Free SaaS spend tracker
One row per subscription, with the two columns most trackers leave out: the seats you actually use, and the last day you can cancel before the next renewal. Free, with no email box in the way.
Get the template
Free, no email address, no account. Copy it or download it and it is yours.
The column that changes the conversation
Most spend trackers list what you pay. This one lists what you pay for and nobody uses, which is a different number and a far more persuasive one. Seats purchased minus seats active, priced out, is spend with nothing on the other side of it.
It is also the number that survives being forwarded. “We spend a lot on software” starts a debate; “we are paying for 41 licences that nobody opened last month” ends one. The sheet does that arithmetic in two columns:
unused_seats = seats_purchased - seats_activewasted_spend = unused_seats * cost_per_seatEvery column, explained
Tool
The product name as it appears on the invoice, so it matches your card statement.
Owner
Who champions it internally and would notice if it disappeared.
Seats purchased
Licences you pay for, from the billing page.
Seats active
People who actually used it in the last 30 days, from the admin dashboard.
Unused seats
The gap between the two columns before it. This is the number worth showing your CFO, because it is spend with nothing on the other side of it.
= seats_purchased - seats_activeCost per seat
What one licence costs per year.
Wasted spend
Unused seats priced out. Sort by this column and the first three rows are usually the whole conversation.
= unused_seats * cost_per_seatAnnual cost
Total yearly cost of the tool as it stands today.
Renewal date
When it renews. The date you have to act before, minus notice.
Notice period (days)
How many days of notice the contract requires. Without this column the deadline below cannot be calculated.
Notice deadline
Same calculation as the renewal tracker: the last day cancelling still works.
= renewal_date - notice_period_daysDuplicate of
Another row in this sheet that does substantially the same job.
Keep / cut / negotiate
The decision, recorded before the renewal rather than after.
How to fill it in, in one afternoon
Pull the real numbers, not the remembered ones
Start with twelve months of recurring charges from your card and bank statements, then add anything invoiced annually from accounts payable. A self-reported list from department heads misses the subscriptions nobody remembers owning, which are the ones worth finding.
Get seats active from each admin dashboard
Almost every SaaS product will tell you monthly active users and last login dates somewhere in its admin area. This is the number that takes the longest to collect and the one that makes the sheet worth having, so do it before anything else.
Sort by wasted spend and read the top three rows
The unused-seats column multiplied by cost per seat is money leaving the business with nothing on the other side of it. Sorted descending, the first few rows are usually the entire conversation — and they are specific enough to act on without a project.
Time every decision to the notice deadline
A tool you want to cut that renewed last month costs you the full year regardless of what you decide today. Fill in the renewal date and notice period, let the deadline column calculate, and work the list in deadline order rather than in cost order.
Working through renewals rather than seats? The contract renewal tracking template covers every contract type rather than software alone, and the notice deadline calculator works out a single date without a spreadsheet at all.
Frequently asked questions
How do I track SaaS spend across the company?
Start from payment records rather than a self-reported list: pull recurring charges from the last twelve months of card and bank statements, add annually invoiced tools from accounts payable, then record cost, owner and renewal date per tool. Payment data is the only source that captures subscriptions nobody remembers owning.
What is the difference between seats purchased and seats active?
Seats purchased is what you pay for; seats active is how many people actually used the tool in the last month, which the admin dashboard of most products will tell you. The gap between them is money spent on nothing, and it is usually the fastest saving to act on at renewal.
Is this spend tracker free?
Yes, with no email address, no account and no trial. Make a copy of the sheet or download it, and it is yours to edit and share. We ask for nothing in return because a template behind a form is a template nobody links to.
How often should we review SaaS spend?
Once a quarter for the whole portfolio, and again 90 days before any renewal worth negotiating. Quarterly catches tools that quietly lost their users; the 90-day check is what gives you room to renegotiate or switch rather than confirming a decision that has already made itself.