Payments are used to pay for goods or services. They can be made by credit card, debit card, bank transfer, cheque, cash, or any other method of payment. Invoices are used to record the amount that has been paid for a product or service. The invoice is usually sent with the payment so that it can be tracked as part of the accounting process.
In this article we will go over some common or popular use cases for using payments and invoices.
TABLE OF CONTENTS
Charging a card while on the phone with a customer without sending an invoice
Step 1: Create an invoice by selecting the contact. If the contact does not exist, add the contact on the fly.
Step 2: Add the product that is being sold, if the product is not listed in the dropdown, choose “Add New Item”
Step 3: On the invoice builder page, instead of sending the invoice, click on the three dots at the top bar. Click on “Record Payment”
Step 4: On the next modal window, choose “Charge a card” and on the next screen, choose “New Card” if this is a first-time customer.
Step 5: If this customer has already purchased, then the saved cards section will have the card used before.
Please Note: Customers being charged will not recieve any automated email/text confirmation.
Using invoices for recording manual payments without Stripe Connect
You can use invoicing solution without stripe connect as well. However, to receive any payments done via credit/debit cards, Stripe Connect is needed.
Please Note:
If you opt to use invoicing without Stripe Connect you will are required to manually record and collect payments.
For now, recording manual payments without Stripe Connect works only for one-time invoices.
Step 2: The system will prompt you to add Stripe Connect. Please close the popup.
Step 4: On the invoice builder page, add the customer details, add the products/services sold, tax info, and discounts if any. Once you are ready click on the three dots and choose the “Record Payment” option
Step 5: Choose “Record Manually”
Step 6: The next screen will show options like – Cash, Card, Check, Bank Transfer, and Other. Choose the option that applies and click “Submit” on the next screen
Step 7: Now the invoice will be recorded for that customer
Please Note: Customers being charged will not recieve any automated email/text confirmation.
Adding ad-hoc products and services to invoices
If you don’t have the services or products created in the products area of HighLevel, and you still want to add it to the invoice, you can do so by following the steps given below.
Step 1: Create an invoice and Click”Add an Item”
Step 2: Choose “New Item” to add an item that is not present in your “Products”
Step 3:
- On the next screen enter the product name and the price name.
- If you want to save this for later use, you can select the option “Save for later use”. This will save this product/service in your products area.
- Click on “Add new item” button to add it to the invoice
This new item will be added to your invoice and ready to be sent!
How to add the card processing fee to my invoices
Go to Payments > Tax Settings and add a card processing fee that you would like to add charge as a “tax”
Create a new invoice and add the item that you want to charge for.
Click on Add Tax and select the card processing fee that you configured in the tax settings and click “Save”
Once the card processing charge is added, it will show up in the invoice builder like this
Here is what the payer would see in the invoice
Frequently Asked Questions
Q: Can I use GoHighLevel payments to track partial payments for invoices?
Yes, HighLevel allows you to track partial payments. You can create an invoice with the full amount and update it each time a partial payment is made. This helps you keep accurate records of outstanding balances.
Q: Is it possible to customize the appearance of invoices sent to clients?
Currently, HighLevel provides a standard invoice template. While you can add custom details like your business name, logo, and notes, more advanced customization options, such as adjusting layouts or colors, are not available at this time.
Q: Can I set up recurring invoices for subscription-based services?
The text here has no limits or restrictions. You should add as much text as needed to explain the answer to this Yes, you can create recurring invoices for subscription-based services. While HighLevel doesn’t have an automated recurring invoice feature, you can duplicate a previously sent invoice and set reminders to send it periodically.
Q: How can I integrate third-party payment processors?
HighLevel supports integration with popular payment processors like Stripe and PayPal. You’ll need to connect your account via the integrations section in the platform. Once linked, you can accept payments directly through your invoices.
Q: Why does an invoice show “Payment Processing” even after a client has paid?
If your invoice shows “Payment Processing,” it means the payment has been initiated but not yet settled. This typically happens with ACH bank transfers or payment methods like PayPal eCheck, which require 2–5 business days to clear. Once the payment is successfully processed, the invoice status will automatically update to “Paid.”