Master Form

Before explaining how the Master Form works, if any of the terms inside the Form or across this system are not clear, you can check our Glossary of Variables for the definitions:

Glossary of Variables

Inside your ”Help Center 💬” sheet, you will see a dropdown on the right side, where you can select the Client, payment type, and some fields. This generates a pre-filled link to the master form for submitting that payment. This is called the 'Payment Tool'

Help Center & Support

(It only pre-fills the relevant parts that have to be perfectly added)

⚠️ Careful & finish the form quickly because responses are NOT Autosaved ⚠️

⚠️ To quickly “Reset” the variables, select the cells R3:R12 and hit delete ⚠️

The payment tool includes several options you’ll need to review to understand the entire process. First, you’ll see the “First Term” field.

Use this dropdown to specify what you’re recording— a new payment, a refund, a churned subscription, or an invoice.

Click Payment Type to reveal the six available options and select the one that matches the transaction you need to log.

🤝 New "Sales Call" Close (”automatic from an existing Call ID”)
Use this when you’re registering the first payment from a client who was closed through a Sales Call. In this case, you use the Call ID, and the system will automatically fill in the required fields in the form to save time.

🤝New "Sales Call" Close

🤝 New "Direct" Close (”manually fill all details from CRM”)
Use this when registering the first payment from a client who was closed without a Sales Call, such as via direct message, chat, in-person, or referrals. Since there’s no Call ID, you’ll need to enter all client details later in the forms manually

🤝New "Direct" Close

💰 Scheduled Payment (”from the first payment ID”)
Use this when a client has already purchased and is now paying an installment as part of a payment plan. You’ll enter the Payment ID of the first payment, and the system will automatically fill in the rest of the information.

💰Scheduled Payment

🙃 Refund (”from an existing payment ID”)
Use this when you need to issue a refund or chargeback. Please provide the exact Payment ID of the original transaction so it can be removed from the system appropriately.

🙃Refund

🫠 Churn (”from an existing recurrent payment ID”)
Use this when you need to cancel (churn) a client who has an active recurring payment. Enter the Payment ID of the subscription to stop future charges.

🫠Churn

📄Create Invoice (”from an existing payment ID”)
Use this when you need to create an official invoice for one of your clients.

📃Create Invoice

Great—now that we’ve selected the Payment Type, let’s move on to the next field: “For What Client.”

Here, select the client to which the sale belongs.

If you work with more than one client, you must choose the lead who is paying Client X or Client Y. This is especially important when managing multiple clients, because you never want to assign a sale to the wrong client.

Doing so means you're falsely reporting revenue to a business where it doesn't belong, and more importantly, the buyer won't receive the correct access to what they purchased.

It's a simple mistake to avoid — but critical not to get wrong.

Double-check before selecting.
If you're unsure, ask before submitting.

In this example, the client is called 'Test', that's why when we select the dropdown on this example, it just shows 'Test'

Well, now it's time to understand what Sales Call ID is, so let's understand it

This code identifies the call that originated the deal. Enter it whenever the payment can be traced back to that conversation, whether the client paid on the call itself or a few days later, so the payment record stays correctly linked to its source.

When you open the dropdown, it lists every existing Sales Call ID from your Call Sales section. We’ve included a few sample entries for context.

With just the Sales Call ID, we can identify all the details about that call and the person, which is why we use it. From the Sales Call IDs, we can identify several key aspects of the call, including the setter, the triager, the closer, the UTMs of the lead, their responses to the form qualification, the objections presented during the call, and more.

So you know why that is critical.

This field is critical when registering a scheduled payment or issuing a refund. 😑

Essentially, it enables us to identify the original payment, either to process a refund or to retrieve the details of the first payment in a split-pay plan, allowing us to continue registering subsequent installments correctly and more efficiently.

Just with the payment ID, we can identify all of the information of that payment (the customer, the date, the payment deal, etc). This is what it looks like having some Payment IDs to refer to:

(Just needed when the payment is 🤝 New "Direct" Close)

These fields are required only for direct payments, and even then, only the ones that apply. The 'Payment Tool' won't create the link to the Master Form until all mandatory fields are completed.

If you’re unsure about the meaning of any term, see the Glossary for a detailed explanation, even though we’ll provide a step-by-step example of how to fill a Direct Close to show you exactly how to complete it correctly.

Finally, let’s go over the last section.

This final indicator indicates whether all mandatory fields in the Payment Tool are complete. When all required information is entered correctly, the field turns green, and the system generates the master-form link, allowing you to proceed with the next step, such as logging a payment, issuing a refund, creating an invoice, and so on. If any field is missing or incorrect, the tool will indicate which part is missing or incorrect, and the link will not appear until the issue is resolved.

For instance, the video walks you through the indicator’s step-by-step progression as the link is being generated. The status visuals vary by payment type, but it's essentially the same.

You’ll see the indicator update in real time until the link becomes available (pay close attention to the 'Link Creation' section):

Now that we understand what every section of the Payment Tool means, let's fill in some actual examples for every 'Payment Type'

The Master Form

Payment Tool sections

Payment Type

Let’s break down each payment type one by one:

For What Client

✅ How to avoid this

Sales Call ID

Payment ID

Set Source, Closer, Setter, Triager, and Affiliate

Link Creation