What you can see
We keep the original messages, files, staff edits, and reasons pending approval that come in from email, Substack, Instagram DM, and your website form, and use them as evidence for next week's improvements.
What Velros AI runs
We gather signals about subscriptions and billing, cancellations and refunds, patronage, and tips and feedback from across channels, remove duplicates, and set priorities.
Paid Newsletters & Media
Subscription and billing questions, cancellations and refunds, tips and feedback, and ad inquiries scatter across channels, but Velros AI gathers them so the right person picks it up instead of it sitting unseen.
- Billing vs. cancellation sorted
- CAN-SPAM unsubscribe honored
Here's the inquiry. Here's how it gets handled.
The requests that arrive at Paid Newsletters & Media every day, kept on one screen along with what to confirm and what to improve next.
The order a person kept by hand, moved over as it was.
- Sort Pull scattered messages from your Shopify inbox, email replies, Instagram DMs, and WhatsApp into billing, cancellation, support, and tips.
- Check Cross-reference subscription status, payment history, and the latest send log to pin down what actually went wrong.
- Draft Write a reply that fits the case, with the cancellation steps and refund terms spelled out plainly.
- Approve Refunds, cancellations, and ad-rate quotes go to an approval card so you press the button before anything ships.
What stops
Cancellations and refunds, subscription price changes, ad rates, subscriber personal-data changes, and mass sends run only after the editor or the responsible person confirms them.
The channels stay. Only the work a person confirms is separated out.
Billing vs. cancellation sorted · CAN-SPAM unsubscribe honored · Refunds ship only after approval
What a person confirms runs on a single thread.
Rather than adding another screen, we sort the work arriving on the channels you use and separate out only the decisions a person should see.
The same channels
Without adding new tools, we layer Velros AI on top of the email, Substack, Instagram DM, and website form you already use. We build the screens, approval queue, and reports you need together, and keep refining them as you operate.
Paid Newsletters & Media
- Billing vs. cancellation sorted
- CAN-SPAM unsubscribe honored
- Refunds ship only after approval
Someone who knows the industry sets the rules with you.
A Velros operations designer and an experienced practitioner turn your standards for subscriptions, cancellations and refunds, patronage, and ad inquiries into real operating procedures.
The Velros operations design team
Industries rule design and weekly improvement
It keeps improving
Staff edits and the reasons work was held get gathered into next week's operating rule.
A person's time
Less repeat checking, and more of the day on the decisions and the growth that matter.
In depth
While you answer a tip email, the next issue slips past deadline
Running a paid newsletter looks like it's all writing, but the day gets eaten first by billing, cancellation, and refund questions. Replies land scattered across your Substack or Beehiiv inbox, Instagram DMs, and a Stripe billing thread, and one person fields all of it while sponsor pitches and reader tips pile into the same inbox. The repetitive part, like confirming a charge or walking someone through their plan, looks the same every time, but whether to refund, what rate to quote a sponsor, or whether to run a tip is a call a human has to make. Clearing everything up to that call is what steals your writing time.
From the first message to done
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Scattered questions land in one place
Replies from your Substack or Beehiiv inbox, Instagram DMs, Stripe billing emails, and sponsor or tip messages get pulled into a single list, so a person can see at a glance who asked what.
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Sorted by type, with drafts ready
Routine items like charge confirmations and plan questions get a reply drafted for you; anything needing judgment, like refunds, cancellations, or sponsor rates, is split off into an approval card with the relevant billing record attached.
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Only what you confirmed goes out
Routine replies go out after you check them; anything that moves money or grants an exception waits on an approval card until you tap it. Sponsor pitches and reader tips are set aside for a person to decide the direction.
What a person confirms
- Refunds and cancellations
- Reversing a paid subscription or refunding an unused period is money leaving your account. The charge date, plan, and prior history come attached, but whether to approve it is yours to tap.
- Sponsor and ad rates
- What to quote for a newsletter sponsorship depends on your list, the relationship, and available slots. A draft quote gets prepared; you set the final number.
- How to handle a tip
- Whether to run a reader tip, and how far to verify before it goes out, is an editorial call. The tip is written up for you, but follow-up and publication stay with a person.
Deadlines and duties you can't miss
- Promotional email rules
- Any send carrying advertising or sponsored content must use an accurate subject line, identify itself as an ad, give a real physical address, and include a working unsubscribe link that you honor promptly (CAN-SPAM Act of 2003).
- Easy cancellation
- For a recurring paid subscription, canceling must be at least as simple as signing up was, the FTC's 'click to cancel' standard, and you must clearly disclose the renewal terms and price before the charge (FTC Negative Option Rule).
- Honoring opt-outs
- Once a subscriber unsubscribes or opts out of marketing, you must stop sending them promotional email within the required window and cannot sell or transfer that address to keep mailing them (CAN-SPAM Act of 2003).
CAN-SPAM Act of 2003 (15 U.S.C. §7704) and the FTC Negative Option Rule (16 CFR Part 425)
Common questions
- Will email go out to subscribers without me checking?
- No. Even routine replies go out only after you review them, and anything touching money or an exception, like refunds, cancellations, or sponsor rates, stays put until you tap the approval card.
- Do I have to switch off Substack or Beehiiv?
- No. Your sending tool and your Instagram and email channels stay where they are; this only adds the front end that gathers scattered questions and drafts the replies.
- Does this handle sponsor pitches and tips too?
- Yes. Sponsor and reader-tip messages get gathered alongside billing questions, sorted by type, and set aside so a person decides how to handle them.
We'll find what to cut first in Paid Newsletters & Media, together.
Where the inquiries land, the order your staff check them in, and the rules a person applies last, laid out as one day of work.
Talk about our industryWhat comes in
Messaging, phone, search and email, in one place
What gets checked
What your staff decide, and what a person decides
What improves
Fewer repeat inquiries and fewer dropped follow-ups, every week