Payments in GHL (Navigating the Payments section)

This page covers navigating the Payments section in GoHighLevel (GHL) — including how to access invoices, review transactions, record payments, and follow best practices for accurate billing management. 

 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 
 📍 Navigation: Log in to GHL → Left-side menu → Click Payments 
 Available Tabs: 
 
 Invoices & Estimates 
 Transactions 
 All Documents & Contracts 
 

 3. Navigating the Payments Tabs 

 3.1 Invoices Tab 
 Navigate to Payments → Invoices & Estimates to view all client invoices. 
 
 
 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 
 Navigate to Payments → Transactions to verify payment activity: 
 
 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 
 Navigate to Payments → All Documents & Contracts to confirm signed agreements and review stored contracts. 

 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