A software subscription review template for small teams
Capture the cost, owner, renewal date and notice requirement needed to make the next software decision.
A useful subscription register answers a short set of questions: what are we paying for, who uses it, who owns the decision, and when can we change it? Start with checked records for the tools you already know about. A manually maintained list should not be presented as an automatic audit of every subscription.
Create one record per actual billing arrangement
Record vendor, plan, price per billing cycle, currency, renewal date, notice period and decision owner. Link the vendor evidence in your internal records. If departments pay separately, check whether those are separate plans before combining them.
The HeadsUp free planner uses entered USD amounts. A $45 monthly charge becomes $540 annualized; a $540 annual charge is already $540. This arithmetic does not include future changes, usage charges, tax or currency conversion unless reflected in your inputs.
- Plan and billing source
- Price and monthly or annual cycle
- Owner, renewal and notice requirement
Review the reason to keep the plan
Ask the owner what work depends on the subscription, whether all paid seats are still needed, and what would be required to change it. A low-use tool may still have an important occasional purpose; usage alone does not make the decision.
For example, a ten-seat plan with seven needed seats creates a question for the owner and vendor. It does not establish a saving until pricing, minimums and effective dates are confirmed.
- Work that depends on the tool
- Seats needed for the next period
- Alternatives and switching work
Leave a dated decision record
Use the free Annual plan renewal or Paid seat review starting point to organize the next review. Download a copy and assign a calendar alert before the verified notice cutoff.
Record keep, investigate, reduce or cancel as a working decision. After contacting the vendor, record what was confirmed and when it takes effect. A saved HeadsUp workspace can hold multiple records; the free tool remains useful for a single review without an account.
- Decision and responsible person
- Vendor confirmation, if a change is made
- Next review date and checked evidence