Gift Card Balance Report | Boulevard Support Center

We're excited to bring you an expanded reporting experience. If you don't see the reporting features described below, don't worry—this updated reporting experience will become available to your account over time.

Resource	Link
Gift Card Balance Report	https://dashboard.boulevard.io/reports/gift_card_balance

Overview

The Gift Card Balance report helps you see which clients still have unused gift card balances as of a specific date. It gives you a point-in-time snapshot of every gift card's remaining value by purchasing client, location, and card type.

Use this report to track your total outstanding gift card liability, monitor aging or low-balance cards that may need outreach, and analyze sales trends like gift card count and median purchase value. It's especially useful for resolving client questions about remaining balances and preparing for financial reconciliation or audit, since you can set the As of Date to match the period you need to review.

Note: This report shows a balance snapshot, not transaction history — it doesn't surface individual purchases, redemptions, or adjustments. It also includes both active and inactive cards by default, so filter by Is Active to see current liability only. See the Report Caveats section below for how blank-client and voucher-backed gift cards behave.

What this report is best used for

Understand when and why to use this report through common use cases, descriptions, and example questions it can help answer in your day-to-day operations.

Use cases	Description	Example questions this report helps answer
Track outstanding gift card liabilities	See total gift card value still unused as of a selected date to support accounting and financial reconciliation.	What is the total balance of unused gift cards as of today? How much liability is outstanding per location?
Monitor breakage and aging	Understand cards with long-standing balances or very small balances to inform marketing or operational outreach strategies.	Which gift cards haven’t been used for a long time? Which cards have minimal balances remaining?
Analyze gift card sales trends	Evaluate gift card count, median purchase value, and types of cards sold to understand purchase patterns.	What is the median value of gift cards sold? How many gift cards were purchased in a given timeframe? Which card types are most popular?
Investigate balance discrepancies	Compare as-of-date balance with gift card transactions to troubleshoot discrepancies or customer claims.	Why was this gift card balance as of a specific date? What is the balance on a specific gift card as of today?

Prerequisites

Before using this report, make sure the following are in place. These directly impact whether you can access the report and how accurate the data will be.

Permissions: You must have the appropriate Data & Reporting permissions enabled to see this report: Client Reporting > Client Redemptions & Balance
- If you don’t see the report, check your permissions first - see Reporting Permissions for more information.
Location and Access Scope: What you see in the report depends on your access:
- You’ll only see data for assigned locations
- Row-level access may further limit visible data
- If it looks like data is missing, verify your location assignments and access settings.
Required Setup: For the report to show meaningful data, you must be selling gift cards and have closed gift card orders.

Default report configuration

See how the report is structured when first opened. Learn what each field represents, how the data is organized, and which fields can be used to filter results.

Group By (default)

The default fields the report is grouped by when you first open it.

Field name	Definition	Example	Filter?
Purchasing Location	Name of the business location associated with the gift card sale.	Beverly Hills	Yes
Gift Card ID (hidden in table, shown in exports)	Unique identifier for a client-specific gift card instance.	6f66b616-6d25-4229-bccc-b3d011ab9b7b	Yes

Columns (default)

The default columns displayed when you first open the report.

Field name	Definition	Example	Filter?
Gift card code	The unique code assigned to the gift card.	GC000123	No
Purchasing client	The purchasing client’s full name.	Adam Fulton	Yes
Sold on	Date the gift card was created	2025-08-26	Yes
Gift card balance	Balance left on the gift card as of the choosen date	56	No

Customizable fields

Explore the fields you can adjust to tailor the report to your needs. Each field includes a definition, example, and whether it can be used in filtering.

Field name	Definition	Example	Filter?
Purchasing location	Name of the business location associated with the gift card sale.	Beverly Hills	Yes
Gift card ID	Unique identifier for a client-specific gift card instance.	6f66b616-6d25-4229-bccc-b3d011ab9b7b	Yes
Gift card code	The unique code assigned to the gift card.	GC000123	No
Purchasing client	The purchasing client’s full name.	Adam Fulton	Yes
Sold on	Date the gift card was created	2025-08-26	Yes
Gift card balance	Balance left on the gift card as of the choosen date	56	No
As of Date	The calendar date applied as a filter. All gift card balances and metrics reflect their values as of the selected date.	2025-08-26	Yes
Purchasing location group	The location group the business location is associated with the gift card sale, if applicable.	West Coast	Yes
Purchasing client ID	Unique identifier for the purchasing client in the system.	ec1cfc3b-576a-40a7-a7cc-a446db6977a5	No
Purchasing location external ID	Unique identifier for the business location from an external system, if applicable.	2c91d997-4184-4e06-a534-ac96a27dceff	No
Gift card type	The type of gift card sold (Cash or Voucher).	Cash	Yes
Purchasing location ID	Unique identifier for the business location associated with the gift card sale.	2c91d997-4184-4e06-a534-ac96a27dceff	No
Purchasing client external ID	Unique identifier for the purchasing client from an external system, if applicable.	188772666	No
Purchasing client email	The purchasing client’s primary email address.	email@email.com	No
Purchasing client mobile	The purchasing client’s mobile phone number.	18888888887	No
Primary location ID	The unique identifier of the primary location associated with the client.	ec1cfc3b-576a-40a7-a7cc-a446db6977a5	No
Primary location name	The name of the primary location associated with the client	Beverly Hills	Yes
Recipient name	Name of the recipient if the gift card was sent to someone other than the purchasing client.	Shameka	No
Recipient email	Email address of the recipient if the gift card was sent to someone other than the purchasing client.	email@email.com	No
Purchase source	Indicates the channel through which the gift card was purchased. One of: Online or In-Person	Dashboard	Yes
Is active	Flag indicating if the gift card is active (true = active)	True	Yes
Gift card count	Count of gift card instances included in the current grouping.	1	No
Median gift card value	Median of gift card balance values within the current grouping.	22.31	No
Purchasing location tags	Location tags associated with the business location, if available.	Charlotte	Yes
Client tag	Client tag associated with the purchasing client, if applicable.	New Client	Yes

Report Caveats

There are a few important caveats and limitations to be aware of when using this report. Use these details to better understand how the data behaves and how to interpret it correctly.

Caveats	Details and Impact
Gift cards sold without a client name will appear with a blank Purchasing client — always include Gift card ID in your view	If a gift card was sold without a client profile attached — such as a walk-in cash sale or an imported gift card without a client mapping — the Purchasing client field will be blank. Multiple blank-client rows will be grouped together and can make the report appear to have fewer records than expected. Always add Gift card ID as a column when auditing individual cards to ensure each row is uniquely identifiable.
Gift card balance reflects the state as of the selected "As of Date" — it is not a transaction history	This report shows a point-in-time balance snapshot for each gift card as of the selected date. It does not show a history of transactions — purchases, partial redemptions, or adjustments are not surfaced as individual rows. To see transaction-level gift card activity, use the Gift Card Sales report combined with the Gift Card Redemptions report.
The balance shown is always tied to the purchasing client — not the recipient	Gift card balances remain associated with the purchasing client's profile, even if the gift card was sent to a recipient and partially or fully redeemed by them. The Recipient name and Recipient email fields identify who the card was sent to, but the gift card balance is not transferred to the recipient's profile automatically.
Gift cards sold without a client name will appear with a blank Purchasing client — always include Gift card ID in your view	If a gift card was sold without a client profile attached — such as a walk-in cash sale or an imported gift card without a client mapping — the Purchasing client field will be blank. Multiple blank-client rows will be grouped together and can make the report appear to have fewer records than expected. Always add Gift card ID as a column when auditing individual cards to ensure each row is uniquely identifiable.
Voucher-type gift cards cannot be reconciled against the Outstanding Voucher Liability report	Some businesses use voucher-backed gift cards — gift cards loaded with service vouchers rather than a cash balance. Balance associated with these gift cards cannot be tracked on this report.
This report includes both active and inactive gift cards — filter by Is Active to limit to active cards only	All gift card records are included by default regardless of whether the card is currently active. Gift cards that have been disabled or have a zero balance may still appear as rows. Use the Is Active filter to restrict results to currently active gift cards when assessing live outstanding liability.

Use Case Example Configurations

Learn how to set up the report for specific scenarios with practical examples. Follow along to create views that answer common questions and support your workflows.

Use case	Description	How to configure the report
Track outstanding gift card liabilities	See total gift card value still unused as of a selected date to support accounting and financial reconciliation.	Filters: As of Date = the date you want the liability snapshot for (default: Today); filter by Purchasing location or Purchasing location tags to scope to specific locations as required.
Monitor breakage and aging	Understand cards with long-standing balances or very small balances to inform marketing or operational outreach strategies.	Filters: As of Date = today; sort by Sold on ascending to surface oldest cards first, or sort by Gift card balance ascending to find lowest remaining balances;
Analyze gift card sales trends	Evaluate gift card count, median purchase value, and types of cards sold to understand purchase patterns.	Group by: Purchasing location, Sold on. Columns: Gift card count, Median gift card value, Gift card type. Filters: As of Date = today; filter by Sold on date range for the period you want to analyze;
Investigate balance discrepancies	Compare as-of-date balance with gift card transactions to troubleshoot discrepancies or customer claims.	Filters: As of Date = the date the client is disputing; filter by Purchasing client to narrow results -- if no client name is associated, use Gift card ID in Columns to locate the specific card.