Payments in GHL (Navigating the Payments section)
Navigating the Payments Section in GHL
Crowned Credit – Payments Navigation Guide
This SOP provides a clear guide for accessing, reviewing, and managing client payments within the Payments section of GoHighLevel (GHL).
This SOP provides a clear guide for accessing, reviewing, and managing client payments within the Payments section of GoHighLevel (GHL).
1. Objective
Provide a clear guide for accessing, reviewing, and managing client payments within the Payments section of GoHighLevel (GHL).
2. Scope
All team members responsible for:
- Reviewing transactions
- Verifying payments
- Updating client payment statuses
- Following up on failed payments
- Managing terminations and reactivations
3. Payments Overview
The Payments section provides visibility on:
- All transactions (successful and failed)
- Invoice status
- Payment method used
- Date and amount
4. Accessing the Payments Section
Log in to GHL → Left-side menu → Click Payments
Available Tabs:
- Invoices & Estimates
- All Documents & Contracts
- Transactions
5. Navigating the Payments Section
5.1 Invoices & Estimates
Key Features visible in this 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, etc. |
Search: Use the Search bar → Enter client name or email → Select invoice.
Filter: Click Filters → Select status: Draft, Sent, Overdue, Payment Processing, Paid, Partially Paid, Void.
⚠️ Important: Always check the Overdue filter to cross-reference with the internal overdue tracking list.
5.2 Invoice Actions
Click the three dots (⋮) beside any invoice to access actions:
| Invoice Status | Available Actions |
|---|---|
| Paid | View, Download, Void, Clone, Convert to Template, View Transaction |
| Unpaid / Processing | Edit in New Tab, Copy Link, Download, Void, Clone, Convert to Template, Record Payment |
⚠️ Critical Reminders:
Void = Permanently cancels invoice — use with extreme caution
Record Payment = Confirms payment manually or charges a card
Void = Permanently cancels invoice — use with extreme caution
Record Payment = Confirms payment manually or charges a card
5.3 Recording Payments
| Method | When to Use |
|---|---|
| Charge a Card | Directly charge client's credit/debit card |
| Record Manually | For payments already received via Zelle, Cash App, or Website purchases |
⚠️ Only use Record Manually if payment has already been confirmed outside GHL.
5.4 Creating and Editing Invoices
New Invoices (Created by Sales):
- Add client email (pulls client details automatically)
- Select the appropriate plan
Recurring Invoices:
- Subject line must include: Client Name + Selected Plan
- Add client email and selected plan
- Double-check: amount = monthly amount, NOT upfront amount
5.5 Transactions Tab
Used 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
5.6 All Documents & Contracts
- Confirm if client has signed their agreement
- Review stored contracts and documents
6. Best Practices
| Practice | Why It Matters |
|---|---|
| Always double-check before Void or Record Payment | Prevents irreversible errors |
| Use Search instead of scrolling | Saves time, more accurate |
| Use email when looking up clients | More unique than names |
| Regularly review Overdue filter | Stay on top of delinquent accounts |
| Ensure invoice details (name + plan) are accurate | Avoid billing disputes |
| Cross-check Transactions before marking manually | Prevents double payments |