How to audit AI subscriptions, seats and usage credits
Review AI software costs across subscriptions, paid seats and usage credits, then decide what to keep, test or stop before the next commitment.
Read articleHEADSUP / JOURNAL03 — 04
Practical guides for HeadsUp.
Find answers, worked examples and useful templates for software costs, renewal dates and ownership. Choose a topic to find the next step for your work.
Costs & paid seats
Understand the charge basis and the capacity your business needs.
Annual vs monthly software: calculate the break-even point
Compare annual and monthly software billing with a worked break-even example, commitment checks and a simple decision worksheet for your team.
Read articleAnnualize monthly spend without losing the detail
Build a comparable view of software cost while preserving billing cadence and exceptions.
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A software seat review that does not start with deletion
Use evidence and owner confirmation to right-size access without disrupting work.
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Software offboarding: recover seats without losing work
Review software access and paid seats when someone leaves or changes roles, with an ownership handoff, billing check and evidence-based checklist.
Read articleRenewal dates & decisions
Plan the review before the vendor deadline and compare the next commitment.
Build a renewal calendar around the decision deadline
Work backward from a software renewal to notice, internal approval and evidence-review dates. Includes a dated example and calendar checklist.
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The cancellation notice date is not the renewal date
The earlier date often determines whether your next software decision is still yours to make.
Read articleHow to calculate a subscription cancellation notice date
Work backward from a renewal date with a 30-, 60- or 90-day notice period, then check the vendor’s actual cutoff rules.
Read articleHow to turn a renewal date into a useful calendar reminder
Calculate the notice date, choose an earlier review, and keep exported calendar entries aligned with the vendor record.
Read articleSaaS renewal negotiation: build the evidence first
Prepare for a software renewal discussion with usage evidence, seat requirements, comparable terms and a decision deadline before you contact the vendor.
Read articleTracking & ownership
Keep the evidence, responsible person and next action together.
The fields a software subscription spreadsheet needs
Build a software subscription tracker around cost, ownership, notice deadlines and next actions. Includes a practical field list and maintenance routine.
Read articleA software subscription review template for small teams
Capture the cost, owner, renewal date and notice requirement needed to make the next software decision.
Read articleEvery renewal needs an owner and an evidence trail
A simple operating pattern for turning subscription reminders into accountable decisions.
Read articleRecord vendor changes without rewriting history
Keep proposals, approvals and confirmed account changes as distinct facts.
Read articleBefore a free trial becomes paid: a review checklist
Evaluate a software trial before its first paid charge with clear success criteria, ownership, billing checks and a documented keep-or-stop decision.
Read articlePUT IT TO WORK
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