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Payments in GHL (Navigating the Payments section)

Navigating the Payments Section in GHL

Crowned Credit – Payments Navigation Guide
This SOPpage providescovers a clear guide for accessing, reviewing, and managing client payments withinnavigating the Payments section ofin GoHighLevel (GHL).

 — including how to access invoices, review transactions, record payments, and follow best practices for accurate billing management.

1. ObjectiveOverview

ProvideThe a clear guide for accessing, reviewing, and managing client payments within the Payments section ofin 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

    Scope: All team members responsible for reviewing transactions, verifying payments, updating client payment statuses, following up on failed payments, and managing terminations and reactivations.

    4.2. Accessing the Payments Section

    📍 Navigation: Log in to GHL → Left-side menu → Click Payments

    Available Tabs:

      Invoices & Estimates Transactions All Documents & ContractsTransactions

      5.3. Navigating the Payments SectionTabs

      5.3.1 Invoices Tab

      Navigate to Payments → Invoices & Estimates

      Key Featuresto visibleview inall thisclient tab:

      invoices.
      Field Description Invoice NameName of the invoice NumberInvoice reference number Customer NameClient associated with invoice Issue DateDate invoice was issued AmountTotal invoice amount StatusPaid, Overdue, Draft, etc.Sent, Payment Processing, Partially Paid, Void

      Search: Use the Search bar → Enter client name or email → Select invoice.

      Filter: Click Filters → Select status:status.

      Draft,
      Sent, Overdue, Payment Processing, Paid, Partially Paid, Void.
      ⚠️ Important:Tip: Always check the Overdue filter to cross-reference with the internal overdue tracking list.

      5.3.2 Invoice Actions

      Click the three dots (⋮) beside any invoice to access available actions:

      InvoiceAction StatusDescriptionAvailable ActionsPaidView, Download, Void, Clone, Convert to Template, View TransactionUnpaid / ProcessingEdit 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

      5.3 Recording Payments

      MethodWhen to Use
      ViewOpen invoice in read-only modeReviewing a paid invoice Edit in New TabOpen invoice for editingUnpaid/processing invoices needing corrections Copy LinkCopy the invoice payment linkSending link to client via SMS DownloadSave invoice as PDFArchiving or sharing documentation Record PaymentManually confirm payment or charge a cardPayment received externally CloneDuplicate the invoiceCreating a similar invoice Convert to TemplateSave as reusable templateStandardizing recurring formats View TransactionSee associated payment transactionVerifying paid invoice transaction VoidPermanently cancel the invoiceOnly 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 CardDirectly charge client's credit/debit card on file Record ManuallyFor paymentsPayments already received via Zelle,Zelle, Cash App,App, or Website purchases
      ⚠️ Only use Record Manually if payment has already been confirmed outside GHL.of GHL.

      5.3.4 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

      UsedNavigate 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

        5.63.5 All Documents & Contracts Tab

        • Confirm if

          Navigate clientto hasPayments → All Documents & Contracts to confirm signed theiragreements agreement

        • Reviewand review stored contractscontracts. and documents

        6.4. Best Practices

        PracticeWhy It
        Matters
        Best Practices for Payments in GHL:
          Always double-check before using Void or Record Payment          		Prevents irreversible errors
          Use Search instead of scrollingSaves time,Search by email for more accurate
          Use email when looking up clientsMore unique thanclient names
          lookup Regularly review the Overdue filterStay on top of delinquent accounts
          Ensure invoice details (client name + plan) are accurateAvoid billing disputes
          Cross-check Transactions before marking payment manuallyPrevents double payments
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