Eight practical differences to consider for your own workflow.
| Feature | VoucherGrid | Manual tracking | Why it matters |
|---|---|---|---|
| System of record | Voucher history and balances in one shared system. | A numbered register, diary or receipt file maintained by your team. | Either needs one agreed record and a clear correction process. |
| Expiry checks | Checks the configured expiry rules when creating vouchers. | Staff check the applicable rules before writing the expiry date. | Most purchased gift cards need at least three years; exceptions apply. |
| GST records | Saved voucher type, registration and supply classification inform GST reporting. | Staff record the classification and give supporting records to the accountant. | Tax timing depends on the voucher and supply, not the tracking medium. |
| Outstanding balances | Balances update as recorded voucher events occur. | Total the register and reconcile sales, redemptions and adjustments. | Keep enough detail to explain the outstanding amount. |
| Partial redemptions | Records each redemption and the remaining balance on the voucher. | Record the date, amount and remaining balance on every use. | A repeatable process helps prevent missed or duplicated entries. |
| History and handover | Recorded events retain timestamps and available actor context. | Dated entries and correction notes preserve the history if staff follow the process. | The next staff member needs to understand what happened. |
| Accounting | Accounting reports and Xero or QuickBooks sync are not available. Voucher details and Redemption activity remain available for your accountant. | Your accountant can prepare journals from a complete register. | Both approaches require reconciliation with the general ledger. |
| Online sales | A hosted storefront on Premium and Professional, subject to Stripe readiness. | Phone or online orders can be recorded manually; payment and delivery need separate arrangements. | An integrated workflow reduces the handoffs after a sale. |
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VoucherGrid vs manual tracking
This comparison is about handwritten registers, diaries and receipt files. A spreadsheet is a different option, with formulas, validation and collaboration tools; compare spreadsheets separately.
Choosing software does not by itself establish compliance, and using paper does not by itself make a business non-compliant. Keep records that support the treatment appropriate to your vouchers.
Expiry
Most gift cards purchased from 1 November 2019 must be valid for at least three years. Exceptions apply. VoucherGrid provides expiry checks; a manual process needs an equivalent review. See the ACCC gift card guidance.
GST
Face value and non-face value vouchers can have different GST timing. Registration status and the tax treatment of the supply also matter. Record those facts whichever system you use, with advice for your circumstances. See the ATO voucher ruling.
A complete register helps your accountant review the outstanding balance. VoucherGrid updates each voucher balance from recorded events. Accounting liability reports are currently unavailable. The figures below illustrate records to review; they are not available accounting outputs, customer results or a revenue forecast.
Example outstanding
$ 47,820.50
Across 312 active vouchers
Ageing > 18 months
$ 6,140.00
Older balance for review
Expired this quarter
$ 1,275.00
Example expired balance
You may be well served by a manual register when the process is manageable and consistently followed. There is no universal voucher count at which software becomes necessary.
Consider software when handovers, remote access, online fulfilment or reconciliation take more effort than the process can reliably support. Compare that effort with the subscription cost and your actual needs.
Keep comparing: vs spreadsheets
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