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Finance & Admin

Subscription Audit & Renewal Tracker

Every SaaS subscription logged, with renewal dates and a 'cancel if unused' score.

Saves about ~1 hr per week

What it does

  • Finds subscription charges in your email and bank feed
  • Logs each sub with amount, renewal date, and usage score
  • Scores subscriptions by whether they're worth keeping
  • Sends a monthly audit report of everything renewing soon

How it works

  1. Subscription emails scanned
  2. Each sub logged with its renewal date
  3. Usage score assigned from activity signals
  4. Monthly audit report sent

What's included

  • Subscription detection
  • Usage scoring
  • Monthly audit

Set it up yourself

Follow these 4 steps in order. You will need accounts for: Gmail, Sheets.

Step 1: Scan subscription mail

  1. In Gmail search 'receipt OR subscription OR renew' — or create a label for subscription emails.
  2. Pull subscription-related emails into the workflow (or a sheet of the search result).
  3. Also use your bank/Stripe exports if you have them.
  4. Extract per email: vendor, amount, next renewal.
  5. Test the scan finds your known subscriptions.

Watch out: Combine mail + bank exports — email misses subscriptions paid with an auto-charged card that sends no receipt to you.

Step 2: Build the tracker

  1. Tracker sheet: Vendor, Amount, Billing Period, Renewal Date, Usage Score, Decision (keep/cancel/watch), Email.
  2. Dedupe the same vendor across months (keep the newest renewal).
  3. Note the cancel method (dashboard URL) per vendor.
  4. Have the workflow update renewal dates as new scans come in.
  5. Test the dedupe.

Watch out: The dedupe across months is what keeps this usable — a vendor listed 5 times (once per billing cycle) turns the report into noise.

Step 3: Add the scoring rule

  1. Usage score inputs: days logged in, feature usage, last password reset, login frequency (from your SSO or the vendor's export if any).
  2. Default score 'unknown' where no data.
  3. Rule: score < 3 and renewing in 60 days → 'cancel candidate'.
  4. If you track seats, weight unused seats heavily.
  5. Test the scoring on your own stack.

Watch out: Only trust the score where you have real signal — an 'unknown' is a call to investigate, not a cancel trigger. Never auto-cancel.

Step 4: Send the monthly audit

  1. Monthly (day 1) report: everything renewing within 60 days, sorted by cancel-worthiness.
  2. Include for each: amount, renewal, decision, cancel link.
  3. Email it to yourself/team.
  4. Mark the report so you act on it (no 'we looked last time' trap).
  5. Review quarterly what you actually canceled vs the score predicted.

Watch out: The report is only useful if it drives a budget decision — a monthly reminder to 'cancel the unused' that never happens is a self-congratulation email. Set a fixed review hour.

Frequently asked questions

What does the Subscription Audit & Renewal Tracker automation do?

Every SaaS subscription logged, with renewal dates and a 'cancel if unused' score. Finds subscription charges in your email and bank feed

How much time does Subscription Audit & Renewal Tracker save?

It is estimated to save ~1 hr per week. Actual savings depend on your volume.

Which tools does Subscription Audit & Renewal Tracker use?

It works with Gmail and Sheets.

What does Subscription Audit & Renewal Tracker include?

Subscription detection, Usage scoring, Monthly audit.

Can I set up Subscription Audit & Renewal Tracker myself?

Yes. The do-it-yourself guide on this page walks through 4 steps, from getting access to testing the finished automation.