Accounting for Prepaid services

[Clewy10]

I run a medical spa and we have clients that pay for botox by the unit. Sometimes they buy more than they use and "bank them" to their customer profile in square. I want to know the best way to account for when customers use their banked botox and how to record that transaction properly without inflating sales or inflating discounts.

[BSLprints]

Could you sell them gift cards instead of selling 'banked' units?

[Clewy10]

I would prefer to stay away from gift cards. Makes it difficult to pay employees who are paid commission and keeping track of how many units were actually used compared to how many were actually bought. 

[BSLprints]

as far as I know the best way to do it would be to put a note in the customers account with how many units they have pre-purchased and then update that note every time but it may be easier to just use a spreadsheet - unless you want to get into writing custom software that pulls data using the Square APIs... I, personally, can't think of a really 'good' way to do this. 😕 

[Clewy10]

Thanks for you help. Where could I find more information about writing code using square APIs?

[BSLprints]

Here is some info:

Developer APIs: Payments, Orders, Customers - Square (squareup.com)

What I would probably do, personally, (warning: rambely) is write an app that pulls all transaction data daily and updates a note on the customer's account, but how that note should be structured and how to make the data pre-purchased vs used service.. id imagine you may need to create a free item in your POS that is used when using pre-paid units that causes the custom app todecrement their account the number of prepaid units on file, and when the purchase new prepaid units, the custom app would increment it. And staff would just check the note on their account when ringing them up to see if they have prepaid units on file.

not an ideal solution but if you know how to write code that wouldn't be super difficult.