Store Credit: A Simple, Trustworthy Way to Handle Client Deposits
Clients hand over money ahead of time more often than most practice management software admits. A boarding deposit. A prepaid package of visits. A client who overpaid last time and wants it applied to the next one. Someone whose card declined but who insists on leaving cash "for next time."
Without a real system for it, that money ends up tracked on a sticky note, a spreadsheet, or reception's memory — and reconciling it later is nobody's favorite task.
Übik's new Store Credit feature gives that money a proper home: a balance tied to the customer, applied at checkout like any other payment method, and accounted for correctly from the moment it's collected.
💡 What Is Store Credit?
Store Credit lets reception record a deposit against a customer's account — cash, card, transfer, whatever the client actually handed over — and have it available as a payment method the next time that customer checks out.
It lives on the customer's profile, in a dedicated Credit tab with its own running balance and history. A quick Add Credit button is right there in the customer header, so recording a deposit takes seconds, not a workaround.
At checkout, if — and only if — a customer has an available balance, a Store Credit tile appears alongside Cash, Card, and the rest of your payment methods. Staff enter an amount, capped automatically at whatever's actually available, and the balance updates immediately.
🧾 Store Credit at a Glance
| Action | What Happens |
|---|---|
| Reception takes a deposit | Logged in one dialog: amount, tender, optional note. Shows up instantly on the customer's Credit tab. |
| Client checks out later | A Store Credit tile appears at payment — but only for customers who actually have a balance. |
| Partial use | Clients can spend part of their balance on one visit and keep the rest for next time — no all-or-nothing rule. |
| A credit-paid visit gets refunded | The refund goes back to the customer's balance, not out of the register as cash. |
| Tracking it | Every deposit and redemption is a permanent, timestamped entry — who took it, when, and how much. |
⚙️ Why It Matters
🤝 1. Client Convenience, Without the Guesswork
Clients shouldn't have to keep their own mental ledger of what they've prepaid. Once a deposit is logged, it's simply there — visible to staff, applied automatically when relevant, and never something a client has to remind anyone about at the front desk.
💰 2. Your Accounting Stays Honest
This is the part that usually breaks in a homemade solution. A deposit is real cash landing in the register that day — it has to show up in your daily totals. Spending that credit later is not new cash coming in — it's already-collected money being used, and counting it twice would quietly inflate your numbers.
Übik keeps that distinction correct automatically: deposits count as cash in when they're taken, redemptions never get double-counted on your Register Close, cash-flow, or per-cashier reports, and a refund on a credit-paid visit reissues credit instead of pulling cash back out of the drawer.
📊 3. Full Visibility for Owners
Every deposit, every redemption, and every reissue is logged permanently — nothing is quietly overwritten or "spent down." The Customer Analytics dashboard rolls it all up: total deposited, total redeemed, and your clinic's total outstanding credit liability, so owners always know exactly how much they owe their clients in stored balances.
📈 A Real-World Example
A client drops their dog off for a week of boarding and leaves a $200 cash deposit at the front desk. Reception logs it in Übik in under ten seconds — no separate ledger, no sticky note.
Two weeks later, the same client brings their dog in for a grooming visit. The bill comes to $65. At checkout, the Store Credit tile is already there, showing the client's available balance. One click, and the visit is covered — no card, no cash, no back-and-forth. The client still has $135 left for next time.
If that grooming visit had needed a partial refund, the refunded amount would go straight back into the client's balance — not out of the register as cash the clinic never actually gave back in a way that matches how it came in.
🚀 Money You Can Actually Trust
Store Credit is built to stay invisible until it's needed — no clutter for the vast majority of clients who never use it, and no extra steps for the ones who do. What it gives you in return is real: deposits that are never lost track of, a register that always adds up, and a clear picture of exactly how much credit your clinic is holding for its clients.
Schedule a Free Demo or Send Us a Message
We'd love to show you how Übik can help your front desk handle deposits and prepayments without the spreadsheets.
📞 WhatsApp: 1-612-383-6374 🌐 Website: goubik.com 📧 Email: [email protected] 👉 Or send us a message on Facebook