Managing client payments on the go used to mean juggling spreadsheets, email reminders, and missed follow-ups. If you're running a digital marketing agency or service business, you know how quickly unpaid invoices pile up—and how much time you waste chasing them down.
GoHighLevel's Active Transactions feature in the mobile POS system changes that. It consolidates all your due and overdue invoices into a single, phone-accessible menu where you can review, edit, and collect payments instantly—whether you're in a client meeting or working from home. This guide walks you through exactly how to leverage this feature to streamline payment collection and never miss revenue again.
Ready to experience the difference? Start your free 30-day GoHighLevel trial (double the standard 14-day trial) and test Active Transactions with real clients.
What Are Active Transactions in GoHighLevel?
Active Transactions are the consolidated view of all invoices that require payment—whether they're due today, overdue by weeks, or scheduled for the future. Instead of scanning through your entire transaction history or digging through client folders, the Active Transactions menu brings them all into one accessible dashboard on your mobile device.
This feature is particularly powerful for agencies because it:
- Eliminates invoice blindness: You see exactly which clients owe money and how overdue the payment is
- Reduces follow-up friction: No need to email invoices again—just pull up the transaction and send a payment link instantly
- Increases cash flow: Studies show that quicker payment reminders improve collection rates by 30-40%
- Supports mobile-first operations: Manage everything from your phone, tablet, or laptop
- Integrates with GoHighLevel's POS: Links directly to your payment processing, so you can accept cards, ACH, and digital wallets
The Active Transactions feature sits inside GoHighLevel's Point-of-Sale (POS) mobile payments system, which is built for agencies, service providers, and small businesses that bill multiple clients regularly.
💡 Pro Tip
Active Transactions includes both invoices you've sent and recurring billing that's pending. If you use GoHighLevel's subscription billing, those pending charges automatically appear here—saving you from chasing down renewal payments manually.
How to Access Active Transactions on Mobile
Accessing Active Transactions is intentionally straightforward. Here's the step-by-step flow:
- Open the GoHighLevel mobile app on your phone or tablet (iOS or Android)
- Navigate to the POS menu from the main navigation bar (usually represented by a payment icon)
- Look for the "Active Transactions" tab — it should appear prominently at the top or in a sub-menu within POS
- View the full list of all due and overdue invoices sorted by priority (oldest/most overdue first by default)
- Tap any transaction to open the details view
The interface mirrors tools you may already use—like ClickUp or Asana for task management—so the workflow feels natural. Each transaction shows:
- Client name and account
- Invoice amount and currency
- Due date and days overdue (if applicable)
- Current payment status
- Payment method on file (if available)
Reviewing and Editing Active Transactions
Once you've opened an Active Transaction, you have full control to review and modify it before collecting payment. This flexibility is critical—not every invoice is perfect, and clients often dispute amounts or need adjustments.
What you can review and edit:
- Invoice amount: Adjust if there's a partial payment, credit, or agreed discount
- Payment notes: Add context (e.g., "Client approved partial payment of $500")
- Due date: Extend if you've agreed on a new payment timeline
- Payment method: Select which payment processor to use (if you have multiple integrated)
- Customer contact info: Verify email or phone before sending payment reminders
- Line items: Break down what the invoice covers (if you're creating a new one on-the-fly)
This granular control prevents embarrassing payment requests—like asking for $10,000 when the client only owes $8,500 after a partial payment two weeks ago.
This is built into GoHighLevel. Try it free for 30 days →
Collecting Payments Seamlessly
The entire point of Active Transactions is speed. Once you've reviewed the details, collecting payment takes seconds:
- Select your payment method: Credit card, ACH transfer, digital wallet (Apple Pay, Google Pay), or manual payment instruction
- Send the payment link: One tap generates a unique, secure payment link you can text or email to the client
- Track the status: GoHighLevel updates in real-time when the client pays, so you always know your cash position
- Apply the payment: Once received, the transaction automatically moves from "Active" to "Completed" and syncs to your accounting
The beauty here is flexibility. Some clients will pay immediately via link. Others might need you to collect the card in person (which you can also do directly in the app). Either way, you're never stuck waiting for an email response.
💡 Pro Tip
Use GoHighLevel's automation to send payment reminders automatically before an invoice becomes overdue. Set it up once, and Active Transactions will shrink significantly because clients pay on time. Fewer active transactions = less stress and better cash flow.
Best Practices for Payment Management
Having the tool is one thing. Using it strategically is another. Here's how top agencies maximize Active Transactions:
1. Review Active Transactions daily
Set a 5-minute morning habit: open the app, scan the list, and identify which transactions need attention that day. This keeps payment delays from snowballing.
2. Prioritize by days overdue
Don't waste time following up on invoices due in 3 days. Focus on anything 10+ days overdue first. Most GoHighLevel POS systems let you sort this way automatically.
3. Batch payment collection calls
Instead of chasing one invoice at a time, pull up Active Transactions and make calls to 5-10 clients in a single block. You'll establish momentum and collect faster.
4. Offer payment plan alternatives
If a large invoice is stuck, use the edit function to split it into a payment plan. Most clients will pay if you give them flexibility.
5. Archive paid invoices**
Once collected, move transactions out of Active status so your list stays clean and actionable.
Troubleshooting Common Issues
Why aren't all my invoices showing in Active Transactions?
Only invoices marked as "unpaid" or "partially paid" appear in the Active Transactions menu. If an invoice is fully paid, it moves to the completed transactions section. Check your Transactions tab if you need to find historical records.
Can I manually create an invoice in Active Transactions?
Yes. Many POS systems let you create a new transaction on-the-fly if a client owes you money that wasn't formally invoiced. Look for a "+ New Transaction" or "Create Invoice" button.
What payment methods are supported?
GoHighLevel integrates with Stripe, PayPal, Square, and other major processors. Check your GoHighLevel account settings to see which processors are enabled, and add new ones if needed.
Can multiple team members access Active Transactions?
Yes, but permissions depend on your GoHighLevel plan and role settings. You can usually assign team members specific clients or restrict viewing to transactions they manage.