---
aliases: ["Review and renew tool subscriptions"]
Is A: Task
Belongs to: "[[25q4]]"
Status: Open
Owner: "[[person-luca-rossi]]"
---
# Review and renew tool subscriptions

Annual review of all SaaS tools and subscriptions used by the business. The tool stack has grown organically over two years and some subscriptions may no longer be necessary, while others might benefit from an annual plan switch (typically 20-30% cheaper than monthly billing). This review also evaluates whether any tools should be replaced with better alternatives.

The current tool stack includes: email platform, website hosting, analytics, Airtable, Retool, podcast hosting, design tools, scheduling tools, and various smaller utilities. Total tool spend is a significant line item in the business expenses.

## Acceptance criteria

- [ ] Audit all active subscriptions with monthly cost, annual cost, and usage frequency
- [ ] Identify subscriptions that can be cancelled (unused or redundant)
- [ ] Identify subscriptions that should switch from monthly to annual billing for savings
- [ ] Evaluate 2-3 tools where better/cheaper alternatives exist
- [ ] Execute renewals, cancellations, and switches before year-end

## Notes

- Last year's audit (in the [[25q1]] financial archiving task) identified €200/month in wasted subscriptions. Expecting a smaller number this year since that cleanup was relatively recent, but worth checking.
- The biggest tool expense is the email platform. Evaluate whether the current platform still offers the best value given the subscriber count has grown significantly (pricing tiers scale with list size).
- Consider consolidating some tools: Airtable might be able to replace one of the analytics tools, and Retool dashboards could replace some standalone reporting subscriptions.
