A small business SaaS subscription tracker for renewals, seats, and ownership
SubBuddy helps freelancers and small teams keep recurring software costs visible without building a finance operations process.
3 subscriptions free · no card · 2-minute setup
| Tool | Owner | Seats | Cost | Idle, a year |
|---|---|---|---|---|
| Google WorkspaceBusiness Starter · Maya | MMaya | 5/6 | $84 | |
| ChatGPTBusiness · Dev | DDev | 4/5 | $300 | |
| FigmaProfessional · Maya | MMaya | 2/4 | $384 | |
| CanvaBusiness · No owner | No owner | 1/3 | $600 | |
| NotionPlus · Sam | SSam | 6/6 | – | |
| GitHub CopilotBusiness · Dev | DDev | 2/2 | – |
6 idle seats cost
$1,368a year
Stack total $404.00/mo
Example team. Per-seat prices from SubBuddy's service catalog; seat counts are the ones a team records in its space.
How to track SaaS without overhead
A two-person agency can review Figma, Notion, ChatGPT, hosting, scheduling tools, and stock libraries by owner and client relevance instead of scanning card statements one charge at a time.
- The record
- Create a record for each software subscription with owner, purpose, renewal date, price, and payment method.
- The tags
- Use tags for department, client, deductible, seat count, annual contract, or cancellation candidate.
- The review
- Review high-cost and annual SaaS before renewals hit.
- The export
- Export records for tax prep, budgeting, or a quarterly software audit.
| name | amount | billing_interval_unit | renewal_date | tags | owner | client | seats_paid | seats_used |
|---|---|---|---|---|---|---|---|---|
| Figma | 720.00 | year | … | annual; client | Maya | Helios | 4 | 2 |
| Canva | 75.00 | month | … | client; cancel? | Helios | 3 | 1 | |
| Notion | 720.00 | year | … | annual | Sam | 6 | 6 |
What small teams need that generic bill trackers miss
- Notes can capture business purpose and cancellation context.
- Tags make client, department, and tax status reviewable.
- CSV import review helps clean existing software lists before tracking them.
Small teams lose money in the handoff
A tool starts for one client, one campaign, or one employee. Months later, the renewal is still active, the owner has changed, and nobody knows whether the subscription is still necessary.
Month 1
Maya starts Canva Business for the Helios launch. Three seats.
Canva Business$75.00
- Owner
- Maya
- Renewal
- Monthly, all in use
Month 5
Maya moves to another client. The seats stay where they were.
Canva Business$75.00
- Owner
- Maya, on another project
- Renewal
- Monthly, one seat in use
Month 12
Canva renews again. Nobody on the team remembers what it's for.
Canva Business$75.00
- Owner
- No owner
- Renewal
- Renews in 3 days
With an owner and a purpose on the record, a renewal always has someone who can answer for it.
More than one person managing the list?Team spaces add owners, clients, seat counts and a renewal review queue, kept apart from everyone's personal lists.Frequently asked questions
Can SubBuddy track business software subscriptions?
Yes. SubBuddy can store SaaS renewal dates, amounts, categories, tags, notes, payment metadata, and cancellation details.
Can this help with tax prep?
It can help organize records and business-purpose notes, but tax treatment should be confirmed with a qualified tax professional.
Is this for large procurement teams?
No. It is best suited to freelancers, households with work tools, and small teams that need clarity before formal procurement software.
Know what every seat costs before it renews.
Owners, purposes, renewal dates and tags on every tool, without a finance process to maintain.
3 subscriptions free · no card · 2-minute setup