# Common use cases for Payments and Invoices > 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. - Source: https://docs.ghlcustomercare.com/docs/payments/invoices-and-estimates/common-use-cases-for-payments-and-invoices - Section: Payments / Invoices & Estimates - Reading time: 7 min - Images: 17, each explained below - Modified on Mon, 16 Feb at 1:13 AM --- 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](#charging-a-card-while-on-the-phone-with-a-customer-without-sending-an-invoice) - [Using invoices for recording manual payments without Stripe Connect](#using-invoices-for-recording-manual-payments-without-stripe-connect) - [Adding ad-hoc products and services to invoices](#adding-ad-hoc-products-and-services-to-invoices) - [How to add the card processing fee to my invoices](#how-to-add-the-card-processing-fee-to-my-invoices) - [Frequently Asked Questions](#frequently-asked-questions) --- ## **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" ![Charging a card while on the phone with a customer without sending an invoice (image 1 of 17)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/48246566971/original/suTkwlIPuN0aGGkym3Vlg9D4kIJhlN-JxQ.png) **Charging a card while on the phone with a customer without sending an invoice (image 1 of 17)** This screenshot appears in the "Charging a card while on the phone with a customer without sending an invoice" section of "Common use cases for Payments and Invoices". The text alongside this image reads: 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". Immediately after, the guide continues: 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. - What to click: 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" - Next: 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 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. ![Charging a card while on the phone with a customer without sending an invoice (image 2 of 17)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/48246567506/original/Q2KQKCDwm6V0nuasc7kCVI_A3-KQASG-wA.png) **Charging a card while on the phone with a customer without sending an invoice (image 2 of 17)** This screenshot appears in the "Charging a card while on the phone with a customer without sending an invoice" section of "Common use cases for Payments and Invoices". The text alongside this image reads: 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. Immediately after, the guide continues: Step 5: If this customer has already purchased, then the saved cards section will have the card used before. - What to choose: 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. - Next: Step 5: If this customer has already purchased, then the saved cards section will have the card used before. **Step 5:** If this customer has already purchased, then the saved cards section will have the card used before. ![Charging a card while on the phone with a customer without sending an invoice (image 3 of 17)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/48246567346/original/zm84QK6BmJQ0Qk-3jd2QN3gzkcny_uI2Bg.png) **Charging a card while on the phone with a customer without sending an invoice (image 3 of 17)** This screenshot appears in the "Charging a card while on the phone with a customer without sending an invoice" section of "Common use cases for Payments and Invoices". The text alongside this image reads: Step 5: If this customer has already purchased, then the saved cards section will have the card used before. Immediately after, the guide continues: Please Note: Customers being charged will not recieve any automated email/text confirmation. - What this covers: Step 5: If this customer has already purchased, then the saved cards section will have the card used before. - Next: Please Note: Customers being charged will not recieve any automated email/text confirmation. **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 1:** Navigate to Invoices under Payments Menu on the left side. **Step 2:** The system will prompt you to add Stripe Connect. Please close the popup.  **Step 3:** Proceed to create the new invoice via the "New" button and choose "New Invoice". ![Using invoices for recording manual payments without Stripe Connect (image 4 of 17)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/48248706461/original/7ef07YaAczPcFyBU1Use4qEWF-nJZ_7-tw.png) **Using invoices for recording manual payments without Stripe Connect (image 4 of 17)** This screenshot appears in the "Using invoices for recording manual payments without Stripe Connect" section of "Common use cases for Payments and Invoices". The text alongside this image reads: Step 3: Proceed to create the new invoice via the "New" button and choose "New Invoice". Immediately after, the guide continues: 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. - What to choose: Step 3: Proceed to create the new invoice via the "New" button and choose "New Invoice". - Next: 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 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 ![Using invoices for recording manual payments without Stripe Connect (image 5 of 17)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/48247158855/original/MvrisAXgz10AdjG2XT5s8vwba4fAHnx7Ug.png) **Using invoices for recording manual payments without Stripe Connect (image 5 of 17)** This screenshot appears in the "Using invoices for recording manual payments without Stripe Connect" section of "Common use cases for Payments and Invoices". The text alongside this image reads: 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. Immediately after, the guide continues: Step 5: Choose "Record Manually". - What to choose: 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 - Next: Step 5: Choose "Record Manually" **Step 5:** Choose "Record Manually" ![Using invoices for recording manual payments without Stripe Connect (image 6 of 17)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/48247159083/original/JOdy5yeO6X_yrxktCCDvpD4pmMC-EWqDEw.png) **Using invoices for recording manual payments without Stripe Connect (image 6 of 17)** This screenshot appears in the "Using invoices for recording manual payments without Stripe Connect" section of "Common use cases for Payments and Invoices". The text alongside this image reads: Step 5: Choose "Record Manually". For context, this section explains: You can use invoicing solution without stripe connect as well. However, to receive any payments done via credit/debit cards, Stripe Connect is needed. Immediately after, the guide continues: 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. - What to choose: Step 5: Choose "Record Manually" - Next: 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 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 ![Using invoices for recording manual payments without Stripe Connect (image 7 of 17)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/48247159265/original/N2jhkSm24UYQmVJyyH_i6VPS9NUp2JrvNw.png) **Using invoices for recording manual payments without Stripe Connect (image 7 of 17)** This screenshot appears in the "Using invoices for recording manual payments without Stripe Connect" section of "Common use cases for Payments and Invoices". The text alongside this image reads: 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. Immediately after, the guide continues: Step 7: Now the invoice will be recorded for that customer. - What to choose: 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 - Next: Step 7: Now the invoice will be recorded for that customer **Step 7:** Now the invoice will be recorded for that customer  **Please Note:** Customers being charged will not recieve any automated email/text confirmation. ![Using invoices for recording manual payments without Stripe Connect (image 8 of 17)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/48247159585/original/CJehc8BqQeswGJai7baepTzLBJ_ny4CBww.png) **Using invoices for recording manual payments without Stripe Connect (image 8 of 17)** This screenshot appears in the "Using invoices for recording manual payments without Stripe Connect" section of "Common use cases for Payments and Invoices". The text alongside this image reads: Please Note: Customers being charged will not recieve any automated email/text confirmation. Immediately after, the guide continues: If you don't have the services or products created in the products area of GHL Customer Care, and you still want to add it to the invoice, you can do so by following the steps given below. - What this covers: Please Note: Customers being charged will not recieve any automated email/text confirmation. - Next: If you don't have the services or products created in the products area of GHL Customer Care, and you still want to add it to the invoice, you can do so by following the steps given below. ## **Adding ad-hoc products and services to invoices** If you don't have the services or products created in the products area of GHL Customer Care, 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" ![Adding ad-hoc products and services to invoices (image 9 of 17)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/48286137736/original/JnMIJ8SUPPZrMU3KzdY5z3zy3q1Tk9x7Iw.png) **Adding ad-hoc products and services to invoices (image 9 of 17)** This screenshot appears in the "Adding ad-hoc products and services to invoices" section of "Common use cases for Payments and Invoices". The text alongside this image reads: Step 1: Create an invoice and Click"Add an Item". Immediately after, the guide continues: Step 2: Choose "New Item" to add an item that is not present in your "Products". - What to click: Step 1: Create an invoice and Click"Add an Item" - Next: Step 2: Choose "New Item" to add an item that is not present in your "Products" Full procedure: 1. On the next screen enter the product name and the price name. 2. 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. 3. Click on "Add new item" button to add it to the invoice **Step 2:** Choose "New Item" to add an item that is not present in your "Products"  ![Adding ad-hoc products and services to invoices (image 10 of 17)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/48286137826/original/7jNOKdhLjcqxuQDInhLOSSify7rXDNBr7g.png) **Adding ad-hoc products and services to invoices (image 10 of 17)** This screenshot appears in the "Adding ad-hoc products and services to invoices" section of "Common use cases for Payments and Invoices". The text alongside this image reads: Step 2: Choose "New Item" to add an item that is not present in your "Products". Immediately after, the guide continues: 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"…. - What to choose: Step 2: Choose "New Item" to add an item that is not present in your "Products" - Next: 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 Full procedure: 1. On the next screen enter the product name and the price name. 2. 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. 3. Click on "Add new item" button to add it to the invoice **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 ![Adding ad-hoc products and services to invoices (image 11 of 17)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/48286138236/original/TJE_MeHyip8-jsEDifSgYGgykGCBMHWXSQ.png) **Adding ad-hoc products and services to invoices (image 11 of 17)** This screenshot appears in the "Adding ad-hoc products and services to invoices" section of "Common use cases for Payments and Invoices". The text alongside this image reads: 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. Immediately after, the guide continues: This new item will be added to your invoice and ready to be sent! - What to fill in: 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 - Next: This new item will be added to your invoice and ready to be sent! Full procedure: 1. On the next screen enter the product name and the price name. 2. 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. 3. 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! ![Adding ad-hoc products and services to invoices (image 12 of 17)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/48286138402/original/QPgmWsgnf-l8-S5DcCYT880Jt2y6zUc_Fg.png) **Adding ad-hoc products and services to invoices (image 12 of 17)** This screenshot appears in the "Adding ad-hoc products and services to invoices" section of "Common use cases for Payments and Invoices". The text alongside this image reads: This new item will be added to your invoice and ready to be sent! Immediately after, the guide continues: Go to Payments > Tax Settings and add a card processing fee that you would like to add charge as a "tax". - What this covers: This new item will be added to your invoice and ready to be sent! - Next: Go to Payments > Tax Settings and add a card processing fee that you would like to add charge as a "tax" Full procedure: 1. On the next screen enter the product name and the price name. 2. 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. 3. Click on "Add new item" button to add it to the invoice --- ## **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" ![How to add the card processing fee to my invoices (image 13 of 17)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/48286421947/original/o66BfPPAA-Cqd5ToVwdSJFyij8HJWKmFOg.png) **How to add the card processing fee to my invoices (image 13 of 17)** This screenshot appears in the "How to add the card processing fee to my invoices" section of "Common use cases for Payments and Invoices". The text alongside this image reads: Go to Payments > Tax Settings and add a card processing fee that you would like to add charge as a "tax". The navigation path used here is Payments > Tax Settings. Immediately after, the guide continues: Create a new invoice and add the item that you want to charge for. - Path: Payments > Tax Settings - Where to go: Go to Payments > Tax Settings and add a card processing fee that you would like to add charge as a "tax" - Next: Create a new invoice and add the item that you want to charge for. 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" ![How to add the card processing fee to my invoices (image 14 of 17)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/48286422185/original/wFSNxzQEYbgXbGb6NGBCPj51McSEdyLesw.png) **How to add the card processing fee to my invoices (image 14 of 17)** This screenshot appears in the "How to add the card processing fee to my invoices" section of "Common use cases for Payments and Invoices". The text alongside this image reads: Click on Add Tax and select the card processing fee that you configured in the tax settings and click "Save". Immediately after, the guide continues: Once the card processing charge is added, it will show up in the invoice builder like this. - What to choose: Click on Add Tax and select the card processing fee that you configured in the tax settings and click "Save" - Next: Once the card processing charge is added, it will show up in the invoice builder like this ![How to add the card processing fee to my invoices (image 15 of 17)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/48286422242/original/g0fqsqQlu1GXT56QZ29QBFEo-dxRzxsYkA.png) **How to add the card processing fee to my invoices (image 15 of 17)** This screenshot appears in the "How to add the card processing fee to my invoices" section of "Common use cases for Payments and Invoices". The text alongside this image reads: Click on Add Tax and select the card processing fee that you configured in the tax settings and click "Save". Immediately after, the guide continues: Once the card processing charge is added, it will show up in the invoice builder like this. - What to choose: Click on Add Tax and select the card processing fee that you configured in the tax settings and click "Save" - Next: Once the card processing charge is added, it will show up in the invoice builder like this Once the card processing charge is added, it will show up in the invoice builder like this ![How to add the card processing fee to my invoices (image 16 of 17)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/48286422356/original/TtrjI1nOSPog7w6teWUkOHq-3HE5nMf5KA.png) **How to add the card processing fee to my invoices (image 16 of 17)** This screenshot appears in the "How to add the card processing fee to my invoices" section of "Common use cases for Payments and Invoices". The text alongside this image reads: Once the card processing charge is added, it will show up in the invoice builder like this. Immediately after, the guide continues: Here is what the payer would see in the invoice. - What this covers: Once the card processing charge is added, it will show up in the invoice builder like this - Next: Here is what the payer would see in the invoice Here is what the payer would see in the invoice ![How to add the card processing fee to my invoices (image 17 of 17)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155039257935/original/7UURaKWOUJn5bgk3o6oVIwr8k8g0t9jLGg.jpg) **How to add the card processing fee to my invoices (image 17 of 17)** This screenshot appears in the "How to add the card processing fee to my invoices" section of "Common use cases for Payments and Invoices". The text alongside this image reads: Here is what the payer would see in the invoice. Immediately after, the guide continues: Q: Can I use GHL Customer Care payments to track partial payments for invoices? - What this covers: Here is what the payer would see in the invoice - Next: Q: Can I use GHL Customer Care payments to track partial payments for invoices? --- ## **Frequently Asked Questions** **Q:** **Can I use GHL Customer Care payments to track partial payments for invoices?** Yes, GHL Customer Care 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, GHL Customer Care 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 GHL Customer Care 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?**** GHL Customer Care 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 my payment page say "Live Mode" even after I clicked "Test"?  This usually means your actual Stripe account is still in Live Mode. Log into your Stripe Dashboard and toggle the "Test Mode" switch in the top right corner. Then, refresh your GHL Customer Care page. **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.” Q: I sent an invoice, but my client says the link is broken or they can't click it to pay. What happened and how do I fix it? The payment link is disabled because the invoice is past its scheduled due date. The system automatically deactivates the payment option when the payment date has already passed. To fix it:   1. you must send a new invoice with a corrected schedule: 2. Duplicate (Clone) the original invoice. 3. Adjust the Payment Schedule dates to a current or future date. 4. Resend the new invoice to your client. The link will then be active. Q: Why can’t I void or delete invoices that were marked as paid (even if they were just test/demo payments)? In GHL Customer Care, an invoice cannot be voided if it is already marked as paid, even if the payment was created for testing or demo purposes. The system requires you to refund the payment first before the invoice can be voided. How to fix it: 1. Go to the invoice and click the three dots (⋮). 2. Select View Transaction. 3. Click Refund and complete the refund. 4. Go back to the invoice. 5. Click the three dots (⋮) again and select Void.Once refunded, the invoice can be successfully voided and will no longer reflect as an active or paid invoice. Notes: - Paid invoices cannot be deleted directly. - Demo or test payments that are not clearly marked as Test Mode behave like real payments in the system. - Refunding ensures the invoice does not affect records, reports, or client visibility. - Only agency-level users (Agency Owner/Admin/User) can contact GHL Customer Care support—sub-account users cannot. ### Q: Why does the payment date disappear and show an “Invalid Date” error when recording a manual payment? This issue occurs when the manual payment date entered is outside the system’s accepted date range or conflicts with the invoice timeline, causing the platform to reject it and clear the field. Why it happens: - The invoice was issued on a later date, but the payment date is being set far in the past. - The system validates payment dates against the invoice’s issue and status dates. - Language/locale settings can sometimes trigger validation issues, but this is not the primary cause. How to fix it: - Ensure the payment date is on or after the invoice issue date. - Refresh the page before recording the payment. - Try recording the payment with a date that aligns with the invoice timeline. - If needed, temporarily switch the account language to English and retry. Q: Why can’t I make a partial payment on an invoice?  You may not be able to make a partial payment if the invoice already has a payment schedule (installments) set. The system does not allow partial payments in this case because it would conflict with the scheduled payments. To Fix - Remove or modify the payment schedule.  - Then go to the invoice and select Record Payment → Record manually to enter a partial payment. Q: Why does my processing fee show on one invoice but not another? Processing fees configured in Settings → Charges are not automatically applied to existing invoices. To include the new fee option, you must recreate any invoices made before the setting was enabled. The fee option will only be visible and applicable to invoices created after the change is saved in settings. --- Documentation for GHL Customer Care. Support: support@ghlcustomercare.com