I've been finding that keeping track of SaaS renewals is becoming like a full-time job. Recently, I had to chase down three auto-renewals for services that no one seems to remember purchasing. One's billed to the company card, another to a personal card of someone who left six months ago, and one was supposed to be just a free trial. I'm using a shared spreadsheet to monitor these subscriptions, but it never seems to be up to date. I'm curious, how does everyone else manage their SaaS subscriptions without getting bogged down in spreadsheets?
4 Answers
Let the services chase you! Just delay the payments a bit and see how many actually go through without your approval. Most won’t cancel your account right away if you don't pay right on time.
I switched everything to virtual cards for each subscription. It lets me match card aliases to the apps, and I set them to auto-cancel upon expiry. For essential apps, I load a full year's funds. You could also keep it all organized in a simple table or Google Sheet for easy reference.
We treat our software subscriptions just like hardware assets. It's definitely a challenge to keep track of what's owned and what's on lease, but it helps maintain control over both.
I keep everything in our inventory system. When a subscription is close to expiring, it automatically generates a ticket in our system, so I can address it without losing my mind over it.
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