Free SaaS Inventory Template

A simple template for freelancers, startups, and small businesses that want to track software subscriptions, renewal dates, owners, billing cycles, cancellation links, and recurring SaaS costs.

Maintained by CostLoop: https://costloop.app/

GitHub version: https://github.com/Cech1337/awesome-saas-management

How to use this template

  1. List every software subscription your business pays for.
  2. Add the owner responsible for each tool.
  3. Add the billing cycle, renewal date, monthly cost, and currency.
  4. Add invoice, contract, and cancellation links.
  5. Review each subscription before it renews.
  6. Mark each tool as keep, cancel, downgrade, consolidate, or renegotiate.

SaaS Inventory

Tool Vendor Category Owner Department Monthly Cost Currency Billing Cycle Next Renewal Status Cancellation Link Notes
Example Project Tool Example Vendor Project management Jane Doe Operations 29 USD Monthly 2026-09-15 Active https://example.com/cancel Review seats before renewal
Example Design Tool Example Design Inc Design Alex Smith Marketing 20 USD Annual 2027-01-20 Active Paid annually
Example Hosting Tool Example Hosting Hosting Sam Lee Engineering 49 USD Monthly 2026-09-01 Review Check if still needed

Software Owner Register

Tool Primary Owner Backup Owner Department Approval Owner Admin URL Billing Contact Last Reviewed Notes
Example Project Tool Jane Doe Sam Lee Operations Finance Lead https://example.com/admin [email protected] 2026-08-12 Primary owner approves renewal
Example Design Tool Alex Smith Jane Doe Marketing Marketing Lead https://example.com/admin [email protected] 2026-08-12 Check unused editor seats quarterly

Renewal Review Checklist

Use this before a monthly or annual subscription renews.

Basic details