Payments in GHL (Navigating the Payments section)
1. Overview
The Payments section in GoHighLevel (GHL) provides visibility on:
- All transactions (successful and failed)
- Invoice status
- Payment method used
- Date and amount
Scope: All team members responsible for reviewing transactions, verifying payments, updating client payment statuses, following up on failed payments, and managing terminations and reactivations.
2. Accessing the Payments Section
Available Tabs:
- Invoices & Estimates
- Transactions
- All Documents & Contracts
3. Navigating the Payments Tabs
3.1 Invoices Tab
| Field | Description |
|---|---|
| Invoice Name | Name of the invoice |
| Number | Invoice reference number |
| Customer Name | Client associated with invoice |
| Issue Date | Date invoice was issued |
| Amount | Total invoice amount |
| Status | Paid, Overdue, Draft, Sent, Payment Processing, Partially Paid, Void |
Search: Use the Search bar → Enter client name or email → Select invoice.
Filter: Click Filters → Select status.
Tip: Always check the Overdue filter to cross-reference with the internal overdue tracking list.
3.2 Invoice Actions
Click the three dots (⋮) beside any invoice to access available actions:
| Action | Description | When to Use |
|---|---|---|
| View | Open invoice in read-only mode | Reviewing a paid invoice |
| Edit in New Tab | Open invoice for editing | Unpaid/processing invoices needing corrections |
| Copy Link | Copy the invoice payment link | Sending link to client via SMS |
| Download | Save invoice as PDF | Archiving or sharing documentation |
| Record Payment | Manually confirm payment or charge a card | Payment received externally |
| Clone | Duplicate the invoice | Creating a similar invoice |
| Convert to Template | Save as reusable template | Standardizing recurring formats |
| View Transaction | See associated payment transaction | Verifying paid invoice transaction |
| Void | Permanently cancel the invoice | Only when fully cancelling — IRREVERSIBLE |
WARNING: Void = Permanently cancels the invoice. This action cannot be undone. Use with extreme caution and only when absolutely necessary.
3.3 Recording Payments
Click Record Payment and choose your method:
| Method | When to Use |
|---|---|
| Charge a Card | Directly charge client's credit/debit card on file |
| Record Manually | Payments already received via Zelle, Cash App, or Website |
Only use Record Manually if payment has already been confirmed outside of GHL.
3.4 Transactions Tab
- View successful and failed payments
- Identify payment status, amount, date, and last 4 digits of card
- Check when verifying if payment went through or why it failed
3.5 All Documents & Contracts Tab
4. Best Practices
Best Practices for Payments in GHL:
- Always double-check before using Void or Record Payment
- Use Search instead of scrolling
- Search by email for more unique client lookup
- Regularly review the Overdue filter
- Ensure invoice details (client name + plan) are accurate
- Cross-check Transactions before marking payment manually
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