Sell prepaid sessions
Sell a pack of sessions, like 6 dog walks. Once it's paid, each visit or walk-in uses one, and the customer's page shows what's left.
- Who can do this
- The owner turns it on. Selling and correcting packs needs the Invoices permissions. Using a session needs Edit jobs & status.
Prepaid sessions are for work sold in bulk, like a pack of 6 walks from a dog walker. The customer pays for a pack once, and each time you do the job, one session is used.
Turn it on
Prepaid sessions are off until the account owner turns them on. Go to Settings › Advanced features and switch on Prepaid sessions. Until then, nothing about packs shows anywhere, and jobs bill as usual.
Good to know: Turning it off again hides every pack and jobs stop using sessions. Nothing is deleted: turn it back on and every pack and session is where you left it.
Set up a pack
- Step 1: Go to Settings › Services. Make sure the service a session covers already exists, like Dog walk at its single price.
- Step 2: Click Add service and name the pack, like 6 dog walks.
- Step 3: Switch on Sell as a prepaid pack.
- Step 4: Enter Sessions in the pack and pick what Each session is a. If the sessions should run out after a while, fill in Use within (days). Leave it blank for no limit.
- Step 5: Enter the Pack price and click Add service.
Good to know: Packs don't show in the quote builder, and a pack typed as an invoice line adds no sessions. Always sell packs from the customer's page.
Sell a pack
On the customer's page, find Prepaid sessions and click Sell a pack. Pick the pack, how many and the price. Then choose how they're paying:
- Send an invoice emails an invoice with a pay link. With no email on file, you get a link to text or hand over. The sessions show up once the invoice is paid in full, online or by a payment you record.
- Paid now records cash, a check or another payment on the spot. The sessions show up right away, and a receipt goes out if they have an email.
- No charge adds sessions without an invoice, for a free pack or sessions moved over from paper.
Good to know: A partly paid invoice doesn't add sessions. They're added the moment it's paid in full.
Use a session
- On a job: when you create a job for the customer, pick their sessions under Prepaid sessions. For a job that already exists, click Use them for this job on the job page. Each visit marked done then uses one session, and that visit is never billed.
- Completing a job marks its open visits done, and each one uses a session. A job with no visits uses one session when you complete it.
- By hand: for a walk-in, click Use one on the customer's page. Made a mistake? Click Undo.
The customer's page shows how many are left for each service, with every use under History. Reopening a done visit gives its session back. When several packs cover the same service, sessions come from the one with the soonest use-by date first.
When they run out
With no sessions left, a visit marked done is still done, but it isn't covered. If the job bills each visit, that visit is billed as usual. If not, the visit shows Not covered and the job offers Create invoice.
Tip: Sold them a new pack after the fact? Reopen the visit and mark it done again. It uses a session from the new pack.
Refunds and corrections
MakeHay doesn't move money back. Refund an online payment in your Stripe dashboard, or give back the cash or check yourself. Then open the pack's menu on the customer's page and click Cancel pack. The sessions left can't be used, and past uses stay in the history.
The same menu has Add or remove sessions and Change use-by date.
What your customer sees
Their client portal shows Your prepaid sessions: how many are left for each service, the use-by date if there is one, and the last few days they used one.