CostLoop helps small businesses, freelancers, and teams track software subscriptions, license renewals, recurring costs, and cancellation links - all in one place. Free to start.
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Most subscription tracking starts with a spreadsheet. That is the wrong place to start.
The right place is your inbox. Because every SaaS tool you've ever paid for sent you a receipt. Those receipts are still there.
CostLoop Email Scanner connects to Gmail or Outlook via read-only OAuth, scans 12 months of billing emails, and shows you every active subscription automatically. You review the list, choose what to import, and your CostLoop dashboard is populated instantly.
SaaS Audit and SaaS Discovery Guide for Small Business
A SaaS audit is a structured spending review of every software subscription your business pays for - what it costs, who uses it, and whether it's earning its place in the budget. This subscription discovery process typically uncovers recurring charges from forgotten tools alongside the known stack. For most small businesses, one thorough audit takes 2-3 hours and uncovers 15-25% of software spend that delivers little or no value. That's not a guess; it's what business owners consistently find when they actually sit down and look. Here's exactly how to run one.
Step 1: Pull all payment sources (30 minutes)
You cannot audit what you haven't found. Start by pulling every statement where software charges could appear. For most small businesses, that means: the main business bank account, the company credit card, any personal cards used for business tools, PayPal if anyone on the team has ever used it for software, and any corporate card accounts belonging to team members who purchase tools independently.
SaaS Offboarding and License Management: What Happens When Staff Leave
When someone leaves your company, HR processes kick in - final paycheck, equipment return, maybe an exit interview. What usually doesn't happen: SaaS offboarding. Most businesses skip a systematic review of every SaaS account that person had access to. The result is that departed employees often retain active logins to company tools for months, and the company keeps paying for those seats the whole time.
This isn't a negligence problem. It's a visibility problem. Most small businesses don't have a clear record of which tools each person uses, who owns the vendor relationship, or which email address is the account admin. When someone leaves, there's no checklist to follow because nobody built one.
The consequences are two-sided. One is financial - you're paying for software a ghost employee isn't using. The other is a security risk that's easy to dismiss until something goes wrong. Let's cover both, and then walk through a practical offboarding process you can actually implement.
