Skip to main content

Advance Payment

This page covers the process for handling advance payments from clients — including how to void active invoices, create a new advance payment invoice, send it to the client, and adjust the recurring billing schedule accordingly.

1. Overview

When a client wants to pay ahead of their scheduled billing date, the team must process an Advance Payment by voiding the existing invoice and creating a new one-time invoice for the correct date and amount.

2. Initial Steps

  1. Step 1: Check original payment date/due date in GHL
  2. Step 2: Ask client when they plan to make the advance payment
  3. Step 3: Add a GHL note — "Client requested advance payment."
  4. Step 4: Send details to the Billing Department (Khryzza or Regine)
  5. Step 5: Void the active invoice to avoid a double charge
     WARNING: Void the active invoice FIRST before creating a new advance payment invoice. Failing to do so will result in a double charge to the client.

3. Creating the Advance Payment Invoice

  1. Step 1: Select One-Time Invoice as the invoice type
  2. Step 2: Set the Due Date to the client's requested payment date
  3. Step 3: Enter the exact monthly payment amount
  4. Step 4: Set delivery to email only
  5. Step 5: Save and send the invoice
Field Setting
Invoice TypeOne-Time Invoice
Due DateClient's requested payment date
AmountExact monthly payment amount
DeliveryEmail only
After Creating the Invoice:
  1. Send client the invoice link via SMS
  2. To copy link: Use payment search bar → click ⋮ (three dots) → Copy Link → Send via SMS
  3. Notify Khryzza or Regine in the Billing Department

4. Adjusting Recurring Invoices (Billing Department)

Handled by: Khryzza or Regine (Billing Department)

If Active Recurring Invoice Exists:

  1. End the current recurring invoice
  2. Create a new recurring invoice for the correct amount
  3. Set up for following months

If Already Scheduled:

  1. Edit due dates and setup dates
  2. Click Save

5. Notes & Reminders

Reminder Details
Confirm client's requested dateAlways verify with client before creating invoice
Void BEFORE creating new invoicePrevents double billing — no exceptions
Notify Billing DepartmentKhryzza or Regine must adjust recurring schedule
Recurring schedule accuracyEnsure recurring reflects all future payments correctly
DocumentationKeep records for tracking and auditing purposes

No comments to display

Back to top