Cashback

Cashback is Xtarly's fourth program type, alongside points, stamps and tiers: your customers get a percentage of every purchase as cashback balance for their next purchase at your business, and use it at checkout as a discount, in full or in part. The balance is only valid at your business: the customer has to come back to use it.

How it works

• It accrues on what was paid. The percentage is calculated on what the customer paid, after discounts and any balance they used on that purchase. At 3%, a $100 purchase leaves $3 of balance.
• It's used at checkout. Once the customer reaches the minimum you set (or from their first purchase, if there's no minimum), the cashier applies the balance as a discount on their next purchase. They can use all of it or just part.
• The balance is the reward. A cashback program has no rewards catalog: the rewards section isn't offered. Coupons and memberships keep working as usual.
• It's separate from points and stamps. The cashback balance is stored on its own, so switching program type doesn't force you to reset anything (see If you switch program type).

Setting it up

The dashboard warns you when the percentage looks off: under 1% hardly any customer notices it, and over 10% is worth checking against your margin before saving.

At the register

The balance is applied at Xtarly's register: the web cashier panel and the Xtarly Cashier app.

Earning. When the cashier scans the customer, they see their Cashback balance and record the purchase with the amount paid: what the customer paid, after discounts and any balance used. The balance is credited on confirm. Step by step in Earn.

Using the balance. The cashier taps Use balance, enters the purchase total before the balance, and Xtarly suggests how much to use: the lower of the customer's balance and the total. The cashier can lower that amount, never raise it. Once applied they see Applied, Remaining balance and Charge: what's left to charge the customer. Step by step in Redeem.

• If the customer hasn't reached the minimum yet, the register tells you how much more they need.
• If the same balance use is sent twice (for example, on a bad connection), it's applied only once.
• The balance is not redeemable for cash, not even when a purchase where it was used is returned: the customer only gets back what they paid.

What your customer sees

• Their wallet card shows the balance in pesos wherever you choose, just like points (Wallet design). The back of the card (in Spanish) carries Cómo funciona (how it works: “Recibes 3 % de lo que pagas como saldo. Úsalo en caja desde $100.00.”) and Condiciones del cashback (the program terms).
• The apps (Xtarly Rewards and your branded app) and the My card portal show their cashback balance and how much more they need to use it, or “You can now use your balance at checkout”. In the apps, the history separates cashback earned from balance used.
• The legend “Only valid at this business · Not redeemable for cash” (in Spanish: «Solo válido en este negocio · No se cambia por efectivo») goes with the balance in the apps and in My card, and on the wallet card it's under Cómo funciona, on the back.

Program terms

Xtarly builds the terms paragraph your customer sees on the back of the card and in My card by itself, from your name, your percentage and your minimum. For example, for a business with 3% and a $100 minimum, the English version reads:

Café Luna cashback: you get 3% of what you pay on every purchase as balance on this card. You can use it at checkout from $100.00, in full or in part, to pay less on purchases at Café Luna. The balance is only valid at Café Luna, is not redeemable for cash and cannot be transferred to anyone else. It currently has no expiration date. If Café Luna switches to another program, you can keep using your balance until it runs out; if it stops accepting it, it will let you know in advance through this channel. Questions: contact Café Luna directly.

With no minimum, “from $100.00” becomes “on your next purchase”. The general rules for the balance are in the Terms and Conditions (§3.5 for your customers and §15 for you, as the business).

If you switch program type

If you move from cashback to points, stamps or tiers, your customers keep their cashback balance and can still use it at checkout, with no minimum, until it runs out; it just stops accruing. Before you confirm, the dashboard tells you how many customers have a cashback balance and how much it adds up to.

Meanwhile, the register, the apps, the wallet card and My card show that balance as cashback balance from a previous program, usable until it runs out.

Points and stamps work differently: they're kept, but can only be used while the program is of their type.

If you switch back to cashback, your customers keep using the balance they already had, start accruing again, and the minimum balance applies again.

Your numbers

• Balance to be used — on the dashboard home: the cashback balance your customers can use at checkout. It's what you've committed to them. Balance from a previous cashback program is added separately.
• Cashback earned vs used — the chart for the period.
• Transactions — every purchase with cashback and every balance use is recorded with its amount.
• Email summary — the daily and weekly summary includes cashback granted, balance used and balance to be used.

More in Analytics.

With your AI assistant

If you connected Claude or ChatGPT, you can ask it “switch me to 4% cashback with a $150 minimum”: the assistant talks in pesos and percentages, shows you the preview with how many customers have balances and, when the type changes, asks you to accept that impact before applying it. It also tells you, in pesos, how much cashback your customers earned in the period, how much balance they used at checkout and how much they still have to use. Cashback has no rewards, so it doesn't offer them.

For your accountant

Xtarly doesn't issue your invoices. This is the note you can share with your accountant in Mexico (in Spanish, as it applies to Mexican invoices, CFDI):

Para tu contador: el saldo de cashback que usa tu cliente se registra como descuento en la venta, no como forma de pago (en XtarlyPOS sale como la línea «Cashback aplicado»; si cobras en otro sistema, captura ahí el mismo descuento). En tu factura (CFDI) ese monto va como descuento y la forma de pago es la de lo que el cliente pagó (efectivo, tarjeta, transferencia); no uses «06 Dinero electrónico». Xtarly no timbra tus facturas: confirma este tratamiento con tu contador, sobre todo si prefieres llevar el saldo como pasivo.