Marking Client Payments as Paid SOP

Marking Client Payments as Paid — SOP

This FieldDetailsSOP PurposeEnsureensures accurate and timely payment processing.processing Preventfor 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 orand missedmaintain updates.clean records.

Scope

Payment Source Notes Website PurchaseAutomatically logged; verify in GHL against invoice ScopeZelleAllManual clientconfirmation paymentsrequired; receivednotify viabilling Websitedepartment purchases, Zelle, Cash App.AppManual confirmation required; notify billing department

Procedure

Step 1 — Review Payment Notification

Verify notification from source. Confirm client name,name, payment amount,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