Every Velosiq Help Center guide, organized by topic.
Set up your account and learn the basics
- Create your Velosiq account — Sign up for Velosiq in under a minute — all you need is your business name, an email address, and a password.
- Quick-start checklist: from signup to first invoice — The six steps that take a brand-new Velosiq account to a professional, payment-ready first invoice.
- Set up your business profile and logos — Add your company information, address, and logos so every invoice, proposal, and portal page carries your brand.
- Navigating Velosiq — Find your way around — the sidebar, the dashboard, global search, notifications, and the appearance settings.
- Choosing your plan — Compare Velosiq's Free, Starter, Professional, and Business plans — limits, features, and who each one is for.
- The product tour — Velosiq's guided walkthrough runs the first time you sign in and shows you around the app. Here's what it covers, how to skip it, and how to replay it.
Manage your client list, imports, and activity
- Add and manage clients — Create client records, understand which fields are required, and keep your client list organized with statuses and search.
- Import clients from a spreadsheet — Bring your whole client list into Velosiq at once from CSV or Excel — with automatic column mapping, smart name splitting, and duplicate handling.
- Client profiles and activity notes — The client detail page — contact info, a full timeline, notes, invoice history, and appointments, all in one place.
- Client statuses explained — The pipeline stages on your Clients page — the eleven you start with, which ones Velosiq sets for you, and how to rename or add your own.
- Customize your client statuses — Rename, recolour, reorder and add your own pipeline stages under Settings → Clients → Statuses.
- The client timeline — One chronological stream of everything that has happened with a client and everything still scheduled — invoices, payments, emails, appointments and notes.
- Automatic follow-up workflows — Schedule a sequence of follow-up emails for each pipeline stage, so a new lead gets a reply immediately and a nudge a few days later.
- Email templates for clients — Write reusable emails in a rich text editor, brand them with your own header and colours, then schedule them with follow-up workflows.
- Track where your clients come from — Record a source on each client, edit the source list to match your channels, and see which ones actually bring you work.
Create, send, and track professional invoices
- Create an invoice — Build professional invoices with line items, automatic numbering, due dates, and linked assets.
- Invoice statuses explained — What Draft, Sent, Paid, Partial, Overdue, and Cancelled mean — and how payments drive an invoice's status automatically.
- Send an invoice — email, PDF, or portal link — Three ways to deliver an invoice to your client, what happens to its status when you do, and which one to pick.
- Invoice templates — Ten invoice designs that apply everywhere a client sees the document — email, PDF, and portal — with live previews and one-click switching.
- The invoice activity log — Every status change, payment, and note on an invoice in one timestamped history — your audit trail when a client disputes a bill.
Record payments, accept cards, and automate reminders
- Record a payment — Log cash, check, and card payments against an invoice — partial payments, running balances, and a permanent audit trail.
- Connect Stripe to accept card payments — Link your own Stripe account to charge cards and offer secure online checkout — on every plan, with no added Velosiq fees.
- Charge a card on an invoice — Take a card payment over the phone or in person straight from the invoice — charged through your Stripe account, recorded automatically.
- Stripe checkout for invoices — Collect invoice payments through Stripe's secure hosted checkout — recorded on the invoice automatically the moment it completes.
- Automatic reminder emails — Email clients before an invoice comes due, chase it once past due, and remind them before appointments — set up once under Settings → Clients → Reminders.
Appointments, Google Calendar sync, and reminders
- Calendar overview — Month, week, day, and list views with drag-and-drop scheduling, colour coding, asset links, and a recurring-bill overlay.
- Create and manage appointments — Appointment fields, attaching assets, client links, and the four appointment statuses — scheduled, completed, cancelled, and no-show.
- Google Calendar sync — Push your Velosiq appointments to Google Calendar automatically — connect in one click, each team member with their own Google account.
- See recurring bills on your calendar — Overlay upcoming rent, insurance, and subscription due dates on your calendar with the recurring-expenses toggle.
- Your online booking page — Share one link and let clients book open times themselves — availability rules, buffers, blocked dates, and what Velosiq does not check.
Win work with e-signable proposals
- Create a proposal — Draft a professional proposal with line items, an intro message, terms, and private internal notes your client never sees.
- Send and track proposals — Email proposals with a Review & Accept button, follow the sent-viewed-accepted timeline, and read your funnel stats.
- Proposals: what your client sees — The client-facing proposal document — your branding, the line items, and one-click accept with a typed e-signature.
- Convert a proposal to an invoice — Turn an accepted proposal into a draft invoice in one click, with every line item, the client and the project link carried across.
- Your proposal funnel at a glance — Pipeline value, acceptance rate, average days to accept and accepted value — the four numbers that show how your quoting is really going.
Track jobs from lead to completion with full financials
- Projects overview — Track every job from lead to completion — statuses, budgets, contracts, and a live profit picture for each project you run.
- Project financials — revenue, costs, and profit — How Velosiq computes per-project revenue, collected cash, expense and labor costs, profit and margin, and how to keep them honest.
- Project feed, files, and team — The running history of a job, the documents attached to it, and who is assigned — the three tabs that keep a project's context in one place.
- Time tracking on projects — Log hours against projects with hourly rates — labor cost flows straight into project profit.
- Change orders — Track scope changes with a pending/approved/rejected workflow so every "while you're here…" is documented, priced, and billable.
Track spending, recurring bills, and your catalog
- Track expenses — Record business spending with vendors, categories, receipts, client job-costing, and billable flags.
- Recurring bills — Track rent, insurance, subscriptions and loan payments on a schedule — record or skip each cycle with a single click.
- Vendors and categories — Organize expenses with a vendor list carrying default categories, plus colour-coded expense categories that make reports readable.
- Products & services catalog — Build a price list of what you sell — items, labour and services — with a live margin preview and one-pick invoicing.
Track equipment, maintenance, warranties, and ROI
- Track your assets and equipment — Keep a register of vehicles, tools, and equipment — with statuses, values, warranties, and service dates in one place.
- Asset maintenance logs — Log every service against an asset with cost and receipt, optionally filing it as an expense so maintenance flows into asset ROI.
- Warranty and service alerts — Velosiq watches warranty expiry and next-service dates for you, with a warning window you choose and daily notification checks.
- Asset ROI: has your equipment paid for itself? — Cost basis, project-based revenue attribution, payback timelines, and ROI rankings for every asset you own.
Understand revenue, receivables, profit, and clients
- Understanding your analytics — The five analytics tabs, the cash-basis rule behind every revenue number, and which plans unlock what.
- Revenue and receivables reports — Revenue KPIs, trends, revenue by client, top products, and the A/R aging report that shows exactly who owes you what.
- Profit & loss — Twelve months of income against expenses with a net-profit line and margin — the report that says whether you are actually making money.
- Client value reports — See your top clients by cash collected, how fast each one pays, and a concentration warning when too much revenue rests on a single account.
What your clients see and how to share it
- Share the client portal — Give clients a branded, no-login portal for their invoices, proposals, and appointment requests — shared as a simple link.
- Invoices in the client portal — Clients see the real invoice document in your chosen template, print it cleanly, and browse their whole invoice history without emailing you.
- Appointment booking through the portal — Clients book from their portal by picking an open slot — it lands on your calendar confirmed, inside the hours you set.
Plans, team members, and notification settings
- Upgrade, downgrade, or cancel your plan — How Velosiq subscriptions work — Stripe-secured checkout, prorated plan changes, cancellation, and what the usage meters mean.
- Team members and roles — Invite your team with owner, admin and member roles — email invitations, seat limits, and how removal works.
- Notifications — The in-app notification center — live invoice status alerts and warranty warnings, with preferences you control.
- Emails from Velosiq — Choose which emails Velosiq sends you — product updates, tips, offers, and surveys — and how to unsubscribe.
- Sending feedback — Report a bug, suggest an idea, or ask a question from inside Velosiq — the Send Feedback form goes straight to our team.
- Reset or change your password — Reset a forgotten Velosiq password by email, or change it from Settings while you're signed in.
- The activity log — See every change made in your account — who did it, when, and exactly which fields moved.