Manage client wallets

A wallet holds prepaid credit for one client at your business. Each wallet has a money balance and an hour balance. Clients spend the money on bookings and desk sales, and trusted clients can go below zero and settle later by invoice.

#Open the wallets

Open Payments → Wallets in the sidebar. The page is titled Virtual wallet. The buttons at the top are Invoice settings and Adjust balance.

The Client balances table lists each wallet. A client's wallet shows here after their first top-up or balance change.

#Add or remove money or hours

1. Click Adjust balance at the top, or click a client's row. To go straight to hours, open the row's ⋯ menu and choose Adjust hour balance. A sheet opens.
2. Pick the Client: type a name, email, phone or member number and choose them from the matches. Clients without a Nola account show No account and can't be picked. Under the field you see their current money and hour balance.
3. Under What to change, pick Money or Hours.
4. Under Add or deduct, pick Add or Deduct.
5. Enter the Amount (EUR), or the Hours, for example 1.5 for an hour and a half.
6. Optional: add a Note (optional), such as "10-visit pack".
7. Check Balance after the change and click the button, for example Add €10.00.
8. Confirm in the dialog. It tells you when the money balance goes below zero.

The change is made in the currency of the client's wallet and stays in the wallet history. To undo it, make the opposite change.

You can't deduct more hours than the client has: the hour balance cannot go below zero. Nola does not deduct hours by itself, so adjust them here when a client uses time. Hour changes show under Recent hour adjustments.

To take a real cash or card payment and put it on the wallet, use Payments → Transactions and tick Credit this amount to the client's wallet. Then the money shows up in your register too. See Cash and POS.

#Credit from before a client signed up

When a client you added at the desk signs up and books with you, money they owe moves to their own wallet, but credit and hours already on their old wallet stay where they are. That old wallet keeps its own row under Client balances. Their client card shows it as Earlier wallet next to Wallet. If several desk cards were merged into the client, Earlier wallet adds up what they kept, with one line per currency.

• To use it up, adjust that row: removing money or hours takes it from the earlier wallet, and desk sales and fees charged to it use it first.
• To move it to the client's own wallet, remove the amount on the earlier wallet's row, then add the same amount. Anything you add on that row goes to the client's own wallet.
• A debt in another currency also stays on the earlier wallet, next to the invoice that bills it. Marking that invoice paid settles it.

#Imported balances waiting for a login

When you import wallet balances from your old system, a client without a Nola login can't hold the credit yet. Nola keeps the balance on their client card instead. Their client card shows it as Imported balance, member has no login yet, and this page lists it under Imported balances waiting for a login, with the note from the import.

When the client signs up with the email on their client card, verifies it and books with you, the balance goes to their wallet once, as Imported balance, held until sign-up. Merging their client card into the card linked to their account does the same.

To remove a held balance, click Remove next to it on the client card and confirm. Only staff with access to money can do this, and it is recorded in the audit log. Imported balances are not counted as new money: they don't appear under Transactions, in the day's totals or in the accounting export.

#How clients spend their wallet

• At checkout, with Wallet balance turned on in Payment methods.
• At the desk, with Take from wallet on Unpaid balances.
• On retail sales, with Charge wallet on Retail products.

A payment that needs more than the balance is refused, unless the client has Pay after use.

A wallet holds one currency. A payment in another currency, for example a booking priced before you changed your business's currency, can't be paid from it: Nola shows "The wallet is in EUR, not USD" (with the actual currencies). Take that payment another way.

#Let a client pay after use

Open the ⋯ menu on the client's row and choose Allow pay after use. Their wallet can then go negative, and Pay after use shows On. Stop pay after use in the same menu turns it off. The invoicing cycle bills the negative balance with the charges listed, and marking that invoice paid brings the wallet back up.

#Memberships paid from the wallet

When you sell a plan with Prepaid balance, the first charge and every later period's charge are taken from the client's cash wallet. If the balance is too low and the client does not have Pay after use, the charge fails and the membership becomes Past due. After the client tops up, click Try payment again on the member.

Plans sold with Account invoice are added to the wallet even if that takes it below zero, and the invoicing cycle bills them. A charge in another currency than the wallet stays unpaid instead, for you to settle at the desk. See Sell plans and manage members.

#Low-balance alerts and bonus tiers

Both live on Settings → Payment methods under Wallet top-ups.

• Low balance alert below: an amount, such as -10.00 to flag wallets under -10.00. Negative wallets are always flagged. The Wallets page shows how many wallets are at or below it.
• Self top-up bonus tiers: enter Min top-up (EUR) and Bonus %, then click Add tier. Tiers save immediately. When a client pays for a top-up online, Nola adds the best matching bonus. Money you add by hand or at the desk gets no bonus.

Clients can top up online only after you connect your own Montonio store, and the money goes there. Online top-ups are always in your business's currency, and only into a wallet in that currency. See Connect Montonio and Stebby.

#Related

• Send invoices
• Unpaid balances
• Gift cards
• Pay with wallet or pass