Description
The AI tool stack grows fast. The cancellation list never keeps up.
Teams pick up a new AI subscription every few weeks and rarely drop the old ones, even once usage quietly drops to a handful of people. The renewal charge keeps hitting the card long after the tool stopped earning its seat.
This kit tracks every subscription’s cost, renewal date, and seat utilization together, so an underused tool shows up before it renews again — not after.
What you get
1. A 10-sheet Excel workbook
- Start Here — how the sheets connect
- Subscription Directory — every AI subscription, with billing cycle, seats, and monthly cost
- Seat Utilization Log — who’s actually using each seat, logged monthly
- Utilization by Tool — percentage of paid seats actually in use, per tool
- Department Spend Breakdown — which teams are driving your AI subscription spend
- Renewal Calendar — every upcoming renewal, with days until renewal flagged automatically
- Spend Log — every subscription charge, logged over time
- Monthly Spend Trend — total subscription spend trend by month, with a chart
- Subscription Lookup — type a tool, see its full cost and utilization record instantly
- Dashboard — total monthly spend, total wasted spend, tools renewing soon, and your most underutilized tool, live
2. An 11-page companion guide (PDF)
How to log seat utilization so a wasted-spend number actually means something, how to read the Renewal Calendar before a subscription auto-renews, what counts as an underutilized tool, and a short monthly subscription review routine.
3. A Notion template
An importable Notion workspace mirroring the key tracking tables, with a quick-reference section and a next-actions checklist.
Built for
- Teams whose AI tool stack has grown past what anyone can track from memory
- Operations and finance leads doing a quarterly subscription audit
- Anyone who has discovered, too late, that a tool renewed with almost nobody still using it
- Managers deciding which subscriptions to consolidate or cut before the next renewal cycle
What’s in the file
- 1 x Excel workbook (.xlsx) — formulas live and editable
- 1 x PDF companion guide, 11 pages
- 1 x Notion import file (Markdown) — key tables ready to import
- Delivered as a single ZIP, available immediately after payment
Compatibility
Microsoft Excel 2016 and later, Microsoft 365, Google Sheets, and LibreOffice Calc. Works with any AI tool, any team structure, and any naming convention — you enter your own data rather than being locked into a fixed list of vendors or categories.
This is a planning and organization tool. It does not constitute tax, accounting, legal, or financial advice. Results depend on the accuracy of the figures you enter.
Frequently asked questions
Does this cancel subscriptions for me?
No — it’s a tracking and visibility tool. Once it flags an underused tool or an upcoming renewal, cancelling is still a step you take yourself.
How many subscriptions can I track?
The directory ships with room for 20 tools — copy a row down to add more.
What counts as ‘renewing soon’?
Any subscription within 60 days of its renewal date, flagged automatically on the Renewal Calendar — you can adjust the threshold in one formula.
Will this work in Google Sheets?
Yes. Upload to Google Drive and open with Google Sheets — formulas, dropdowns, and the chart all carry over.
How is ‘wasted spend’ calculated?
The cost of paid seats with no logged usage that month, summed across every tool — fully visible in the workbook, nothing hidden.
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