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 Type One-Time Invoice Due Date Client's requested payment date Amount Exact monthly payment amount Delivery Email only

4. Adjusting Recurring Invoices (Billing Department)

If Active Recurring Invoice Exists:

If Already Scheduled:

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