Skip to main content

Advance Payment SOP

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

FullEnsure contentadvance —payments checkare properly processed, tracked, and reflected in client accounts while maintaining accurate invoices and recurring schedules.

2. Initial Steps

  1. Check original date,payment askdate/due client,date
  2. Ask addclient when they plan to make the advance payment
  3. Add GHL note,note: "Client requested advance payment."
  4. Send details to Billing Department (Khryzza or Regine)
  5. Make sure to void active invoice,invoice createto one-timeavoid invoice,double copycharge
⚠️ andAlways sendvoid the active invoice first before creating a new advance payment invoice to prevent double billing.

3. Creating an Advance Payment Invoice

StepAction
Invoice TypeUse a One-Time Invoice
Due DateSet to client's requested payment date
AmountEnter exact monthly payment amount
DeliverySend via email only
📋 After Creating the Invoice:
  1. Send client the invoice link via SMS,SMS
  2. To adjustcopy link: Use payment search bar → click three dots → Copy Link → Send via SMS
  3. Notify the Billing Department

4. Adjusting Recurring Invoices (BILLING DEPARTMENT)

If Active Recurring Invoice Exists:

  1. End the current recurring invoices.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

ReminderDetails
Confirm client's requested dateAlways verify with client before creating invoice
Recurring schedule accuracyEnsure recurring schedule reflects all future payments correctly
DocumentationKeep documentation for tracking and auditing purposes
Back to top