Marking Client Payments as Paid

Marking Client Payments as Paid — SOP

This SOP ensures accurate and timely payment processing for all Crowned Credit clients. Billing team members must verify, acknowledge, mark, and confirm every payment received — whether via website, Zelle, or Cash App — to prevent duplicate billing and maintain clean records.

Scope

Payment Source Notes Website Purchase Automatically logged; verify in GHL against invoice Zelle Manual confirmation required; notify billing department Cash App Manual confirmation required; notify billing department

Procedure

Step 1 — Review Payment Notification

Verify notification from source. Confirm client name, payment amount, and ensure it matches the correct invoice/account.

✅ Step 2 — Acknowledge the Notification

React to the payment notification with a check mark ✅ to indicate payment is being reviewed and processed. This signals to the team that it's being handled.

Step 3 — Mark Invoice as Paid

Once fully verified, locate the corresponding invoice in GHL and update the status to "Paid".

Step 4 — Confirm Completion

Reply directly to the same notification with:

This ensures visibility, accountability, and confirmation for the entire team.

Important Notes

⚠️ Always verify payment details BEFORE marking as paid.

• Do not mark without confirmation. Unverified markings can cause duplicate billing or missed updates.
• Complete all updates promptly to maintain accurate records.
• If source is Zelle or Cash App — manual verification is always required before any action.