Monthly Billing SOP
This page covers Monthly Billing Cycles at Crowned Credit — billing schedules, payment processing, follow-ups, and handling of failed payments using GHL, Discord, and internal trackers.
1. Objective
Ensure consistent, timely, and accurate processing of monthly client payments.
2. Scope
All clients on recurring service plans. Covers billing schedules, payment processing, follow-ups, handling of failed payments and exceptions using GHL, Discord, and internal trackers.
Quick Reference Summary
| Section | Key Detail |
|---|---|
| Invoice Creation | Sent 3 days before billing date |
| Recurring Billing | Monthly on selected date, autopay by default, auto-drafts at 3:00 PM EST |
| Split Payments | Allowed only within the same calendar month |
| Failed Payments | Notified via Discord (Failed Payments Channel), logged in tracker |
| Payment Extensions | Case-by-case, documented in GHL |
3. Invoice Creation
Invoices sent 3 days before the billing date. The first monthly billing date may be adjusted. Subsequent billing follows the fixed recurring date.
4. Recurring Billing
Clients billed monthly on their selected date. Autopay is the default method.
Note: Auto-drafts process at 3:00 PM EST on the billing date.
Warning: Split payments are only allowed within the same calendar month. No cross-month splits.
5. Failed Payment Handling
Billing team notified via Discord (Failed Payments Channel). Client logged in tracker.
6. Payment Extension
Handled on a case-by-case basis. All extensions must be documented in GHL.