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 
 
 Step 1: Check original payment date/due date in GHL 
 Step 2: Ask client when they plan to make the advance payment 
 Step 3: Add a GHL note — "Client requested advance payment." 
 Step 4: Send details to the Billing Department ( Khryzza or Regine ) 
 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 
 
 Step 1: Select One-Time Invoice as the invoice type 
 Step 2: Set the Due Date to the client's requested payment date 
 Step 3: Enter the exact monthly payment amount 
 Step 4: Set delivery to email only 
 Step 5: Save and send the invoice 
 
 
 
 Field 
 Setting 
 
 
 Invoice Type One-Time Invoice 
 Due Date Client's requested payment date 
 Amount Exact monthly payment amount 
 Delivery Email only 
 
 
 
 After Creating the Invoice: 
 
 Send client the invoice link via SMS 
 To copy link: Use payment search bar → click ⋮ (three dots) → Copy Link → Send via SMS 
 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: 
 
 End the current recurring invoice 
 Create a new recurring invoice for the correct amount 
 Set up for following months 
 
 If Already Scheduled: 
 
 Edit due dates and setup dates 
 Click Save 
 
 

 5. Notes & Reminders 
 
 
 Reminder 
 Details 
 
 
 Confirm client's requested date Always verify with client before creating invoice 
 Void BEFORE creating new invoice Prevents double billing — no exceptions 
 Notify Billing Department Khryzza or Regine must adjust recurring schedule 
 Recurring schedule accuracy Ensure recurring reflects all future payments correctly 
 Documentation Keep records for tracking and auditing purposes