Free SaaS Audit Template for Agencies (Cut Costs by 30%)

Every agency that runs a SaaS audit for the first time is surprised by two things: how many subscriptions they find, and how much they are paying for tools nobody uses. The average first audit surfaces 3–5 unused subscriptions and at least two duplicate-category tools. The savings are real — typically 20–40% of the software bill — and they require no capability loss.

This guide walks through the full process. Copy the template at the bottom into a spreadsheet, or use Spendbase to track it ongoing.

Step 1: Collect every subscription

This is the most labour-intensive step. You need a complete list — missing even a few tools means missing savings.

Where to look:

• Bank and credit card statements — pull three months and highlight every recurring charge, especially small ones (₹200–₹2,000/month) that are easy to miss
• Email — search for "receipt", "invoice", "renewal", "subscription", "your plan". Check all inboxes used for company signups
• Team leads — ask each department head to list every tool their team uses, including ones they share a login to
• Payment methods — if multiple cards or UPI accounts are used, check all of them

Step 2: Log each subscription with five fields

For every subscription you find, record:

• Tool name
• Category — Design, Engineering, Marketing, AI, Communication, Project Management, Other
• Cost — monthly equivalent (if annual, divide by 12)
• Next renewal date
• Usage — Active (used weekly), Occasional (used monthly), Unused (nobody logs in)

Step 3: Check seat counts

For every per-seat tool — Figma, Notion, Slack, GitHub, etc. — compare the seats you are paying for against the seats that are currently active. Most agencies have 2–4 ghost seats on at least one tool: people who left, or accounts created for contractors who finished their work.

On Figma, for example, each unused editor seat costs ₹3,750/month. Three ghost seats is ₹11,250/month — over ₹1,35,000 a year for zero value.

Step 4: Find duplicates

Group your list by category. Common duplicate pairs agencies find:

• Notion + Confluence (documentation)
• Zoom + Google Meet + Teams (video calls)
• Multiple stock photo subscriptions
• Two project management tools
• Two password managers

For each pair, identify which one the team actually uses and cancel the other.

Step 5: Decide — Keep, Downgrade, or Cancel

For each subscription, assign one of three actions:

• Keep — active, right-sized, no duplicate
• Downgrade — useful but oversized; reduce seats or drop to a lower tier
• Cancel — unused, duplicated, or easily replaced by something you already pay for

The audit template

Copy this structure into a spreadsheet to run the audit:

What agencies typically find

Based on agencies that have run this process: the average first audit finds 3–5 subscriptions that can be cancelled immediately, 2–3 tools that can be downgraded, and 1–2 pairs of duplicates to consolidate. Combined savings typically range from ₹15,000 to ₹60,000 per month depending on agency size — without losing any capability that was actively being used.

Once the audit is done, set up an ongoing tracker so the problem does not rebuild. Spendbase is free for up to 10 subscriptions — add renewal alerts so the next review takes 15 minutes instead of three hours.