Payment Extension

Crowned Credit – Payment Extension SOP 

 This SOP defines the consistent process for handling payment extension requests at Crowned Credit. All Billing team members must follow these steps to grant extensions, maintain records, protect revenue, and ensure full transparency with clients enrolled in recurring monthly plans. 

 1. Objective 
 Consistent process for granting extensions while maintaining records, protecting revenue, and ensuring transparency. 

 2. Scope 
 All Billing team members managing extension requests. Applies to recurring monthly plans (excluding one-time plans like Momentum ). 

 Tools / Platforms 
 
 
 Tool 
 Use 
 
 
 GHL Billing status, communication 
 Discord Payment notifications 
 Excel Tracker Extension logging and follow-up status 
 
 

 3. Payment Extension Handling 

 Step 1: Receive Request 
 Via email, call, or SMS. Client provides: reason (optional) and desired extension date. Verify current billing status in GHL and Excel tracker . 

 
 Eligibility Rules: 
 
 Leniency on first payment if initial billing date differs from signup date 
 Subsequent payments follow regular date — extensions within 7-day grace only 
 Extensions cannot exceed 7 days beyond due date unless case-by-case approved 
 
 

 

⚠️ Extensions cannot exceed 7 days beyond the due date. Any exception requires case-by-case manager approval.
 

 Step 2: Confirm Extension Terms 
 
 Inform client of new deadline 
 Inform client about automated follow-up messages and auto-draft schedule 
 Document in Excel tracker : client name, original due date, extended due date, reason (optional) 
 

 Step 3: Payment Failure After Extension 
 
 
 Day 
 Action 
 
 
 Day 1–3 Auto-draft retry + manual follow-ups 
 Day 4 Skip 
 Day 5–7 Manual follow-ups 
 
 
 
 ⚠️ Beyond 7-day grace → Termination. Case-by-case exceptions may extend beyond 7 days.
 

 Step 4: Payment Resolution 
 
 
 Outcome 
 Action 
 
 
 Payment Succeeds Send "Thank you" message, update Excel and DisputeFox 
 Failure / Unresponsive Terminate, apply $50 reactivation fee , update GHL / Excel / DisputeFox 
 
 

 Step 5: Documentation 
 
 Excel Tracker — all extension requests, outcomes 
 GHL — payment notes and communication 
 Discord — payment channel updates 
 

 Special Notes 

 

⚠️ No billing date changes — only extensions within the grace period are permitted.
 

 
 

If client switches payment methods: 
 
 Option 1: Pay in advance with new card 
 Option 2: Wait for next active invoice