Packages, Vouchers and Discounts

Prepaid packages and discounts are how you reward regulars and smooth out the quiet weeks. Packages and vouchers are Admin-managed; pricing rules, seasons and customer types live alongside them in the Catalog section.

Credit packagesCopy Anchor Link

A package is a bundle of prepaid credits — for example, a 10-day daycare pass at a better per-day rate. Manage them at Catalog → Packages (Admin only). Each package has:

• a name and price
• a credit count — how many sessions the buyer gets
• an optional service type, restricting what the credits can be redeemed against
• an optional expiry (a number of days after purchase)
• an active/inactive switch. Remove from sale in the package's menu does the same: customers can't buy it any more, while anyone who already bought it keeps their credits and a purchase already being paid for still goes through. Packages are never deleted, so their history stays; Put back on sale reverses it

Customers buy a package and redeem credits against their bookings; their remaining balance shows on their customer profile.

How credits are spent: one credit per booking. A single order can therefore use several credits — two pets on one day is two bookings, a recurring series is one booking per date. If an order needs more credits than the customer has left, the bookings a credit reached count as paid — they're confirmed, or left pending if the location's approval settings hold them — and the rest are created as Awaiting Payment so they're still billed rather than delivered free. A package tied to a service type only pays for bookings using that service. Detail: Creating and managing bookings.

The customer's invoice: every paid package purchase, and every membership charge, gets an invoice marked paid as soon as the payment goes through. It has one line for what was bought, GST at your organisation's rate, and a number from your usual invoice sequence. The customer is emailed it as their receipt. It's listed under Receipts on their profile, where you can re-send it, and in their portal Billing. Free packages get no invoice. In Xero a package sale still arrives as a package sale, never as a second invoice.

Refunding a package purchase: from the customer's profile, Billing tab. A purchase is refundable while it still has unused credits and was paid online — the refund is pro-rata on the unused portion, and refunding zeroes the remaining credits. Fully redeemed packages and free (unpaid) purchases can't be refunded in-app. Once the payment provider confirms the refund, Wagday records a credit note for the refunded amount against the purchase's invoice, and the customer is emailed a refund confirmation naming that invoice. A refund made in your Stripe or Square dashboard is credited the same way. That credit note isn't sent to Xero: record package refunds in Xero yourself, as before. Purchases made before invoices were added have no invoice, so their refunds work as they always did.

When package sales count as revenueCopy Anchor Link

Settings → Policies → Package Revenue Recognition decides how package money appears in your revenue reports:

• At sale (cash basis) — the purchase counts as revenue when it's paid. It adds to total revenue only, not earned revenue or per-day metrics.
• On redemption (accrual) — revenue is recognised as each credit is used (AASB 15 style), spreading the price across the services actually delivered.

This changes what your revenue reports show, so pick the basis your accountant prefers and leave it alone — switching mid-year makes reports hard to compare.

VouchersCopy Anchor Link

Vouchers are discount codes you hand out — promotions, apology credits, partner deals. Manage them at Catalog → Vouchers (Admin only). Each voucher has:

• a code (letters, numbers, hyphens and underscores — customers type it exactly)
• a discount — either a percentage or a fixed dollar amount
• an optional usage cap (maximum number of uses)
• an optional expiry date
• an active/inactive switch

A voucher stops applying once it's expired, exhausted or switched off. It only applies to bookings made between the day you create it and its expiry, so a new voucher can't be added to a booking that was made before it existed.

Applying a voucher to an existing booking: while the booking hasn't been paid or invoiced, open it, find the Voucher card, enter the code and select Apply. The card shows the currently applied code and the discount it gave. A booking takes one voucher, so a different code can't replace one that's already applied.

Invoiced or paid bookings: a voucher can't be added once a booking has been invoiced, because the issued invoice and its Xero copy would no longer match the booking. Refund and cancel the booking, then make a new booking with the voucher. A refund of money paid records a credit note against the original invoice, and the new booking gets its own invoice at the discounted price. When the booking was paid in full by card or by one counter payment, a Manager or above can use Refund and rebook with voucher in the booking's Voucher card to do both steps in one go; it warns first that the original place is released, and keeps that slot rebookable for the same customer.

The refund-and-rebook route also supports a refundable deposit on the booking's own invoice. It returns only the deposit and credits the full cancelled bill, including its unpaid portion. Money paid at the counter, whether a deposit or the whole bill, requires an audited Record counter refund entry for the money actually handed back. The replacement opens once the refund is confirmed and linked to the credit note.

On a consolidated or other shared invoice, the credit note covers only the cancelled booking's own line, and the other bookings stay billed as they were. The route is offered only while the booking still matches its line on the issued invoice exactly. Otherwise use the usual cancellation and refund process.

Pricing rules, seasons and customer typesCopy Anchor Link

Catalog → Pricing (Admin only) holds the three levers that shape what a booking costs:

• Pricing rules — the price for each service type, by rate type (hourly, half-day, full-day or flat). Rules can optionally target a pet size class or a season, set a minimum booking length, and carry a priority so you control which rule wins when several could apply. A $0 amount is allowed for comped services.
• Seasons — named date ranges with a price multiplier (for example, a peak-holiday loading). Seasonal pricing only applies when Enable seasonal pricing is switched on at Settings → Subscription.
• Customer types — named groups with a discount percentage, for your regulars, rescue partners or staff pets.

Loyalty tiersCopy Anchor Link

Loyalty tiers are a frequent-flyer-style badge: a coloured ring on the customer's profile showing how much they've spent with you over their lifetime. Set the thresholds at Settings → Policies — a lifetime-spend amount (in whole dollars) for each of Bronze, Silver, Gold and Platinum. A customer earns the highest tier their lifetime spend meets.

Thresholds are yours to set relative to your turnover — a grooming salon's Platinum is a boarding resort's Bronze. Leave all four empty and the feature switches off entirely.

RelatedCopy Anchor Link

• GST and tax settings
• Invoices, payments and refunds
• No-show and late cancellation charges