Track what you spend on software

See what each software subscription costs, who owns it, when it renews, whether it is over budget, and how much is being paid for accounts nobody uses.

For: FinancePlan: Advanced

Before you start

A role that lets you view Finance. In the built-in set, administrators have that permission, and so do members of the “Finance” group. The “finance_manager” and “finance_approver” roles have it too; no group carries them, so an administrator gives one to a person by hand, as Roles, groups and permissions shows.
Setting owners, renewal dates and budgets needs a role that lets you manage Finance. In the built-in set, administrators have that permission, and so do members of the “Finance” group. The “finance_manager” role has it too; no group carries it, so an administrator gives it to a person by hand, as Roles, groups and permissions shows.
Bills for your software captured in Finance. The spend figures are built from them, so an app with no captured bill shows no spend. See Capture and approve a bill.
Optional, for the usage figures: Okta or Google Workspace reporting app usage. See Find the apps your company uses.

Read the page

Step 1: Open SaaS Spend
Go to FinanceFinance and click the “SaaS Spend” tab.
Step 2: Read the four tiles
“SaaS Spend” is the total, with the number of active apps. “Over budget” counts apps that have passed their annual budget. “Renewing ≤30 days” counts contracts that renew in the next 30 days and what they are worth. “No recent invoice (90d+)” counts apps with no bill for 90 days or more.
That last tile is a prompt to check, not a list of things to cancel: an app billed once a year and used every day carries it for most of the year.
Step 3: Check upcoming renewals
“UPCOMING RENEWALS” splits the contracts that are about to renew into “Next 30 days”, “31–60 days” and “61–90 days”, each with a count and a yearly amount. It only knows about apps that have a renewal date (step 5).
Step 4: Read the table
Each row is one app. “SPEND” has an arrow when it is rising or falling. “SEATS” and “COST / SEAT” show how many licences you pay for and what each costs. “USAGE” shows how many people are active and, in amber, how many accounts are idle; hover over the idle label to see roughly what they cost per month. “BUDGET (YTD)” compares spend so far this year with the budget and marks an app “over”. “RENEWAL” and “IN” show the renewal date and the days left.
A small red person icon next to a name means the app has spend but no owner.

Keep it accurate

Step 5: Set an owner, renewal date and budget
Click “Owner / renewal” at the end of a row. Fill in “Owner (email or name)”, “Contract renewal date” and “Annual budget”, then click “Save”. Enter the budget as a plain amount such as 5000 or 5,000.50; leave it blank to clear it.
Step 6: Set one owner on several apps
Tick the box on each row (or the box in the header for all of them). A bar appears above the table; click the button that reads “Set owner” followed by the number selected, type the owner and click the “Apply to” button.
Step 7: See where the waste is
When idle accounts have been found, a “Reclaimable by department” card under the table gives an estimated monthly cost of idle licences for each owning department. It is an estimate for reporting. To see the accounts behind it, open Access GovernanceSaaS Discovery and unfold the app.

Nothing on this page moves money or cancels anything. It reports what your bills and your identity provider already say, and keeps the owner, renewal date and budget you enter. The “Data sources” card at the bottom shows which connections are feeding billing figures in.

What you should see

Your apps are listed with a spend figure, and the tiles add up to what you expect from your bills.

After you save an owner and a renewal date, the row shows them and the app is counted in “UPCOMING RENEWALS” when its date comes within 90 days.

If something goes wrong

The table says "No SaaS spend recorded yet. Captured invoices roll up here per app.": No software bills have been captured yet. Upload them under Finance, Bills. Each one is added to its app here.
The USAGE column shows a dash: No usage has been reported for that app. Usage comes from SaaS Discovery, which needs Okta or Google Workspace connected and synced.
There is no "Owner / renewal" button and no tick boxes: Your role lets you view Finance but not manage it. Ask someone who manages Finance to set the owner, date and budget.
The budget field turns red: Type a plain amount above 0 with no currency code or letters, for example 5000 or 5,000.50. Leave the field empty to remove the budget.
A red box says "Couldn't load SaaS spend.": Click Retry in the box. If it keeps failing, check System, System Health.