Advance Payment SOP

Crowned Credit – Advanced Payment Adjustment SOP
Ensure advance payments are properly processed, tracked, and reflected in client accounts while maintaining accurate invoices and recurring schedules.

1. Objective

Ensure advance payments are properly processed, tracked, and reflected in client accounts while maintaining accurate invoices and recurring schedules.

2. Initial Steps

Check original payment date/due date
Ask client when they plan to make the advance payment
Add GHL note: "Client requested advance payment."
Send details to Billing Department (Khryzza or Regine)
Make sure to void active invoice to avoid double charge

⚠️ Always void the active invoice first before creating a new advance payment invoice to prevent double billing.

3. Creating an Advance Payment Invoice

Step	Action
Invoice Type	Use a One-Time Invoice
Due Date	Set to client's requested payment date
Amount	Enter exact monthly payment amount
Delivery	Send via 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 the Billing Department

4. Adjusting Recurring Invoices (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
Recurring schedule accuracy	Ensure recurring schedule reflects all future payments correctly
Documentation	Keep documentation for tracking and auditing purposes