Subscription tracking
One reliable list of every SaaS and AI subscription
Renlyst gives your team a single inventory of the software you pay for: who owns it, what it costs, how it is billed and when it renews. You add records by hand or import a spreadsheet you already keep. Nothing is pulled from your bank or your vendor accounts.
In development. Renlyst has not launched yet. This page describes how the first release is designed to work; details may change before launch.
What each subscription record holds
Only a few fields are required: vendor, product, billing type, amount, currency and billing frequency. Everything else is optional, and a missing value stays visibly unknown instead of being guessed.
- Vendor, product and labels
- Vendor and product names (custom names are fine), a category such as AI, an optional department tag and plain-text notes. One vendor can have several products, and one product can have several subscriptions, for example per team or region.
- Cost and billing
- Billing type (fixed recurring, per seat, or usage-based estimate), amount and currency, and frequency: monthly, quarterly, yearly or a custom cycle of 1 to 24 months. A free plan is recorded as a known $0, not left blank.
- Seats
- Seats purchased and seats needed, both entered by you. “Needed” is your team’s own assessment; Renlyst does not measure who actually logs in.
- Dates and terms
- Start date, next renewal date, auto-renew (Yes, No or Unknown — never assumed Yes) and the vendor’s notice period in calendar days, which drives the cancellation deadline.
- Ownership
- A Subscription Owner — an active member of your workspace — or a clearly shown “Unassigned”. Ownership means responsibility for the tool and its reminders; it does not change who can see or edit the record.
Subscriptions
4 records · base currency USD
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Design suite Active
$100 est. monthly
Owner: Dana · $1,200 / year
Renews 2027-03-31
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Project tracker Active
$96 est. monthly
Owner: Unassigned · 8 seats × $12 / month
Renews 2026-12-15
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AI writing assistant Active
$30 est. monthly
Owner: Sam · $30 / month · Category: AI
Renewal date unknown
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CRM Pending Cancellation
$150 est. monthly
Owner: Lee · $450 / quarter
Ends 2026-11-30
Example data. “Est. monthly” is a normalized figure — a $1,200 yearly plan shows as $100 a month, which is not a claim that $100 was charged this month. See how spend is normalized.
Four statuses that match what really happened
A subscription’s status tells you whether it still costs money, so recurring totals and reminders stay correct.
| Status | What it means | Counted in recurring spend and plan limit | Renewal reminders |
|---|---|---|---|
| Active | In use and expected to keep billing. | Yes | Yes, when the renewal date is known |
| Pending Cancellation | You confirmed a cancellation with the vendor, but access and billing run until an effective end date. | Yes, until the end date | Cancellation-related reminders |
| Cancelled | Recurring charges ended on the effective end date. | No | No |
| Archived | Hidden from the active list; history is kept and the record can be restored. | No | No |
Deciding to cancel does not, by itself, mark a subscription Cancelled. You record the confirmation from the vendor and the effective end date, so totals never drop on an intention alone. Archiving an active subscription warns you that its forecast and reminders will stop, even though your contract with the vendor does not change.
Start from the spreadsheet you already have
Most teams already keep some list of tools. CSV import turns it into an inventory without retyping, and shows you exactly what will happen before anything is created.
Upload and map columns
UTF-8 files separated by commas, semicolons or tabs. You choose the decimal and date format and map columns to fields; an unlabeled number column is never silently read as an amount.
Preview every row
See which rows will be created, which look like duplicates, which are invalid (with the row number and the reason) and which would go over your plan’s subscription limit.
Decide on duplicates
Likely duplicates are skipped by default. You can choose “Create anyway”, because two identical subscriptions are sometimes legitimate.
Confirm, then get the results
Valid rows are created only after you confirm. Invalid and skipped rows can be downloaded as an error CSV to fix and import again. Running the same import twice does not create copies.
Import preview · tools-2026.csv
10 rows · comma separated · dates YYYY-MM-DD
- Ready to create8
- Likely duplicate · Skip1
- Invalid · row 7: amount is missing1
- Over plan limit0
Limits per import: up to 2,000 rows and a 5 MB file. Your plan’s active subscription limit is checked before each record is created.
Keep the list useful day to day
Search, filter, sort
Search by vendor or product. Filter by status, category, owner, currency or department, and sort by date, amount or name.
Careful bulk actions
Archive records or assign an owner to many at once, with a preview of how many records will change. Bulk edits to prices are deliberately left out.
History and export
Price, seat and frequency changes keep a dated history. Export the current filtered list to CSV, including original amounts, currencies and normalized figures.
Who can do what follows four workspace roles: Owner, Admin, Member and Viewer. Viewers can see the inventory but not change it; Members and above can add, edit, import and export records.
What Renlyst does not do (yet)
We would rather you know the limits now than discover them after launch.
- No bank, card or invoice connection. Renlyst does not read transactions or invoices; you enter subscriptions or import them from a CSV.
- No automatic discovery. It does not scan Google Workspace, Microsoft 365, single sign-on logs or browsers to find tools people use.
- No usage measurement. Seats needed is a number you enter, not login or activity data.
- CSV import adds, never overwrites. Existing subscriptions are not updated from a file; updating by import may come later.
- No contract storage. There are no document uploads; keep a reference in the notes field.
- Recurring costs only. One-time purchases are not part of the inventory, and import accepts CSV files only.
Explore the other features
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SaaS spend analytics
Monthly, quarterly, yearly and per-seat costs turned into one comparable monthly figure and an annualized run-rate, across currencies.
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Renewal management
Renewal dates and the earlier cancellation deadlines, email and in-app reminders, and a record of every renewal decision and outcome.
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Savings opportunities
Rule-based prompts such as excess seats and high-cost renewals, with estimates kept apart from savings you confirm with evidence.
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AI spend management
Mark subscriptions as AI and see their estimated monthly cost on its own, including usage-based tools you estimate yourself.
See all Renlyst features, use cases by role, compare planned launch pricing, or read the frequently asked questions.
Replace the spreadsheet nobody trusts
Join the early access list and be among the first teams to bring their subscription list into Renlyst.