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Run: SaaS Subscription Spend Review

A SaaS Subscription Spend Review template for reconciling licenses, usage, renewals, and duplicate tools so you can spot waste and assign clear follow-up act...

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Review Scope and Subscription Inventory

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

Usage vs. License Utilization

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

Duplicate Tools and Overlap Analysis

At least one overlapping or redundant tool category was identified, if applicable.
A preferred platform has been identified for each major business function, such as chat, file storage, or project management.
Rate how strongly each overlapping tool is justified by business need, adoption, or unique capability.
A specific consolidation, replacement, or retirement opportunity is documented for each duplicate tool.
Dependencies such as data export, integrations, user training, or retention requirements are noted before tool retirement.

Contract, Renewal, and Cost Control

Contract auto-renewal clauses and notice periods were reviewed for each material subscription.
Current pricing, volume discounts, and tier alignment were checked against actual usage and entitlements.
A plan exists to renew, reduce, renegotiate, or cancel each subscription before the next renewal date.
Enter the estimated annual savings from seat reclamation, consolidation, or renegotiation.
Select the action types identified during the review.

Findings, Corrective Actions, and Sign-Off

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

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