Free SaaS Subscription & Renewal Tracker

Why track SaaS subscriptions in 2026

Software prices moved a lot in 2026. A market report we based this tool on lists, among others, a reported 25% increase at Notion, about 58% at ClickUp, Jobber’s top plan going from $199 to $599 per user, Harvest switching to per-user pricing plus usage fees, and increases across products the report attributes to Bending Spoons (Airtable, Miro, Evernote, WeTransfer). Treat those figures as reported, not verified, but the pattern is real: auto-renewing plans quietly get more expensive, and small teams usually notice only when the card is charged.

A simple subscription list with renewal dates, owners and price history fixes most of this. You see what renews next, who is responsible for it, which seats nobody uses, and how much a price increase really costs per year.

How to use the SaaS renewal tracker

1. Add your subscriptions

Click Add subscription and fill in the name, price per billing cycle, currency and cycle (monthly, quarterly, yearly or a custom number of days). Tick “per seat” for per-user plans and enter seats bought and, if you know it, seats actually used. Add the next renewal date, the owner, a category and a card label with only the last four digits. To try it first, use Load sample data: every sample row is fake and marked “SAMPLE”.

2. Import from a spreadsheet or card statement

Already have a sheet? Save it as CSV, open Import / Export and map each column to a field. The importer recognises common headers such as “Service”, “Cost”, “Billing” and “Renewal date”, and handles quoted values, semicolon-separated files and European number formats.

3. Set your base currency and exchange rates

Under Settings, choose the currency you report in and type the rates you want to use. No live rates are downloaded, so the numbers stay predictable and the page works offline.

4. Get reminders before renewals and cancel-by dates

Download a calendar file (.ics) for one subscription or for all of them. Each renewal becomes an all-day event with an alarm a chosen number of days before; contracts with a cancellation notice period get a second “cancel-by” event. Import the file into Google Calendar, Outlook or Apple Calendar. When you open the tracker, a banner lists anything due soon, and you can allow a browser notification as well.

Worked example: what a price increase costs per year

Say your team has 12 seats on a plan billed monthly at $12 per seat, and the price goes to $15. That is a 25% increase. The annual impact is (15 − 12) × 12 seats × 12 months = $432 more per year. If only 8 of the 12 seats are in use, the 4 idle seats now cost 4 × $15 × 12 = $720 a year, more than the increase itself. The dashboard shows both numbers, so the cheapest fix is often removing seats before the next renewal.

A second example: an annual contract at $1,140 with 14 days’ notice that renews on 3 November must be cancelled by 20 October. With a 7-day reminder, your calendar alerts you on 13 October, in time to negotiate or switch.

Free subscription tracker vs paid SaaS management software

Dedicated SaaS management platforms such as Cledara, Zluri or Vendr connect to your finance and identity systems to discover apps automatically, and are generally sold to growing and mid-size companies through paid plans or annual contracts. If you have hundreds of apps and an IT team, that automation can be worth it. For a team with ten to fifty subscriptions, a spreadsheet is the usual alternative, but spreadsheets do not normalize billing cycles, convert currencies or put alarms in your calendar.

This tracker sits in between: it is free, needs no login, does not connect to your bank, and keeps the data on your device. The trade-offs are that you enter subscriptions yourself (or import a CSV), exchange rates are manual, and there are no reminders while the page is closed apart from the calendar alarms you download.

Tips to cut your software bill

• Fill in “seats used” at least once a quarter and remove idle seats before renewal.
• Record every price change so you can see which vendor raised prices the most.
• Use the “Alternatives” field to note cheaper or open-source options before the cancel-by date arrives.
• Assign an owner to every subscription so someone is responsible for the renewal decision.
• Export a JSON backup after big changes; your data lives only in this browser.