Recurring bills

Available on the Business and Team plans.

Rent, insurance, software, loan payments — the bills that arrive on schedule get their own system: the Recurring tab under Expenses.

These are bills you pay, not invoices you send. Velosiq has no recurring billing for clients and keeps no card on file for them; this is the outgoing side of the ledger only.

Setting up a recurring bill

Click New Recurring Bill:

  • Name — "Office rent", "Liability insurance"
  • Mode — two flavours:
    • Fixed amount — the bill is the same every cycle, like rent. Amount required.
    • Variable amount (remind me) — the bill changes each cycle, like utilities. You enter the amount when you record it.
  • Frequency — weekly, biweekly, monthly, quarterly, semiannual, annual, or a custom every-N-days
  • Start date and Next due date, plus an optional End date, so a 12-month lease ends itself rather than nagging you forever
  • Vendor, category, asset, payment method, account — inherited by every recorded payment, so you never retype them

Getting the vendor and category right once here is worth more than it looks: every future cycle inherits them, which means a recurring bill set up properly is a line of your profit and loss that stays consistently categorised for years without further thought.

Attaching a bill to a piece of equipment

The Asset field is the one worth pausing on if you own equipment. Storage, insurance and finance payments are the costs that decide whether a machine is actually earning its keep, and they are almost always recurring — so a bill that names the asset it belongs to is how those costs reach that asset's ROI instead of sitting in general overhead.

Tag the bill once and every payment you record from it counts toward that asset's cost basis. There is nothing to repeat each month.

Two things worth knowing:

  • It applies from now on. Tagging a bill does not go back and change payments you have already recorded — those stay exactly as they were entered. If you want the earlier ones counted, edit them individually from the Expenses tab.
  • Deleting the asset does not delete the bill. The bill survives with its asset field cleared, because a storage unit you are still paying for does not stop existing when you sell what was in it.

The due strip

Bills due within 30 days, or already past due, surface at the top of the tab with a Due soon (amber) or Overdue (red) chip and two buttons:

  • Record — confirms the amount and date, creates the real expense with all the bill's details already filled in, and advances the next due date by one cycle
  • Skip — advances the cycle without creating an expense, for the month the landlord waived or the subscription you did not actually get charged for

Nothing posts until you say so

This is the deliberate design decision worth understanding. A recurring bill is a schedule and a reminder, not an automatic bookkeeping entry. Nothing reaches your expense history until you press Record.

The alternative — posting expenses automatically on their due date — produces books full of payments that may not have happened: the cancelled subscription still charging, the insurance that went up, the invoice that never arrived. Requiring one click means your expense history only ever contains money that actually moved, which is the property that makes every report built on it trustworthy.

The cost is that you have to look. The due strip and the calendar overlay are there to make sure you do.

Statuses

Active bills track their schedule. Paused bills sit quietly until you resume them — useful for a seasonal cost you stop over winter. Ended bills, whether past their end date or ended by hand, keep their full history.

See them coming

Flip the Recurring expenses toggle on the calendar to overlay the next 12 months of due dates onto your schedule, so a renewal is something you planned around rather than something you discovered.