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Employee wearing Activepieces swag

Store credits instead of coupons and expense reports

Store credit is a prepaid swag allowance in each employee’s own wallet. They pick what they want, and it applies at checkout. No coupon codes to juggle, no receipts for finance to chase, and no guessing who wants a hoodie and who wants a backpack.

Fund it by card and hand it out in one batch. On the Enterprise plan, a monthly budget refills everyone on the 1st.

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How store credit works, from funding to checkout

You fund a pool, move credit from it into each person’s wallet, and they spend it on what they choose.

  1. Fund the pool

    Top up your Wallet with a company card through Stripe. Credit lands as soon as the payment confirms, and every top-up comes with an invoice for finance. Prefer to pay by invoice? Your Jaapi contact sends one and books the credit into your wallet.

    An admin wallet holding $5,000 after a card top-up, with the Stripe invoice that came with it

  2. Hand it out in one batch

    The People page is one table with a credit balance per person. Type new balances, invite new hires, and queue as many changes as you like. Nothing moves until you review the batch and submit it, and then it all goes through together.

    Watch it in the credit distribution video.

    One batch moves $188 from a $5,000 admin wallet to four people, one of them a new hire

  3. Employees pick and pay

    At checkout the “Use store credit” box is already ticked. Credit covers the items, shipping and tax. If the hoodie costs more than the balance, the employee pays the rest by card. Nobody needs a manager to approve an exception.

    Checkout on a phone: a $71.28 hoodie order, $50 paid with store credit and $21.28 by card

What teams use store credit for

Each one says how it runs, so you can see what is automatic and what is a two-minute job.

Read the Cloudbeds case study, or see how local production keeps orders inside each country.

Automate store credit with budgets and your HR tools

Most credit follows the calendar or the org chart. Monthly budgets handle the calendar. Your identity provider or HR system handles the org chart, so nobody spends the 1st of the month updating balances.

An allowance that refills instead of piling up

Give each person a monthly budget, say $40. In the first hour of the 1st (UTC), everyone below it is topped back up to the target. The money comes from the admin wallet you name as funder.

The Budget page forecasts each run per funder: who is below target, the estimated top-up and any shortfall. If a funder runs short, the run retries hourly and we hear about it.

Priya’s balance Monthly budget $40
Priya’s balance from March to May with a $40 monthly budget Budget $40 Mar 1 Apr 1 May 1 1 2 3 4
  1. Mar 9: a $38 hoodie leaves her with $2.
  2. Apr 1: topped back up to $40, so the budget adds $38.
  3. Apr 16: a teammate gifts her $25.
  4. May 1: she’s above $40, so nothing is added.

One employee, start to finish

Connect Okta, Microsoft Entra ID or Rippling through SCIM, or have Workday, BambooHR, HiBob, Personio or Deel send us a daily list of active employees. We configure the columns and rules with you during onboarding. After that, most of a person’s credit runs itself.

  1. Day one

    Welcome credit

    When Okta, Microsoft Entra ID or Rippling creates someone through SCIM, they can start with a one-time welcome credit. A rehire doesn’t collect it twice.

    Automatic

  2. Every 1st

    Budget refill

    Everyone below their monthly budget is topped back up to it, paid from the admin wallet you name as funder.

    Automatic

  3. Any day

    A thank-you

    A teammate or manager sends credit from their own wallet with a short message.

    By hand

  4. 60 quiet days

    A nudge

    People holding $50 or more who haven’t signed in or touched their wallet can get an email with a sign-in link.

    Automatic

  5. Last day

    Credit comes back

    Deactivating them in your identity provider removes them from the store and returns their unspent credit to an admin.

    Automatic

For your IT team

Offboarding is the SCIM call your identity provider already makes. Setting active to false removes the person from the store and sends their unspent credit back to an admin. No ticket, no spreadsheet. If they return, we can switch on restoring their old balance.

Monthly budgets and the identity and HR automation on this page are part of the Enterprise plan. Setup guides for each tool are on our integrations page.

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SCIM request that deactivates a user and returns their credit
PATCH /api/scim/v2/Users/{id}
Host: swag.northwind.com
Authorization: Bearer <token>
Content-Type: application/scim+json

{
  "schemas": [
    "urn:ietf:params:scim:api:messages:2.0:PatchOp"
  ],
  "Operations": [
    {
      "op": "replace",
      "path": "active",
      "value": false
    }
  ]
}

Prepaid store credit with an audit trail

Finance tends to ask three things. Where does the money sit, who moved it, and what happens when someone leaves?

  • Prepaid, with an invoice

    Every card top-up comes with a Stripe invoice. Funding the pool is one expense line instead of forty receipts.

  • Moved, never minted

    Credit only moves between wallets. Every cent an admin hands out leaves their own wallet, and a batch that would overdraw them is blocked until they top up.

  • Every movement on the record

    Top-ups, grants, orders and reclaims each write an audit entry in the same transaction. Mistakes get a correcting entry, never an edit. Admins see three months of it on the Activity page, and balances and wallet histories export to CSV.

  • Leavers give it back

    Remove someone and their unspent credit returns to an admin wallet in the same step. If there is nowhere to return it, the offboarding stops instead of losing the money.

An admin wallet history: a $5,000 top-up, a $188 batch, $62 returned by a leaver and a $50 correction, ending at $4,924

Store credit vs coupon codes and expense claims

Both get swag to people. Here is where each one starts costing you time.

Question Jaapi store credit Coupon codes Expense claims
Who pays first Nobody. A card covers only what’s over the balance Nobody The employee, until reimbursed
Paperwork for finance One invoice per top-up Matching codes to orders A receipt and an approval per claim
Different amounts per person Each wallet has its own balance A separate code for each amount A policy, checked claim by claim
When someone leaves Unspent credit returns to an admin The code works until you cancel it Nothing to recover

Sending swag to someone without an account, like a candidate or a customer? That is what gift links are for.

FAQs

What is employee swag store credit? +

Employee swag store credit is money in each employee’s own wallet on your company swag store. Admins move it there from a funded pool, and employees spend it on the items they choose. There is no coupon code to share and no expense claim to file.

How do employees spend store credit at checkout? +

Store credit is applied automatically: the “Use store credit” box is ticked whenever the employee has a balance. Credit covers items, shipping and tax. If the order costs more than the balance, the employee pays the rest by card.

How do we fund store credit? +

Admins top up their Wallet by card in a few clicks, from as little as $0.50, and credit lands as soon as the payment confirms. Every card top-up comes with a Stripe invoice for your finance team. To pay a larger amount by invoice, ask your Jaapi contact.

Can store credit be automated? +

Store credit can run on monthly budgets, which top each person back up to a set amount on the 1st of every month. New hires can get a one-time welcome credit when your identity provider or HR system creates their account. Both are part of the Enterprise plan, and Jaapi switches them on with you. On every plan, removing someone returns their unspent credit automatically.

Can different people get different amounts? +

Store credit and monthly budgets are set per person, so the sales team can have $25 a month and field staff $50. Tags such as “sales” or “berlin” filter the People table to a group before you change balances. There are no separate department wallets. For a hard spending cap, Jaapi can set up a company budget account that pays only with credit.

What happens to store credit when an employee leaves? +

When someone is offboarded, on the People page or through your identity provider or HR system, their unspent credit returns to an admin wallet automatically. The amount is recorded in the audit trail. If the person is rehired, their old balance can be restored.

Does store credit expire? +

Jaapi store credit doesn’t expire. It stays in the employee’s wallet until it’s spent, or until it returns to an admin wallet when they leave.

When should I use store credit and when a gift link? +

Store credit is for people with an account on your store, who choose freely from everything in it. Gift links work for anyone, including customers and candidates, and offer a short list you pick. A gift link is paid only when someone claims it, and unclaimed links expire after six months.

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