Subscriptions

Subscriptions track anything that recurs on a schedule — SaaS, recurring bills, or recurring income like retainers. Each subscription has a type — expense (the default) or income — and every renewal posts a transaction of that type automatically, showing on the Calendar. The same renewal is never posted twice.

What you can do

Browse everything on the Subscriptions page, which shows stats cards and filters, and add a new subscription at any time. Open a subscription to edit it, or pause it by toggling Active off.

You can update many subscriptions at once on the bulk-edit page (see Bulk edit), bring entries in from a file via import (see Import CSV), and download your data from the exports page (see Export data). To see what your subscriptions cost normalized to a monthly or yearly basis, open Subscriptions insights.

Fields you fill in

• Name — required service or product name, up to 255 characters.
• Cost — required, non-negative number.
• Type — income or expense; defaults to expense. Determines the type of the transaction each renewal posts.
• Billing period — required: weekly, monthly, quarterly, or yearly.
• Billings per period — a whole number from 1 to 52; defaults to 1. Use 2, for example, to post twice per period.
• Billing date — required anchor date. The next renewal is calculated from this, and each renewal moves the anchor forward.
• Currency — defaults to your workspace currency.
• Notes — optional, up to 10,000 characters; shown as a gray subtitle on the list.
• Active — a toggle, on by default. Only active subscriptions renew.
• Tags — optional.

Subscriptions don't have a client field — they stand on their own.

The list

The list shows these columns:

• Service — the name; notes appear as a secondary line.
• Cost — formatted currency with aligned decimals, colored green for income and red for expense.
• Type — an income or expense badge. Hidden by default; turn it on from the column picker (see Customizing columns).
• Period — the billing period label.
• Status — an active or inactive badge.
• Billing date — the next renewal, highlighted when it's due this calendar month (hidden on narrow screens).
• Tags.

You can filter by name, billing period, status, tags, and a "due this month" flag. Stats cards at the top show the total number of active subscriptions, the monthly-equivalent cost (annual totals divided by 12), and the total due this month.

Workflows

Add a subscription

1. Open the new subscription form.
2. Enter the name, cost, billing period, billings per period, and billing date.
3. Pick a currency, and optionally add notes and tags.
4. Save. It's active by default and will renew at the next scheduled date.

Pause a subscription

Toggle Active off. The subscription stays in the list (and you can still filter for it), but it won't renew. Toggle it back on to resume.

Bulk edit

Edit any of: name, cost, type, billing period, billings per period, billing date, currency, tags, and active. Fields you leave alone stay untouched.

Delete a subscription

Use the Delete button on the subscription's edit page, then confirm. Deleting a subscription doesn't remove the renewal transactions it already posted — those stay in your books.

How renewals work

When a subscription is active and its billing date arrives, Ceum automatically posts a transaction for it — an expense for expense subscriptions, income for income subscriptions. The transaction is dated on the renewal day, described as <service> (<period>), and uses the subscription's cost and currency. Then the next billing date moves forward by one period.

The same renewal is never posted twice. If a subscription was missed for a while — say it sat idle for three months — Ceum catches up by posting each missed renewal in date order, so you'll see three separate transactions rather than one merged charge.

Calendar visibility

Subscriptions show as renewal chips on the Calendar when "Show subscription renewals" is turned on in calendar settings (it's on by default). You can change the chip color there too.

Import and export

• Import — accepts CSV, XLS, or XLSX files. Columns: Service, Tags, Cost, Type, Currency, Billing Date, Period, Times per Period, Active. Type is optional and accepts income or expense; a blank cell defaults to expense. A row that already matches an existing subscription updates it; otherwise a new one is created.
• Export — CSV, XLS, or PDF. Columns: service, tags, cost, type, currency, date, period, times per period, active — all nine by default, in that order.

Tips and edge cases

• No client link. If you need a client view of recurring revenue, use a Tag per client.
• Past renewals are settled. Once a renewal has been posted, editing the subscription doesn't retroactively change transactions that already happened.
• Pausing doesn't delete history. Prior renewal transactions remain in your books.
• Catch-up runs in date order. A subscription idle for three months produces three transactions, not one merged charge.

On mobile

• Native pickers — cost uses the numeric keypad, the billing date uses the platform date picker, and type and status are segmented toggles.
• Read-only when offline — you can browse and open subscriptions offline, but creating one is disabled until you reconnect. See Offline support.
• Renewals still post automatically server-side, exactly as on web; bulk edit and import/export run from the web app.