email or calling the salon. If the purchase cannot be made online, state clearly how it can be done. **Communicate what the card includes** Clearly state the card value, the validity period and exactly what can be done with it in the confirmation email. Less confusion for the recipient means fewer phone calls to the salon and a smoother experience at redemption. **Consider a limited offer for specific occasions** A temporary offer - "card worth €60, on sale for €55" - works well in the run-up to a big gifting moment. It stimulates purchases over a short period and gives you a clear marketing moment to communicate around.
Veelgestelde vragen
How long are gift cards valid in the Netherlands?
The statutory limitation period for claims is three years. In practice most salons use a validity period of two years. You may apply a shorter term if you communicate it clearly at the point of sale, but it is advisable to aim for at least a year so the recipient has enough time to use the card. Always state the validity period explicitly in the confirmation email or on the card itself to avoid disputes afterwards.
Can a client partially redeem a gift card?
Yes, unless you explicitly exclude this at the point of sale. Most clients expect a remaining card value to be kept for a next visit. In Salonnare partial redemption works automatically: after checkout the system shows the remaining balance, which the client can use at a next appointment by entering the same card code.
How do I process a gift card in my bookkeeping?
At the point of sale you book the payment received as a liability (amount received in advance), not as revenue. You recognise the revenue at the moment of redemption. The VAT treatment depends on the type of card: with a value card that is redeemable for multiple services, you remit the VAT at the moment of redemption based on the service purchased. Consult an accountant for the exact processing in your administration.
What if a client shows up with an expired card?
Technically you are not obliged to accept an expired card if you communicated the validity period clearly at the point of sale. In practice most salon owners opt for a pragmatic solution: accepting a short grace period or converting the card into store credit. Whatever you decide, make sure your policy is applied consistently by all staff and preferably record it in your house rules.
How do I get started with gift cards in Salonnare?
Gift cards are available as a feature in the POS module. During the trial period you can test the full flow: sell a card, receive the confirmation email and redeem the card at the till. Start via salonnare.com/en/free and the system is ready to use without extra configuration.