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Payment Extension SOP

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)Momentum).

Tools / Platforms

Tool Use GHLBilling status, communication DiscordPayment notifications Excel TrackerExtension 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.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:tracker: client name, original due date, extended due date, reason (optional)

      Step 3: Payment Failure After Extension

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

      Step 4: Payment Resolution

      Outcome Action Payment SucceedsSend "Thank you" message, update Excel and DisputeFox Failure / UnresponsiveTerminate, apply $50 reactivation fee,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
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