Billing Structure Overview

• Setup Fees
• Referral
• Monthly Billing
• Payment Methods
• Payments in GHL (Navigating the Payments section)

Setup Fees

This page covers Setup Fees at Crowned Credit — the one-time charge required before client onboarding begins, including fee structure, process flow, refund policy, and exceptions.

1. Objective

To ensure accurate, consistent, and timely collection of setup fees upon client enrollment, while maintaining clear coordination between Sales and Billing teams and preventing onboarding of unpaid accounts.

2. Scope

This SOP applies to all clients enrolling in any service package and covers the process of invoicing, collecting, verifying, and recording setup fee payments using GoHighLevel, including payments made via invoice, website purchase, Zelle, and Cash App.

3. Definition: Setup Fee

A one-time, non-recurring charge applied upon client enrollment. The setup fee is required before onboarding begins and covers initial account preparation and the first round of disputes.

4. Setup Fee Structure (Per Package)

5. Process Flow

1. Client Agreement: Client expresses intent to proceed with a selected package.
2. Invoice Creation / Payment Direction: Sales creates an invoice in GoHighLevel OR directs the client to the website: https://getcrownedcredit.com/pricing
3. Payment Collection:
   • A. Invoice Payment: Client pays invoice — system automatically tags client as Won.
   • B. Website / Zelle / Cash App Payment: Billing team verifies payment notification in Discord. Follow internal SOP: Marking Client Payments as Paid.
4. Onboarding Eligibility: Confirm setup fee is paid before proceeding to onboarding.

     Note: Onboarding ONLY begins after setup fee is paid. Unpaid clients remain in follow-up stage under Sales.

6. Refund Policy

     Note: Setup fee is refundable within 3 days of payment. The client must notify within the 3-day window as stipulated in the agreement.

7. Exceptions & Special Cases

• A. Partial Payment: We allow clients to proceed with onboarding once the first half is paid.
• B. Duplicate Payments: Notify Billing immediately. Do not process refund without approval.
• C. Payment Not Found: Request proof of payment from client. Check Truist Alerts in GoHighLevel Conversations.

Referral

This page covers the Referral Bonus Program at Crowned Credit — how to collect referrals, track bonuses, process payouts, and communicate with referring clients.

1. Objective

To encourage client referrals by providing incentives while ensuring proper tracking, verification, and processing of all referred leads.

2. Referral Bonus Structure

     Note: Bonuses are available to claim one month after the referral signs up.

3. Qualification Criteria

• Completed Payment: Referred person signs up and completes payment.
• New Lead: Referral is new — not an existing or past lead.
• Verified Referrer: Referring client is properly identified in the system.

4. Collecting Referral Info

Collect the following from the referring client: Full Name, Phone Number, and (Optional) Email.

5. Tagging & Documentation (Discord)

Post referrer name, referral name + phone to the "General" GC in Discord. Tag the appropriate closer or Sales Team.

6. Bonus Processing

1. Verify Eligibility: Confirm referral meets all qualification criteria.
2. Confirm Payout Method: Ask referring client for preferred method (Zelle, Cash App, or bill credit).
3. Process Payment: Send via Zelle / Cash App, or apply as bill credit. Note: bonus applied to bill is reflected in the following month. Zelle/Cash App allow 3–5 business days.
4. Notify Billing: Notify Billing Department (Khryzza) and leave a note in GHL / Closed List Tracker.

7. Communication to Referrer

8. Compliance

Ensure legitimate referrals only. Maintain full documentation of all referrals and payouts. All bonuses are subject to policy.

9. SMS Scripts (Billing Dept)

Monthly Billing

This page covers Monthly Billing Cycles at Crowned Credit — billing schedules, payment processing, follow-ups, and handling of failed payments using GHL, Discord, and internal trackers.

1. Objective

Ensure consistent, timely, and accurate processing of monthly client payments.

2. Scope

All clients on recurring service plans. Covers billing schedules, payment processing, follow-ups, handling of failed payments and exceptions using GHL, Discord, and internal trackers.

Quick Reference Summary

3. Invoice Creation

Invoices sent 3 days before the billing date. The first monthly billing date may be adjusted. Subsequent billing follows the fixed recurring date.

4. Recurring Billing

Clients billed monthly on their selected date. Autopay is the default method.

     Note: Auto-drafts process at 3:00 PM EST on the billing date.

     Warning: Split payments are only allowed within the same calendar month. No cross-month splits.

5. Failed Payment Handling

Billing team notified via Discord (Failed Payments Channel). Client logged in tracker.

6. Payment Extension

Handled on a case-by-case basis. All extensions must be documented in GHL.

Payment Methods

This page covers Payment Methods at Crowned Credit — accepted and restricted payment options, autopay setup, payment verification steps, and tracking protocols.

1. Objective

Define accepted payment methods and ensure proper handling, verification, and recording of all client payments.

2. Scope

All client payments including setup fees and monthly billing.

3. Accepted & Restricted Payment Methods

4. Autopay vs Manual

5. Payment Verification

1. Card Payments (GHL): Auto-recorded in GoHighLevel. Team notified automatically via Discord.
2. Zelle / Cash App: Verify via Discord notifications, client-provided proof, or Truist Alerts in GHL.
3. Mark Invoice Paid: Once confirmed, mark invoice as paid in GHL and update the internal tracker.

     Warning: Never mark a payment as paid without confirmation. Refer to: Marking Client Payments as Paid SOP.

6. Payment Issues

Request proof of payment from the client and cross-check all records before taking action.

7. Tracking

All payments tracked across: GHL, Discord (Payment Channels), and the Internal Tracker.

Payments in GHL (Navigating the Payments section)

This page covers navigating the Payments section in GoHighLevel (GHL) — including how to access invoices, review transactions, record payments, and follow best practices for accurate billing management.

1. Overview

The Payments section in GoHighLevel (GHL) provides visibility on:

• All transactions (successful and failed)
• Invoice status
• Payment method used
• Date and amount

Scope: All team members responsible for reviewing transactions, verifying payments, updating client payment statuses, following up on failed payments, and managing terminations and reactivations.

2. Accessing the Payments Section

Available Tabs:

• Invoices & Estimates
• Transactions
• All Documents & Contracts

3. Navigating the Payments Tabs

3.1 Invoices Tab

Navigate to Payments → Invoices & Estimates to view all client invoices.

Search: Use the Search bar → Enter client name or email → Select invoice.

Filter: Click Filters → Select status.

3.2 Invoice Actions

Click the three dots (⋮) beside any invoice to access available actions:

     WARNING: Void = Permanently cancels the invoice. This action cannot be undone. Use with extreme caution and only when absolutely necessary.

3.3 Recording Payments

Click Record Payment and choose your method:

3.4 Transactions Tab

Navigate to Payments → Transactions to verify payment activity:

• View successful and failed payments
• Identify payment status, amount, date, and last 4 digits of card
• Check when verifying if payment went through or why it failed

3.5 All Documents & Contracts Tab

Navigate to Payments → All Documents & Contracts to confirm signed agreements and review stored contracts.

4. Best Practices