Annual Subscriptions Audit Checklist

When to use this

Subscriptions creep. Run this once a year, ideally with the finance lead, to surface the things we still pay for and stopped using six months ago.

# Annual Subscriptions Audit Checklist

## Gather the list
- [ ] Pull all recurring vendor invoices from finance system
- [ ] Add SaaS subscriptions billed via company cards
- [ ] Add app-store / personal-reimbursed subscriptions
- [ ] Add memberships and professional bodies

## For each subscription
- [ ] Name of service
- [ ] Annual cost
- [ ] Active user count
- [ ] Owner (internal sponsor)
- [ ] Last actually used (estimate)
- [ ] Renewal date
- [ ] Cancellation notice period

## Verdict per subscription
- [ ] Keep — still needed, well-used
- [ ] Negotiate — keep but renegotiate at renewal
- [ ] Downgrade — fewer seats / smaller plan
- [ ] Consolidate — replace with existing platform
- [ ] Cancel — not used or duplicative

## Actions
- [ ] Cancellations scheduled (with notice period respected)
- [ ] Renewals re-negotiated with savings target
- [ ] Owners notified of decisions
- [ ] Updated subscription register stored in [location]

## Reporting
- [ ] Annual subscription spend (this year vs last)
- [ ] Savings achieved by this audit