Another renewal email? Use a software subscription tracker

A renewal reminder arrives for an app nobody remembers choosing. Before deciding to keep or cancel it, find out who owns it, who uses it and what the agreement says. Our free tracker puts those questions in one place.

One subscription per row

Start with the supplier invoice or current contract. Record the service and plan, a business owner, paid and used seats, billing period and currency. Use the owner field for the person who can explain why the service is needed, rather than assuming that the person receiving the invoice makes that decision.

Enter the whole period cost

The Period cost column expects the total charge for the chosen billing period, excluding VAT. It does not expect a per-seat figure unless there is only one paid seat. Choosing Monthly multiplies that amount by 12 in the Annual equivalent column; Annual leaves it unchanged. Keep currencies separate. The result is a comparison aid, not a cash-flow forecast or a promised saving.

Record the notice deadline as well as renewal

A renewal date and the last day to give notice may be different. Copy both from the agreement, with a reference in Notes. The fictional example shows an annual service renewing in November with a notice deadline in October. It is an example of what to record, not a rule about your supplier.

Review before changing anything

Use Keep, Review or Cancel as a decision record. Check dependencies, required exports and approval before actually changing a service. The worksheet does not cancel subscriptions. Its example prices are invented supplier costs, not hostme.ie prices. Start with the next renewal in your inbox and work outward from there.

Pair the tracker with your equipment inventory.

Need help applying this to your business? Talk to hostme.ie on WhatsApp.