Recurring Billing SOP

Crowned Credit – Recurring Billing SOP
Ensure all recurring invoices are set up accurately and billed consistently according to client agreements.

1. Objective

Ensure all recurring invoices are set up accurately and billed consistently according to client agreements.

2. Scope

Setting up recurring invoices
Managing billing cycles
Verifying recurring payments
Preventing billing errors

3. Accessing Recurring Billing

GHL → Payments → Invoices & Estimates → + New Recurring Invoice

4. Pre-Setup Validation

⚠️ REQUIRED BEFORE CREATING RECURRING INVOICE:

Open Masterlist Tracker
Search client name and email
Confirm in GHL: payment made, amount matches plan, billing status updated

5. Setting Up a Recurring Invoice

Step 1: Add Customer

Click Select Customer
Search by email
Select correct client profile

Step 2: Add Subject

Copy client's name and add the Plan name.

Example: John Doe Essential Membership

Step 3: Product Details

Click Add Product
Confirm plan and pricing (monthly amount)
Add tax manually (click Service Fee)
Click Save

Step 4: Recurring Invoice Settings

4.1 — How Often

Set to monthly, every 1 month
Input the client's requested billing date

4.2 — Start Date (CRITICAL)

Scenario	Rule	Example
Billing starts THIS month	Select date BEFORE billing date	Billing March 25 → Start date March 24
Billing starts NEXT month	Select date AFTER billing date	Billing March 25 → Start date March 26 → Bills April 25

4.3 — Date Verification

Double-check the date matches what's displayed at the end of the invoice. Adjust if there is a mismatch.

4.4 — End Date

Setting	When to Use
Never	Standard monthly payments (default)
After	Client specified an end month, or when editing for referral discount

Common Mistakes to Avoid

❌ Selecting the exact billing date instead of before/after
❌ Forgetting to check today's date before setting start date
❌ Incorrect start date → Wrong billing cycle