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Subscriptions

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The Subscriptions area, found under the Optimize section, is where platform users can record and maintain SaaS application cost and renewal information. This data feeds directly into key reporting areas, including the Cost Summary Dashboard, allowing organizations to monitor spend, forecast renewals, and identify opportunities for optimization.

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How Subscriptions are displayed can be changed by Card vs Table view.

Within the Subscriptions view, users can:

  • Add new subscription records.

  • Edit or update existing subscription details.

  • View subscription data that drives cost analytics and renewal tracking across the platform.

New subscriptions are added by selecting the plus (+) icon in the top-right corner of the screen. Existing subscriptions can be updated by selecting the Edit Subscription button.

 

Adding a Subscription

When creating a new subscription, complete the following fields:

  1. Application – Select the application from the searchable list of SaaS apps already defined in the platform.

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  1. Basis of Cost – Define how the subscription is charged:

    • User – Cost is based on the number of active users.

    • Organisation – Cost is applied at a flat organizational level.

    • Machine – Cost is based on device or endpoint counts.

    • User Block – Cost is based on defined user ranges (requires a minimum and maximum number of users for the block).

  2. Quantity – Enter the number of units (users, machines, or blocks, depending on the basis).

  3. Cost – Enter the unit or block cost of the subscription.

  4. Interval – Select the billing frequency (e.g., monthly, quarterly, annually).

  5. Renewal Day – Specify the renewal date, determined by the chosen interval.

  6. Cost Currency – The currency in which the subscription is billed.

  7. Local Currency – The equivalent value in the organization’s local reporting currency.

Once complete, select Add Subscription to save the record.

 

How Subscription Data Is Used

  • Cost Dashboards – Subscription data automatically populates dashboards such as Cost Summary, enabling visibility of total spend, cost trends, and renewal schedules.

  • Optimization – Provides the foundation for cost-rightsizing and identification of savings opportunities.

  • Forecasting – Supports budget planning and renewal negotiations by highlighting upcoming commitments.