Gift Cards let your practice sell branded, prepaid credit that patients can buy for themselves, gift to someone else, or receive from you as a loyalty reward or service recovery gesture. Everything lives inside Payments → Gift Cards in the left-hand menu of Aesthetix CRM, and every card issued (sold or sent) is tracked in one place: Gift Card Orders.
Whether a patient is buying a gift for a friend or you are rewarding a loyal client with complimentary credit, Gift Cards make the transaction more personal. Cards can be sold through a dedicated checkout, embedded on your website, shared through a QR code, or sent directly to a contact with a custom message. Every card issued is automatically tracked with clear visibility into balance, status, and redemption.
With Gift Cards you can:
Create Gift Card Products with your practice's branding, denominations, expiry dates, and terms.
Sell Gift Cards from a dedicated checkout, embedded on your site, or via QR code.
Send Gift Cards directly to patients without collecting payment (great for promotions or service recovery).
Track every issued card from the Gift Card Orders page, with status, balance, and full details.
Let patients redeem Gift Cards seamlessly at supported checkouts, with automatic balance display and fallback payment collection when needed.
Flexible selling options: dedicated checkout, embed, QR code, or add to an existing checkout.
Scheduled delivery: choose immediate delivery or schedule for a future date.
Operational visibility: track order status, code, amount, and status under Gift Card Orders.
Brand consistency: use a gradient or upload your own artwork so cards match your practice's brand.
Gifting built in: "Myself or Someone Else" flows make it simple for patients to buy for others, with scheduled delivery.
Frictionless redemption: recipients redeem on any supported checkout using their code or link.
Access to Payments → Gift Cards in your account.
At least one Gift Card Product created.
Active checkouts (Forms, Funnels, Payment Links, Invoices, Store, Calendars, etc.) to support redemption.
(Optional) Artwork and terms and conditions for your Gift Card branding.
Step 1: Navigate to Gift Cards. In the left menu, click Payments. Then in the top ribbon, click Gift Cards to open the Gift Cards dashboard.
Step 2: Create Gift Card. Click the blue + Create Gift Card button. For a first-time user, only the option to create a card is visible. Orders, Sell/Send options, and other details appear once your first gift card product is created.
Step 3: Add details. Fill in the basic information, including (but not limited to):
Name and description
Terms and conditions
Expiry date for the Gift Card Product (applies to every Gift Card Order for this product)
URL to redemption instructions
Step 4: Customize the card. Choose how the card looks so it matches your practice's brand. You have two options:
Create a gradient: pick brand-aligned colors and a gradient style/direction.
Upload custom artwork: upload a high-resolution image (PNG or JPG) that matches your branding.
Step 5: Set values, tax, and category.
Add one or more denominations (for example, $25, $50, $100).
Set quantity (inventory).
Optionally enable automatic taxes.
Optionally assign a category to help filter and report on promotions.
Inventory can't be set separately per denomination today. Once you define a quantity, it applies to each denomination individually. For example, a quantity of 100 with 2 denominations issues 100 of each, for 200 total gift cards.
Step 6: Review and save. Review the summary and preview. When everything looks right, click Create Gift Card to finish.
You can edit, archive, or deactivate a Gift Card Product at any time.
Edit: update the denomination, quantity, terms, expiry, category, or tax behavior. Updates apply to future issuances only.
Delete: archive gift card products you no longer use.
Deactivate: disables the Sell and Send actions, and the dedicated checkout link (or the Store listing, if the card was added there) stops working immediately. On any other checkout where the gift card was added as a product, it continues to sell unless you remove it manually.
Activate: re-enables sales and sending for the product. If you removed it from any checkouts, add it back where needed.
You can sell a gift card through its own dedicated checkout, or by adding it to a selling workflow you already use (Funnels, Forms, Store, Websites, Payment Links, Invoices, and Calendars). This lets you sell gift cards wherever patients already buy from you.
When a patient completes a purchase, Aesthetix CRM creates a Gift Card Order and delivers the card based on the delivery option chosen at checkout (immediate or scheduled).
For details on setting up checkouts, payment providers, product catalog, taxes, and coupons, see the Payments collection. To connect an external store like Shopify or WooCommerce, see Integrations.
Step 1: Navigate to Gift Cards. In the left menu, click Payments, then click Gift Cards in the top ribbon.
Step 2: Choose a gift card. Locate the card you want a dedicated checkout link for. On the Gift Card tile, click Sell.
Step 3: Share the dedicated checkout. There are two ways to share it:
Copy the checkout link: click the Copy icon to copy the live-mode checkout link to your clipboard, then share it with patients so they can purchase the gift card.
Copy the embed code: click Copy to grab the embed code, then use it to embed the dedicated gift card checkout directly on your website.
This is the flow patients go through when buying a gift card from the dedicated checkout.
Step 1: Select a denomination. The buyer picks one of the available values (for example, $10, $25, $50, $100).
Step 2: Select who the gift card is for. The buyer chooses Myself or Someone Else.
If the gift is for someone else, the checkout collects the recipient's name and email, plus the sender's name and email.
If the gift is for the buyer, the checkout collects the buyer's own name and email.
Step 3: Add a delivery date. The buyer chooses Deliver Now (immediate) or schedules delivery for a future date (and time, if shown), and can add an optional message for the recipient. Live-mode gift cards are only redeemable on live checkouts, and test-mode gift cards only on test checkouts; the two never cross over.
Step 4: Complete payment and confirmation. The buyer selects a payment method and clicks Pay. Once payment is confirmed, the buyer can download the gift card from that screen. If the purchase was for someone else, the recipient receives the card by email at the chosen time (immediate or scheduled).
Taking payment for gift cards? AX Pay, Aesthetix CRM's own built-in payment provider, offers better rates than Stripe and works directly with your existing checkouts. See the AX Pay help article for setup details.
Sending Gift Cards lets your practice issue a card directly to any patient without requiring a purchase or payment. This creates a one-time, prepaid credit and delivers it to a chosen recipient by email, SMS, PDF, or QR code, with no purchase required from the contact. It's ideal for make-goods, loyalty gestures, VIP perks, and internal testing.
Redemption happens on any supported checkout that accepts gift cards. The Send flow currently works exclusively in live mode, so only real, fully functional gift cards are ever delivered this way.
Step 1: Navigate to Gift Cards. In the left menu, click Payments, then click Gift Cards.
Step 2: Choose a gift card. On the card you want to send, click Send to enter the Send flow.
Step 3: Choose a contact. Select an existing contact from your list, or add a new contact, then click Continue. Add a personalized message (you can use the "Write with AI" feature to draft it), then click Continue again.
Step 4: Select denomination and delivery method. Choose one of the preset denominations configured for the product, then select a delivery method: Email, SMS, QR via Email, or PDF via Email. You can optionally schedule the send date. Only delivery methods supported by the contact's available information (email or phone on file) will be enabled.
Step 5: Review and send. Before confirming, review the automatically generated email or SMS preview, which includes the gift card amount, custom message, expiry date, redemption instructions, and artwork. Then click Send Gift Card.
A free gift card is issued to the contact, ideal for loyalty gestures, refunds, or special campaigns. It appears in Gift Card Orders, but not on the general Payments → Orders page, since no payment occurred.
Every issued gift card, whether sold or sent, is listed under Payments → Gift Cards → Gift Card Orders. This page lists every card with its status, balance, filters, and contact details. Any card row is clickable and opens a detailed order page.
The generic Payments → Orders page only shows paid orders. Gift cards sent directly without payment do not appear there, so use Gift Card Orders as your central hub for every card issued or purchased.
The Gift Card Dashboard gives you a quick snapshot of overall gift card performance for a selected time period, including:
Total Gift Cards Issued (sold plus sent)
Total Value of Gift Cards Issued
Average Gift Card Order Value
Number of Unique Customers who purchased or received gift cards
Top Denominations issued, including the most popular denomination and a top-5 chart
These insights help you understand patient behavior, track gift card adoption, and plan promotions or inventory.
The order details page is the single source of truth for a given gift card. For each order you can view:
Purchaser info
Recipient info
Denomination
Expiry date (matches the gift card product's expiry)
Remaining balance
Status (Scheduled, Active, Inactive)
Hidden gift card number (visible inside the order details page)
Delivery method and delivery schedule
Transaction reference (for paid cards)
The patient goes to any supported checkout (Forms, Funnels, Payment Links, Invoices, Store, Calendars, Services V2, and only during appointment booking on Calendars).
They enter their Gift Card Code in the Gift Card field.
The gift card is applied and the checkout displays:
Gift card applied: the amount used from the gift card
Remaining gift card balance: the amount left on the card after redemption
Amount left to pay: any remainder not covered by the gift card (only shown if additional payment is required)
Gift cards are not yet supported on Memberships, Donation Forms, or Rentals, and will not be supported on Services V1 going forward.
Gift card redemption is fully supported with Stripe, NMI, Authorize.Net, and Square. Support is more limited with PayPal, Adyen, and custom payment providers: with those, a gift card can be redeemed only if its balance fully covers the order or invoice total and the order doesn't include a recurring or subscription product. If the gift card can't cover the full total, or the order includes a recurring product, the patient can't redeem it for that purchase.
For the smoothest gift card experience with no redemption restrictions, connect AX Pay, Aesthetix CRM's own payment provider, which offers better rates than Stripe and full redemption support. See the AX Pay help article to get started.
If the balance is greater than or equal to the order total for one-time products, no extra payment is needed.
If the balance is less than the order total, or the order includes a subscription, the checkout captures an additional payment method for the remainder.
Transaction details show a separate line item for "Gift Card Balance Used."
What's the difference between Gift Card Orders and the regular Orders page? Gift Card Orders, inside Payments → Gift Cards, tracks every card issued or purchased, whether or not payment was collected. The generic Orders page only records paid transactions.
Which payment providers can patients redeem gift cards on? Redemption is fully supported with Stripe, NMI, Authorize.Net, and Square. Support is limited with PayPal, Adyen, and custom payment providers: a gift card can only be redeemed there if its balance fully covers the total and the order doesn't include a recurring product. AX Pay offers full redemption support with no such restrictions.
Can I set a different expiry date per order? Not yet. Every Gift Card Order for a product shares that product's expiry date. Order-level expiry is planned for a future release.
How does inventory work with multiple denominations? Inventory applies per denomination, not per product. Three denominations with an inventory of 50 each issue 150 total cards.
Can I restrict where a gift card is redeemable? Not in detail today. Gift cards are redeemable on all checkouts except when a patient is trying to buy another gift card. Product-level and variant-level restrictions are planned for a future release.
Can patients check their balance without starting a checkout? Not yet. For now, entering the card number at any supported checkout displays the balance. A dedicated balance-check link is planned.
Can a patient use one gift card to buy another gift card? Not currently. You can't add a gift card product to a checkout and pay for it by redeeming a different gift card. An option to allow or block this is planned.
When does the redemption option appear on checkouts? The redemption option becomes available once at least one gift card order has been placed for that product, regardless of order status. There is currently no way to turn off gift card redemption account-wide, though that control is planned.
Which checkouts support gift card redemption? Forms (Sell Product), Funnels, Payment Links, Invoices, Store, Calendars, and Services V2. Gift cards are not yet supported on Memberships, Donation Forms, or Rentals, and will not be supported on Services V1 going forward.
