Keep a subscription register

Compare the services in use with invoices and renewal emails. Include trials: they may have a first billing date even though no payment has appeared yet.

Give every entry a named owner. “The whole team” describes who uses the service, not who checks its renewal.

• Service name and a link to subscription settings.
• Project, owner and a person who can cover their absence.
• Next billing date, interval, amount and currency.
• Card name and last four digits.

Seat counts and usage can change the price. If you copy an amount from an old invoice, label its billing period and mark the next amount for review.

For example: “Renews October 15; amount depends on seat count.” Use the service's billing page for the date and plan details.

Pick a day to review upcoming renewals, such as Monday. Ask owners whether the service is still needed and whether the plan has changed. Assign cancellation to a specific person.

Cancel in the service itself and keep the confirmation with the record. A spreadsheet entry marked “cancelled” doesn't stop billing.

When replacing a card, update the service's payment method and the last digits in the register. Walk the new owner through the next renewal and unresolved tasks.

Add services when you sign up, including free trials, so the first paid charge doesn't become your first record of the subscription.