SaaS Subscription Spend Review

Inspection template for reviewing SaaS subscriptions against active usage to identify unused seats, duplicate tools, and cost-saving opportunities.

Review Scope and Subscription Inventory

• Review period documented
  Record the audit window covered by this review, such as monthly, quarterly, or annual.
• Subscription owner identified for each tool
  Each subscription has a named business owner or system owner responsible for usage and renewal decisions.
• Complete subscription inventory reconciled
  The list includes all active SaaS contracts, including shadow IT or department-owned tools where known.
• Renewal dates captured
  Renewal or cancellation dates are documented for each subscription to support timely action.
• Annual spend recorded
  Enter the annualized spend for the subscription portfolio reviewed.
• License count recorded
  Enter the total number of purchased seats or licenses under review.
• Reference source attached
  Attach the source report, contract summary, or export used to build the inventory.

Usage vs. License Utilization

• Active users compared to purchased seats
  Enter the number of active users observed during the review period.
• Seat utilization rate calculated
  Enter the utilization percentage based on active users divided by purchased seats.
• Unused seats identified
  Unused or dormant seats are identified for reclamation, reassignment, or downgrade.
• Inactive accounts older than 30 days flagged
  Accounts with no meaningful activity for more than 30 days are flagged for review.
• License assignment matches current staffing
  Assigned seats align with current employees, contractors, and approved service accounts.
• Usage evidence reviewed
  Usage logs, admin reports, or analytics exports were reviewed to validate active use.

Duplicate Tools and Overlap Analysis

• Duplicate functionality identified
  At least one overlapping or redundant tool category was identified, if applicable.
• Primary system of record defined
  A preferred platform has been identified for each major business function, such as chat, file storage, or project management.
• Overlapping tools ranked by business value
  Rate how strongly each overlapping tool is justified by business need, adoption, or unique capability.
• Consolidation opportunity documented
  A specific consolidation, replacement, or retirement opportunity is documented for each duplicate tool.
• Migration dependencies identified
  Dependencies such as data export, integrations, user training, or retention requirements are noted before tool retirement.

Contract, Renewal, and Cost Control

• Auto-renewal terms reviewed
  Contract auto-renewal clauses and notice periods were reviewed for each material subscription.
• Discounts and pricing tiers validated
  Current pricing, volume discounts, and tier alignment were checked against actual usage and entitlements.
• Renewal action plan created
  A plan exists to renew, reduce, renegotiate, or cancel each subscription before the next renewal date.
• Estimated savings quantified
  Enter the estimated annual savings from seat reclamation, consolidation, or renegotiation.
• Cancellation or downgrade candidates listed
  Select the action types identified during the review.

Findings, Corrective Actions, and Sign-Off

• Deficiencies documented with owner
  Each deficiency or non-conformance is recorded with an assigned owner and due date.
• Corrective actions assigned
  Corrective actions are assigned for unused seats, duplicate tools, or contract issues found during the review.
• Follow-up review date set
  Schedule the next review date to confirm savings actions were completed.
• Inspector notes
  Summarize key observations, risks, and recommendations from the review.