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Recurring Billing SOP

Recurring

This Billingpage SOP

Crownedcovers Creditthe –process Recurringfor Billingsetting SOP
Ensureup recurring billing in GoHighLevel (GHL) — ensuring all recurring invoices are setcreated upaccurately, accuratelybilled on the correct dates, and billedmanaged 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

    3.2. Accessing Recurring Billing

    📍 Navigation: GHL → Payments → Invoices & Estimates → + New Recurring Invoice

    4.3. Pre-Setup Validation

    ⚠️ REQUIRED BEFORE CREATING RECURRING INVOICE:
      Open Masterlist Tracker Search client name and email Confirm in GHL:GHL: payment made, amount matches plan, billing status updated

      5.4. Setting Up a Recurring Invoice

        Step 1: Add Customer

          Click Select Customer Search by email Select correct client profile

          Step 2: Add Subject Line

          Copy client's name and add the Plan name.

          📝 Example:Format: [Client Name] + [Plan Name]

          Example: John Doe Essential Membership

          Step 3: Product Details

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

            Step 4: Recurring Invoice Settings

            4.1

            —

            How Often

            • Often:
             Set to monthly, every 1 monthmonth. Input the client's requested billing datedate.

            4.2 —

            Step 5: Start Date (CRITICAL)

            Scenario RuleWhen to Use Example Result Billing starts THIS month Select date BEFORE billing date Billing March 25 → Start date March 24 Bills on March 25 as intended Billing starts NEXT month Select date AFTER billing date Billing March 25 → Start date March 26 →Bills Billson April 25

            4.3 —

            Date Verification

            Verification:

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

            4.4 —

            Step 6: End Date

            Setting When to Use NeverStandard ongoing monthly payments (default) AfterClient specified an end month, or when editing for referral discount

            5. Common Mistakes to Avoid

            Watch out for these billing errors:
              ❌ Selecting the exact billing date as the start date instead of before/one day before or after ❌ Forgetting to check today's date before setting the start date ❌ Incorrect start date → Wrong billing cycle for client ❌ Using upfront/setup amount instead of the monthly amount
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