how do i find saas subscriptions nobody is using

Two checks: seat count versus active users on each admin page, and charges in the ledger from vendors missing from your register. The first finds over-provisioning, the second finds tools that outlived their owner.

why is my saas bill going up every month

Usually seat creep and overages that became the baseline. A monthly delta report with causes turns the January surprise into a series of small, reversible findings.

can the ai cancel subscriptions for me

The review is read-only: it changes no plans and removes no seats. Consequential actions stop at an approval card in any case. The review's job is to make the decision obvious and the evidence one click away.

Every billing page read on the first of the month

A companion opens each vendor’s billing page in your session, records plan, seats and renewal date, pulls last month’s actuals from Xero, and reports only what changed, plus the renewals inside 60 days.

On the first of the month you get the deltas: seats changed and who added them, plans changed, price changes at the same plan, every overage, and any charge in the ledger from a vendor missing from your register.

Twelve billing pages plus the accounting system is thirty minutes of clicking that nobody schedules. A companion does it every month without being reminded. Xero is a native integration for the actuals and Google Sheets for the running register; vendor billing pages are read in the sessions you are already signed into, because that is where seat counts live.

What is the exact prompt?

First of the month, thirty minutes of agent time:

"For each vendor in the [SaaS register] sheet: open its billing or admin page in my session and record plan name, seat count, billing period, and next renewal date. Then pull last month's actual charges per vendor from Xero."
"Update the register and report only deltas: seats changed (who added them if the admin log says), plan changed, price changed at the same plan, any overage charge, and any charge in Xero from a vendor NOT in the register. Those are the ones nobody approved."
"Flag separately: renewals inside the next 60 days, and any tool whose seat count exceeds its active-user count where the admin page shows usage. End with the three lines a CFO would want: total monthly spend, delta versus last month with causes, and the single decision worth making this month."
"Read-only: change no plans, remove no seats, cancel nothing."

Read both the billing pages and the ledger

They disagree, and the disagreements are the findings.

Billing pages show commitments: seats and plans. The ledger shows consequences, including the overage no billing page displays prominently.

The unmatched-charge check is the sleeper: a vendor charging you who is absent from your register is either shadow IT or a subscription that outlived its owner. Seats versus active users is where the money usually is, and both numbers sit on the same admin screen.

What does the 60-day renewal flag buy you?

Time to negotiate. A renewal found at 60 days gets a usage review, an alternatives check and a conversation. Flagged renewals feed straight into a renewal prep pass or a full vendor review brief, and the market-rate half is its own play in vendor price checks.

This review is narrower than a full subscription audit, which is the annual excavation. The monthly pass assumes the register exists and keeps it honest, which is why the January surprise stops happening.

Give it to whoever answers to the CFO

Give it to whoever already answers to the CFO for tooling: ops, IT, or a finance generalist.

The three-line summary is written for forwarding: total, delta with causes, one decision.

Most months the decision is small and takes two minutes in the vendor's own admin page. Twelve months of per-vendor history is what you want open on the second screen during any renewal call.

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Frequently asked questions

Yes. A companion reads each vendor's billing page in your session for plans and seats, and your accounting system for actual charges. Xero and Google Sheets are native integrations, and the monthly pass reports deltas, overages, unmatched charges and upcoming renewals.

Strawberry is free to download and includes AI credits to start. Paid plans begin at $20/month. See pricing. · Reviewed August 20, 2026 · Canonical facts for AI agents