Billing Structure Overview 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) Service Upfront Monthly Essential Membership (Solo) $150 +tax $99 +tax Essential Membership (Couple) $250 +tax $175 +tax (Individual: $87.50 +tax) Essential Membership (Family of 3) $350 +tax $262 +tax Accelerated Membership (Solo) $249 +tax $199 +tax Accelerated Membership (Couple) $400 +tax $350 +tax Momentum Membership (One-Time) $1,095 — 5. Process Flow Client Agreement: Client expresses intent to proceed with a selected package. Invoice Creation / Payment Direction: Sales creates an invoice in GoHighLevel OR directs the client to the website: https://getcrownedcredit.com/pricing 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 . 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 Plan Type Bonus Amount Payout Methods Essential / Accelerated clients $50 per successful sign-up Zelle, Cash App, or bill credit (active clients only) Momentum Plan clients $75 per successful referral Zelle or Cash App Inactive clients $50 per successful sign-up Zelle or Cash App 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 . 📩 Referral Collection Script "Hi {{contact.first_name}}. Thank you for referring someone to us! May I please get their full name and best contact number so we can reach out and assist them?" 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 Verify Eligibility: Confirm referral meets all qualification criteria. Confirm Payout Method: Ask referring client for preferred method (Zelle, Cash App, or bill credit). 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 . Notify Billing: Notify Billing Department (Khryzza) and leave a note in GHL / Closed List Tracker . 7. Communication to Referrer 📩 Essential/Accelerated — Bonus Approved "Thank you for your referral {{contact.first_name}}! Your $50 bonus has been approved. Please let us know if you'd like to receive it via Zelle, Cash App, or as a credit toward your next bill." 📩 Momentum/Inactive — Bonus Approved "Thank you for your referral {{contact.first_name}}! Your $50 bonus has been approved. Please let us know if you'd like to receive it via Zelle or Cash App?" 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) 📩 Active Client (Essential/Accelerated) — Option A "Hi {{contact.first_name}}, Thank you for sending your referral! We truly appreciate your support. We're happy to confirm that we have successfully received the individual you referred. As a thank you, you will be receiving a $50 referral bonus. Please let us know how you would like to receive it via Zelle or Cash App and send your preferred payment details through this message. Alternatively, we can apply the $50 as a credit toward your next month's bill. Once we receive your details, we'll process the referral bonus promptly. Thank you again for trusting and supporting Crowned Credit. Keep those referrals coming! Best regards, Crowned Credit Team" 📩 Active Client — Option B (Applied to Bill) "Hi {{contact.first_name}}, good day! Thank you so much for sending in referrals! We're happy to confirm that we've received the following referral(s): [Referral Name(s)]. As a result, $50 will be deducted from your [Month] bill! We truly appreciate your support, keep those referrals coming! Thank you again, Crowned Credit Team" 📩 Momentum/Inactive Client "Hi {{contact.first_name}}, Thank you for sending your referral! ...receiving a $50 referral bonus. Please let us know how you would like to receive it via Zelle or Cash App... Best regards, Crowned Credit Team" 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 Section Key Detail Invoice Creation Sent 3 days before billing date Recurring Billing Monthly on selected date, autopay by default, auto-drafts at 3:00 PM EST Split Payments Allowed only within the same calendar month Failed Payments Notified via Discord (Failed Payments Channel), logged in tracker Payment Extensions Case-by-case, documented in GHL 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. See also: Invoice Creation SOP for full step-by-step instructions. 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. See also: Recurring Billing SOP for full step-by-step instructions. 5. Failed Payment Handling Billing team notified via Discord (Failed Payments Channel) . Client logged in tracker. See also: Failed Payment Handling SOP for full step-by-step instructions. 6. Payment Extension Handled on a case-by-case basis. All extensions must be documented in GHL . See also: Payment Extension SOP for full step-by-step instructions. 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 Method Status Notes Card ✅ Accepted Auto-draft via GHL Zelle ✅ Accepted Manual verification required Cash App ✅ Accepted Manual verification required American Express (Amex) 🚫 Restricted Guide client to an alternative method Discover 🚫 Restricted Guide client to an alternative method 4. Autopay vs Manual Autopay Info: Autopay is the default for all recurring clients. Default draft time is 3:00 PM EST . Clients may request manual payment if needed. 5. Payment Verification Card Payments (GHL): Auto-recorded in GoHighLevel . Team notified automatically via Discord . Zelle / Cash App: Verify via Discord notifications , client-provided proof, or Truist Alerts in GHL . 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. See also: Failed Payment Handling SOP for full step-by-step instructions. 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 📍 Navigation: Log in to GHL → Left-side menu → Click Payments 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. Field Description Invoice Name Name of the invoice Number Invoice reference number Customer Name Client associated with invoice Issue Date Date invoice was issued Amount Total invoice amount Status Paid, Overdue, Draft, Sent, Payment Processing, Partially Paid, Void Search: Use the Search bar → Enter client name or email → Select invoice. Filter: Click Filters → Select status. Tip: Always check the Overdue filter to cross-reference with the internal overdue tracking list. 3.2 Invoice Actions Click the three dots ( ⋮ ) beside any invoice to access available actions: Action Description When to Use View Open invoice in read-only mode Reviewing a paid invoice Edit in New Tab Open invoice for editing Unpaid/processing invoices needing corrections Copy Link Copy the invoice payment link Sending link to client via SMS Download Save invoice as PDF Archiving or sharing documentation Record Payment Manually confirm payment or charge a card Payment received externally Clone Duplicate the invoice Creating a similar invoice Convert to Template Save as reusable template Standardizing recurring formats View Transaction See associated payment transaction Verifying paid invoice transaction Void Permanently cancel the invoice Only when fully cancelling — IRREVERSIBLE 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: Method When to Use Charge a Card Directly charge client's credit/debit card on file Record Manually Payments already received via Zelle , Cash App , or Website Only use Record Manually if payment has already been confirmed outside of GHL . 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 Best Practices for Payments in GHL: Always double-check before using Void or Record Payment Use Search instead of scrolling Search by email for more unique client lookup Regularly review the Overdue filter Ensure invoice details (client name + plan) are accurate Cross-check Transactions before marking payment manually