Salary, expected payments and recurring obligations
The things that come round every month and should not be left to anybody's memory.
Open in Flowra/personal/financeMonthly obligation
RepeatEvery monthAmount18,000,000DueThe 5th of every monthAuto-actionOne raisedCreation is keyed, so it never doubles.
What this is wired to
Where a salary is set up
A salary is tied to the company that pays it. In the workspace, open that company’s page from “Companies”; the “Salary and wages” section is right there. If you have no agreement yet, the section explains itself and shows the “Salary agreement” button.
This section is personal: “Only you can see this section.” No other member, not even the space owner, sees your agreement or your salary periods. You have one active agreement with each company.
Flowra is not payroll software: it doesn’t calculate salaries for team members and doesn’t issue payslips. Each person creates their own salary agreement to know what money should reach them, and when.
Creating a salary agreement
The net salary per period is the only required field. The destination account is the one the deposit should land on; the follow-up action is tied to that same account.
- On the company page, press “Salary agreement”
- Optionally give the agreement a title, then enter the net salary per period and its currency
- Choose the pay period: monthly, weekly or quarterly
- Enter the pay day (1 to 31) and the grace period in days
- Pick the destination account for the deposit and press “Create and start tracking”
Periods and expected payments
From the agreement, an “expected payment” is created for every period: monthly on the pay day, weekly every seven days, and quarterly every three months. In shorter months, the last day of the month is the due date. Periods are created whenever the page opens, so nothing slips through if you haven’t visited for a while.
An expected payment is only an expectation and books no income in the ledger. Each period’s card has a date, a status and a bar showing how much of the amount has arrived. The statuses: “On the way”, “Due today”, “In grace period”, “Overdue”, “Partially received”, “Received” and “Waived”.
Linking the deposit
A salary deposit is a real income transaction that you record on your account like any other income, from “Add transaction” or from Telegram. Then you link it to its period so the period knows it has arrived; the income is not recorded a second time.
Linking is explicit: Flowra doesn’t guess from the amount or the date, because the first time two equal payments fell in the same month it would get it wrong. And a transaction is never linked to the same period twice.
- Record the salary income on the destination account
- On the company page, press “Link deposit” on the open period
- Search the list of income not yet linked to any period; the ones with a matching amount are marked
- Pick the transaction; the period becomes “Received” or “Partially received”
Alerts and the follow-up action
Your salary raises alerts on your personal dashboard: three days before it’s due, on the due date, when it’s overdue and hasn’t arrived, when only part of it has arrived, and when the amount received differs from the agreement.
If no deposit is linked by the due date plus the grace period, a “Salary follow-up” action is created in your personal actions, with the missing amount and a due date; if the due date has passed, it gets high priority. Each agreement gets only one open action, for the most recent overdue period, so a long backlog never floods the board. Once the period is settled, that action closes by itself.
When a due date passes
The auto-action engine raises a follow-up keyed to that item. Which means exactly one is created, not zero and not one per page load, and closing it closes that loop.
This engine also runs in the background once an hour, so nobody has to open a page. Every action it creates also sends a finance notification, which reaches Telegram too if it’s linked. An automatic action you cancel yourself is never created again.
Waiving, editing and ending an agreement
For a period that shouldn’t be followed up, say a month of unpaid leave, press “Waive”; it gets no more alerts or follow-up actions.
Editing the agreement carries only the unpaid periods forward with the new figures; periods already received stay as they were. “End the agreement” stops future periods, and the history of payments received stays.
A salary agreement versus a recurring obligation
A salary agreement is about somebody you pay, with an amount and a period. A recurring obligation is anything else that comes round: rent, a subscription, an instalment. Their shapes are close and they are deliberately separate, because one is tied to a person and the other is not.
In Flowra, a salary agreement is money a company owes you, and an obligation is money the workspace has to pay every period.
Recurring expenses
“Recurring expenses” on each company page shows that company’s obligations and adds up the approximate monthly cost separately for each currency. Every obligation has an amount, a period, a category, a next due date and a payment account, and if this period has been paid it carries the “This period is paid” badge.
“Pause” holds the reminders and payment actions until “Resume”, without deleting the obligation. Deleting an obligation also removes its related open payment actions.
Creating an obligation
At the bottom of the form the amount and period are summed up, and the next three due dates appear right away. If the payment account’s currency differs from the obligation’s, the form warns you. You can also create an obligation from the transaction form: “Repeats every month” on a workspace expense creates its monthly obligation from next month.
- On the company page, press “New obligation”
- Write the title and the amount per period, and choose the currency
- Choose monthly, quarterly or weekly, and set the due day, the start and, if needed, the end
- Set the expense category, the project and the payment account if needed
- Leave “Create an automatic payment action” on and press “Add obligation”
The payment action and “This period is paid”
Five days before each due date, a “Pay …” action is created in that space’s actions and assigned to the space owner; if the obligation has a project, on that project’s board. If the due date has arrived or passed, it gets high priority.
When a recorded expense with the same category and roughly the same amount (within five percent) lands in the ledger in the same month and the same space, the obligation becomes “This period is paid” and its action closes by itself.
Why a receipt is explicit
A payment counts as settled when it is linked to a transaction, not when a similar amount is found in the ledger. Matching by amount goes wrong the first time two equal payments land in one month, and nobody notices.
The only exception is the “This period is paid” badge on obligations, which only closes a reminder and records no amount anywhere.
When the amount changes
Changing an agreement's amount affects future due dates, not what has already been paid. The past is a record, and rewriting it loses what was actually paid.
Who sees what
A salary agreement and its periods belong to their owner alone, and its alerts appear only on that person’s personal dashboard. Obligations belong to the workspace: every member of the space sees them, but creating, editing, pausing and deleting them is only for the space’s owner and editors. The payment action is assigned to the space owner.
Working hours, leave, projects and contracts
In Flowra, salary isn’t calculated from working hours, recurring schedules or leave; each period’s amount is exactly what you wrote in the agreement. Working hours and leave live in the calendar and the booking page, and if a period didn’t arrive because of unpaid leave, “Waive” is the tool for it.
Projects connect to this section in two ways: an obligation with a project puts its payment action on that project’s board, and a project’s contract and milestones are the other side of the money, meaning what a client owes you.
On phones
On a phone the company page is a single column: “Salary and wages” with a card for each period and full-width buttons, and “Recurring expenses” below it. The agreement form, the obligation form and the link deposit window open from the bottom of the screen.