Managing SaaS subscriptions and spend
Subscriptions cover the recurring SaaS tools your organisation pays for — separate from one-off software licences — so you can see renewal dates and cost in one place.
Adding a subscription
- Go to Subscriptions and click Add Subscription.
- Enter the name, vendor, and number of seats.
- Set the Renewal Date and cost (per month or per year — whichever your invoice uses).
- Optionally set Flag if unused after a number of days, and record the Last Used Date when you know it.
Spotting unused subscriptions
If you've set a "flag if unused" window on a subscription, it appears on the Alerts page once its last-used date falls outside that window — a useful nudge before an auto-renewal goes through for a tool nobody's touched in months.
Understanding your spend
The Spend page rolls up cost across devices, software, and subscriptions into one view, broken down by department. Use it to:
- See total monthly and annual IT spend at a glance
- Compare spend across departments
- Spot which category (hardware, software, or subscriptions) is driving cost
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Tip
Assign a Department to every subscription as you add it — the Spend breakdown is only as useful as the department data behind it.