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Advance Payment SOP

Advance

This Paymentpage SOP

Crownedcovers Creditthe –process Advancedfor Payment Adjustment SOP
Ensurehandling advance payments arefrom properlyclients processed,— tracked,including how to void active invoices, create a new advance payment invoice, send it to the client, and reflectedadjust inthe recurring billing schedule accordingly.

1. Overview

When a client accountswants whileto maintainingpay accurateahead invoicesof their scheduled billing date, the team must process an Advance Payment by voiding the existing invoice and recurringcreating schedules.

1.a Objective

Ensurenew advanceone-time paymentsinvoice arefor properlythe processed,correct tracked,date and reflectedamount.

in client accounts while maintaining accurate invoices and recurring schedules.

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:note — "Client requested advance payment." Step 4: Send details to the Billing Department (Khryzza or Regine)Regine) MakeStep sure5: toVoid voidthe active invoice to avoid a double charge
    ⚠️WARNING: Always voidVoid the active invoice firstFIRST before creating a new advance payment invoiceinvoice. Failing to preventdo so will result in a double billing.
    charge to the client.

    3. Creating anthe Advance Payment Invoice

      Step      		Action
      Invoice TypeUse1: aSelect One-Time Invoice
       as the invoice type Step 2: Set the Due DateSet to the client's requested payment date
      Amount Step 3: Enter the exact monthly payment amount
      DeliverySend viaStep 4: Set delivery to email only 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:
        Send client the invoice link via SMS To copy link: Use payment search bar → click ⋮ (three dotsdots) → Copy Link → Send via SMS Notify Khryzza or Regine in the Billing Department

        4. Adjusting Recurring Invoices (BILLINGBilling DEPARTMENT)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 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 schedule reflects all future payments correctly DocumentationKeep documentationrecords for tracking and auditing purposes
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