How do I use payments and invoices in HighLevel for phone charges manual entries and ad-hoc items
Verified against HighLevel as of August 25, 2026
- Area
- Payments
- Time
- 13 min
- Difficulty
- Starter
- Outcome
- more collected revenue
- Updated
- August 25, 2026
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- HighLevel account with access to the Payments menu.
- Active customer contacts in your CRM or contact details ready to add on the fly.
- Configured card processing fee in Tax Settings if passing surcharge fees to clients.
Steps
PaymentsTax Settings
Configure processing fee in Tax Settings
Navigate to the Payments menu on the left side of HighLevel and select Tax Settings. In this screen, you can configure fee rules that can be added to invoices as a tax charge. Create a new tax entry specifically designed for your card processing fee by entering the fee name and percentage or flat rate you want to pass to customers. Saving this configuration adds it to your reusable tax list when building 1-time invoices. Setting this up in advance ensures you can systematically apply payment surcharge fees to recoup merchant processing costs on credit card sales without manual math. This eliminates lost revenue from credit card fees across all invoices.
Setting What to enter Tax Name Card Processing FeeConfigured under Payments > Tax Settings as a tax entry You should now see: The card processing fee tax entry appears in your Tax Settings list.
Why this matters: Pre-defining card processing fees prevents profit margin loss on credit card transactions. Skipping this step forces your business to absorb payment provider surcharge fees manually on every sale.
PaymentsInvoices
Navigate to the Invoices section
Click on Payments on the left-hand navigation menu of your HighLevel dashboard. Select Invoices from the sub-menu items to navigate directly to your main invoice management dashboard. This central control area displays all existing draft, sent, paid, and unpaid invoices for your sub-account. You will also see top action controls to create new invoices, view recurring templates, or adjust payment settings. Ensure that the main list loads completely so you can initiate invoice building or payment recording workflows without navigation errors. Reviewing this screen gives you complete oversight of cash collection across all customer accounts.
You should now see: The primary Invoices list dashboard opens, displaying existing invoices and navigation controls.
Why this matters: Accessing the main Invoices dashboard ensures you enter the central hub for billing management. Attempting to manage payments outside this area can lead to wrong account updates or orphaned invoices.
PaymentsInvoices
Manage the Stripe Connect integration prompt
When navigating to Invoices without an active Stripe Connect integration, the system displays a modal window prompting you to add Stripe Connect. If your objective is to record manual payments or charge cards directly within the workflow, click the close button to dismiss the modal popup. Bypassing this popup allows you to use HighLevel's invoicing features for manual logging of cash, check, or bank transfer payments. Note that while online card checkout requires Stripe Connect, 1-time manual invoice recording works without an active connection. Closing this window gives you immediate access to the invoice builder so work is not delayed.
You should now see: The Stripe Connect prompt modal closes, returning you to the main Invoices dashboard.
Why this matters: Dismissing the popup lets you process offline and manual transactions immediately. Halting invoice setup because Stripe Connect is unlinked stops cash collection for cash, check, and bank transfer payments.
PaymentsInvoicesNewNew Invoice
Create a new invoice workspace
Locate the primary action button labeled New on the top right corner of the Invoices dashboard. Click the New button to reveal a dropdown menu with invoice creation choices. Select New Invoice from the dropdown menu options to open a blank invoice builder workspace. This screen contains editable sections for customer contact assignment, product line items, tax additions, and discount structures. Using New Invoice starts a fresh document where custom ad-hoc products or phone payment charges can be processed immediately. Make sure to choose New Invoice rather than template options for 1-time phone charges or immediate offline recordings.
You should now see: The empty invoice builder workspace opens with fields for contact details, items, tax info, and discounts.
Why this matters: Starting a fresh invoice provides full control over custom line items and immediate billing options. Relying on improper templates risks applying unintended pricing or recurring terms to 1-time sales.
PaymentsInvoicesNewNew Invoice
Select or add customer contact on the fly
In the invoice builder header, locate the contact selection field to associate a customer profile with this bill. Click the dropdown to search for and choose an existing contact from your HighLevel CRM database. If the person paying is a 1st-time client who is not listed in your CRM, choose the option to add the contact on the fly directly inside the builder. Type in their primary contact details, such as full name and email address, to generate a new contact record immediately. Associating a valid contact is required to record card charges or log manual payments accurately into account records.
Setting What to enter Contact Select existing contact or Add on the flyRequired to associate invoice with customer record You should now see: The customer name and contact details appear in the contact section of the invoice builder.
Why this matters: Connecting invoices to specific contact profiles ensures accurate transaction history in CRM records. Unlinked invoices create unassigned receivables and prevent clear accounting audits.
PaymentsInvoicesAdd an ItemNew Item
Add an ad-hoc product with New Item
Scroll to the itemized product section of the invoice builder page and click the button labeled Add an Item. If the product or service you are billing for is not already created in your HighLevel Products catalog, select New Item from the dropdown list. A modal popup screen will appear prompting you to enter product details. Type the exact product name and price name into the provided input fields, along with the correct charge amount. This ad-hoc feature allows you to invoice custom services or unique order amounts without leaving the builder or altering standard catalog items in your system.
Setting What to enter Item Selection New ItemUsed for ad-hoc products not present in catalog Product Name Enter custom product nameRequired field in modal popup Price Name Enter price description and amountRequired field in modal popup You should now see: The New Item modal opens displaying fields for product name and price name.
Why this matters: Ad-hoc item creation prevents workflow interruptions when selling custom packages or 1-off service add-ons. Forcing every custom fee through fixed catalog setup delays billing and slows sales execution.
PaymentsInvoicesAdd an ItemNew Item
Save custom item to Products catalog for later use
While still inside the New Item modal popup screen, look for the option labeled Save for later use. Check this box if you plan to sell this product or service to other clients in the future. Selecting this option automatically saves the new item name and pricing structure directly into your main Products area in HighLevel. After choosing whether to save the item for later use, click on the Add new item button at the bottom of the modal. The newly created product will immediately populate as an active line item on your active draft invoice ready for billing.
Setting What to enter Save for later use SelectedOptional checkbox to store item in main Products catalog You should now see: The ad-hoc item appears as a line item on the invoice canvas.
Why this matters: Saving reusable ad-hoc items populates your main catalog for future team use. Skipping this option for frequent offers forces repeat data entry and creates inconsistent pricing across reps.
PaymentsInvoicesAdd Tax
Apply card processing fee tax to invoice line item
Locate the summary or line item section of the invoice builder and click on the Add Tax link. From the available tax options menu, select the card processing fee tax setting that you configured previously under Payments Tax Settings. Click Save to confirm the selection and apply the processing charge directly to the invoice balance. The fee will calculate as a separate tax line item above the grand total. This step guarantees that card processing expenses are properly added to the final amount due before payment execution, protecting your business profit margins on every transaction.
Setting What to enter Add Tax Card Processing FeeApplies configured processing fee tax rule You should now see: The card processing fee charge displays under the subtotal on the draft invoice.
Why this matters: Adding processing fee tax charges ensures merchant fees are passed to the customer prior to processing. Omitting this setting causes your business to incur unrecovered merchant processing costs.
PaymentsInvoices...
Open invoice action menu for live payment recording
Instead of clicking the send button to email the invoice, locate the three dots icon situated on the top bar of the invoice builder page. Click the three dots icon to open a dropdown menu of secondary actions for the current invoice. From the listed menu options, select Record Payment to open the payment entry modal. Using this action path allows you to charge customer credit cards directly over the phone or log offline funds immediately. Do not dispatch the invoice via email if you are collecting payment live during a customer call to avoid duplicate billing.
You should now see: The Record Payment modal window pops up over the invoice builder screen.
Why this matters: Accessing the three-dots menu enables immediate payment collection while the customer is on the phone. Sending an emailed invoice instead of recording live payment delays revenue collection.
PaymentsInvoices...Record PaymentCharge a card
Initiate credit card charge in the payment modal
In the Record Payment modal window that appears over the invoice builder, select the Charge a card option. If the customer is a returning buyer with payment details on file, their previously used credit card will display under the saved cards section. If this is a 1st-time buyer or a customer utilizing a new payment method, select New Card on the following screen. Choosing New Card brings up credit card input fields for immediate manual entry. Note that customers processed through this direct charge method do not receive automated email or text payment receipts from HighLevel.
Setting What to enter Card Option New Card or Saved CardSaved cards display automatically for returning customers You should now see: The payment card input interface opens, showing fields for card details or saved card selections.
Why this matters: Charging cards live over the phone converts verbal commitments into collected revenue instantly. Relying on buyers to open emailed links later results in delayed payments and lost sales.
PaymentsInvoices...Record PaymentCharge a cardNew Card
Enter card details and submit phone payment
Carefully type the payment details provided by the customer over the phone into the card number, expiration date, security CVC code, and billing postal code fields. If using a saved payment method, select the desired card from the saved cards section instead. Review the final charge summary to verify that line item prices, ad-hoc items, and card processing fee taxes match the intended total. Click the button to execute the charge and complete the payment. Upon success, HighLevel updates the invoice status to paid and logs the transaction against the contact profile cleanly.
Setting What to enter Card Information Card Number, Expiration, CVC, Zip CodeEntered live while on phone with customer You should now see: The system processes the transaction and marks the invoice status as Paid.
Why this matters: Processing valid card details immediately locks in collected revenue. Incorrect entries cause card declines, requiring follow-up phone calls and delaying cash settlement.
PaymentsInvoices...Record PaymentRecord Manually
Select Record Manually for offline payment methods
If you are accepting payments via cash, physical check, external card terminal, or bank transfer without using Stripe Connect, open the invoice and click the three dots icon. Choose Record Payment from the menu and then select Record Manually from the modal window. Note that recording manual payments without Stripe Connect works specifically for 1-time invoices. This path bypasses live gateway processing while officially marking the billing document as settled in your HighLevel ledger. Proceed to the next screen to select the offline payment category used by the customer for this balance.
Setting What to enter Payment Option Record ManuallyWorks for 1-time invoices without Stripe Connect You should now see: The manual payment method selection window opens listing offline payment categories.
Why this matters: Manual recording ensures offline cash, check, or transfer revenue is accurately reflected in accounting records. Failing to log offline funds leaves invoices marked unpaid in HighLevel.
PaymentsInvoices...Record PaymentRecord ManuallySubmit
Select payment method and finalize manual payment record
On the manual payment configuration screen, choose the payment method option that matches how funds were received: Cash, Card, Check, Bank Transfer, or Other. Select the applicable payment type button and confirm that the total payment amount aligns with the invoice balance. Click Submit on the final screen to record the manual payment in the system. HighLevel will save the record and change the invoice status to paid for that customer. Note that manually recorded payments will not trigger any automated email or text confirmation messages to the client upon completion.
Setting What to enter Payment Type Cash, Card, Check, Bank Transfer, or OtherSelect exact offline payment category Submit Action SubmitLocks manual payment record You should now see: The invoice record updates to show the selected manual payment method and marks the status as Paid.
Why this matters: Submitting manual records maintains accurate ledger reports for 1-time sales. Neglecting to click submit leaves payment entries uncommitted and distorts financial reporting.
What changes once this is set up
- Ability to charge customer credit cards live over the phone without sending an invoice link.
- Capability to record manual cash, check, card, or bank transfer payments without Stripe Connect for 1-time invoices.
- Creation and catalog saving of ad-hoc products directly within invoice workflows.
- Automatic recovery of card processing costs by applying tax settings to invoice line items.
Common mistakes
Expecting HighLevel to send an automatic email or text confirmation after charging a card over the phone or submitting a manual payment record.
Fix: Be aware that customers charged via Record Payment (Charge a card or Record Manually) do not receive automated email or text receipt confirmations. Send manual receipts separately if required.
Attempting to record manual payments without Stripe Connect on recurring invoice schedules.
Fix: Manual payment recording without Stripe Connect works only for 1-time invoices. Connect Stripe Connect before setting up recurring invoice payment schedules.
If it is not working
Cannot find a newly offered service or product in the invoice line item dropdown menu.
Likely cause: The product has not been created in the permanent Products catalog area.
What to check: In the invoice builder, click Add an Item, select New Item, enter product and price details, and check Save for later use before adding it to the invoice.
Unable to process online card payments because Stripe Connect is not linked.
Likely cause: Automated online credit and debit card collection requires Stripe Connect integration.
What to check: Close the Stripe Connect prompt, build a 1-time invoice, click the three dots icon, choose Record Payment, and select Record Manually to log Cash, Card, Check, Bank Transfer, or Other.
Card processing surcharge fee does not appear on the customer invoice total.
Likely cause: The card processing fee was not configured as a tax setting or added to the draft invoice.
What to check: Go to Payments > Tax Settings to define your card processing fee tax entry. Then in the invoice builder, click Add Tax, select the fee setting, and click Save.
FAQs
Can I collect credit card payments over the phone without sending an invoice link to the customer?
Yes. Create an invoice by selecting or adding the contact, add line items, click the three dots icon on the top bar, select Record Payment, choose Charge a card, and select New Card or a saved card to execute payment immediately. Note that customers charged through this workflow do not receive automated email or text confirmation messages.
Can I use HighLevel invoices to record cash and check payments if I do not have Stripe Connect connected?
Yes. You can record manual payments without Stripe Connect for 1-time invoices. Navigate to Payments > Invoices, close the Stripe Connect prompt popup, create your invoice, click the three dots icon, choose Record Payment, select Record Manually, and pick Cash, Card, Check, Bank Transfer, or Other.
How do I add a card processing fee surcharge to my HighLevel invoices?
First, go to Payments > Tax Settings and create a card processing fee tax entry. Next, open or create an invoice, add your items, click Add Tax, select your configured card processing fee tax setting, and click Save. The fee will display as a line item tax charge on the buyer's invoice balance.
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