Best Business Subscription Tracking Software in 2026: 10 tools compared
The right subscription tracking software gives a small or mid-size company one clear list of every software subscription it pays for. This page compares ten tools for software subscription management, from free options for startups to platforms built for larger IT and procurement teams, and explains which one fits which kind of company.
We compared the tools on how the inventory gets built, renewal alerts, seat visibility, integrations, company size fit and how clearly pricing is shown. Each tool also has a section showing what it really costs, since several vendors only publish a price on request.
Top picks at a glance
- Best for small IT teams on a budget
ReftabReftab is free up to 50 assets and charges $9 per tracked software user per year, with app discovery through Microsoft and Okta integrations.
Free (up to 50 assets); $9 per tracked software user per year - Best free option for startups
SpendbaseSpendbase lists a free tier and issues virtual cards per subscription, which suits startups and small companies that want every purchase tracked.
Free (per Capterra and G2 listing) - Best for paying and tracking software in one place
CledaraCledara pays for software with free virtual cards, adds renewal alerts to all plans and syncs with Xero, QuickBooks and NetSuite for teams of about 25 to 150.
GBP 100/month minimum if fewer than 10 apps are paid via Cledara cards in month one (Basic) - Best for automatic discovery with published pricing
Nudge SecurityNudge Security finds apps by scanning connected mailboxes, with a flat $750 per month price for up to 150 users, then $5 per user.
$750 per month billed annually (Essential, up to 150 users) - Best for starting free and adding modules
BetterCloudBetterCloud starts at $0 per month with its Spend Optimization Basic module, includes license utilization views and sells further modules as needs grow.
$0/month (Spend Optimization Basic) - Best for mid-market procurement teams
CloudEagleCloudEagle combines discovery, renewal alerts and negotiation support with 500+ claimed integrations, aimed at mid-market IT, finance and procurement teams.
Contact sales
What is business subscription tracking software?
Business subscription tracking software builds one list of every software subscription a company pays for, including the owner, cost, number of seats and renewal date. Day to day, finance and IT teams use it to see who bought what, get a warning before a contract renews and spot tools nobody uses. It replaces the spreadsheet that goes stale within weeks. The core capabilities are building the inventory, catching purchases made on employee cards, renewal alerts, seat tracking and connections to systems such as SSO and accounting software.
Business Subscription Tracking Software compared
| Tool | Best for | Starting price | Free plan or trial |
|---|---|---|---|
| Reftab | Best for small IT teams on a budget. | Free (up to 50 assets); $9 per tracked software user per year | Free plan, Free trial |
| Spendbase | Best free option for startups. | Free (per Capterra and G2 listing) | Free plan, Free trial |
| Cledara | Best for paying and tracking software in one place. | GBP 100/month minimum if fewer than 10 apps are paid via Cledara cards in month one (Basic) | No |
| Nudge Security | Best for automatic discovery with published pricing. | $750 per month billed annually (Essential, up to 150 users) | Free trial |
| BetterCloud | Best for starting free and adding modules. | $0/month (Spend Optimization Basic) | Free plan, Free trial |
| CloudEagle | Best for mid-market procurement teams. | Contact sales | Free trial |
 Torii | IT teams wanting discovery plus workflow automation. | Contact sales | No |
 Zluri | IT teams combining SaaS management with access reviews and onboarding automation. | Contact sales | No |
 Zylo | Mid-size to large companies with a dedicated SaaS or IT ops owner. | Contact sales | No |
 1Password SaaS Manager | Security-led IT teams that already use 1Password and want shadow IT discovery tied to access management. | Contact sales | No |
| StackKite Our product | Small teams that track SaaS by hand today | $19 per month per workspace | Two months at $0 with code |
Prices as published by each vendor on October 24, 2026. "Contact sales" means the vendor publishes no price.
The 10 best business subscription tracking software in 2026
Best for small IT teams on a budget
Reftab
IT asset tracking tool with a per-software-user plan that adds SaaS discovery, license tracking and access reviews.
Reftab is an IT asset tracking tool with a per-software-user plan that adds SaaS discovery, license tracking and access reviews. It suits small IT teams that already track hardware and want SaaS visibility in the same place.
- Best for
- Small IT teams that already need hardware asset tracking and want SaaS tracking in one tool.
- Company size
- Small IT teams (company is 2-10 staff)
Key features
- How inventory is built
- Browser-based app discovery plus Microsoft and Okta integrations.
- Seat counts
- License and user tracking.
- Integrations
- Microsoft, Okta, Adobe; Intune, Jamf, Jira on hardware side.
Pros
- Easy setup and responsive support (GetApp reviewers)
- Good integrations.
Cons
- Minor bugs and limited bulk actions.
- Learning curve; one reviewer wanted built-in ticketing.
Pricing: Free (up to 50 assets); $9 per tracked software user per year · Free plan, Free trial
Best free option for startups
Spendbase
SaaS spend platform with virtual cards, approvals and a discount marketplace, run from spendbase.co.
Spendbase is a SaaS spend platform with virtual cards, approvals and a discount marketplace. It suits startups and small companies that want a virtual card for each subscription and vendor discounts bundled in.
- Best for
- Startups and small companies wanting virtual cards per subscription.
- Company size
- Tier split at 150 employees (G2)
Key features
- How inventory is built
- Via virtual cards and identity sync.
- Card and expense feeds
- Own virtual cards.
- Integrations
- Google Workspace, Entra ID, Slack.
Pros
- Easy to use, well organized interface.
- Responsive, helpful support.
- One view of subscriptions and cloud spend, helps find unused licences.
Cons
- Initial setup and integrations take time.
- Occasional slowness or minor bugs.
- Wants more flexible dashboards and advanced analytics.
Pricing: Free (per Capterra and G2 listing) · Free plan, Free trial
Best for paying and tracking software in one place
Cledara
Pays for SaaS through free virtual cards and layers renewal alerts, approvals and optional savings modules on top of that spend.
Cledara pays for SaaS through free virtual cards and adds renewal alerts, approvals and optional savings modules on top of that spend. It suits UK and EU teams of roughly 25 to 150 people that use Xero, QuickBooks or NetSuite.
- Best for
- Teams of roughly 25 to 150 people that want one card-based place to pay for software.
- Company size
- About 25 to 150+ staff.
Key features
- How inventory is built
- Software directory; apps added by paying with Cledara cards.
- Card and expense feeds
- Native virtual cards (30 free business and travel cards), accounting sync.
- Renewal alerts
- Renewal alerts in all plans.
- Seat counts
- Seat utilization insights in Spend Optimization module.
Pros
- Easy to use and saves time on tracking subscriptions (aggregator summary)
Cons
- Some advanced features and the compliance module sit behind higher tiers or add-ons.
- Reporting is lighter than enterprise SaaS management tools, with requests for richer exports.
- Gmail and invoice automation can miss edge cases.
Pricing: GBP 100/month minimum if fewer than 10 apps are paid via Cledara cards in month one (Basic)
Best for automatic discovery with published pricing
Nudge Security
SaaS and AI discovery tool that finds apps by scanning employee mailboxes, with a security governance focus.
Nudge Security is a SaaS and AI discovery tool that finds apps by scanning employee mailboxes, with a focus on security governance. It works with Google Workspace or Microsoft 365 and suits IT and security teams under 1,500 users.
- Best for
- IT and security teams under 1,500 users that want published prices.
- Company size
- Up to 1,500 users on published plans.
Key features
- How inventory is built
- Automatic discovery from connected mailboxes.
- Integrations
- Sample: Microsoft 365, Google Workspace, Okta, Salesforce, Snowflake, Zoom; no count published.
Pros
- Good visibility into apps in use.
- Useful notifications.
- Clean interface.
Cons
- Access control settings.
- Contact accuracy.
- Fewer features than larger competitors.
Pricing: $750 per month billed annually (Essential, up to 150 users) · Free trial
Nudge Security pricing and review Nudge Security alternatives
Best for starting free and adding modules
BetterCloud
SaaS management and user-lifecycle automation platform that started in Google Workspace administration and now adds license, contract and renewal tracking.
BetterCloud is a SaaS management and user lifecycle automation platform that began in Google Workspace administration. It now adds license, contract and renewal tracking, and teams can buy only the modules they need.
- Best for
- IT teams that want no-code on/offboarding and Google Workspace controls alongside license tracking.
Key features
- Renewal alerts
- Contract management and BetterRenewal module (first contract free)
- Seat counts
- License utilization view and license reclamation in Spend Optimization.
- Integrations
- 100+ native integrations plus open API.
Pros
- Responsive support and quick onboarding wizard (G2 summaries)
- Workflow automation for user lifecycle.
Cons
- Pricing can be high for smaller organizations, especially with many SaaS apps.
- Some integrations missing or lacking full functionality, and hard to configure without outside help.
- Documentation described as thin.
- Complex automation workflows take time to set up.
Pricing: $0/month (Spend Optimization Basic) · Free plan, Free trial
Best for mid-market procurement teams
CloudEagle
SaaS management and procurement platform that combines app discovery, license reclaim, renewal tracking and negotiation support for IT, finance and procurement teams.
CloudEagle is a SaaS management and procurement platform that combines app discovery, license reclaim, renewal tracking and negotiation support. It leans on API integrations and fits mid-market IT, finance and procurement teams.
- Best for
- Mid-market IT and procurement teams that want SaaS management, access provisioning and renewal negotiation in one product.
- Company size
- Mid-market (G-Cloud ballpark starts at GBP 30,000/yr)
Key features
- Renewal alerts
- Renewal tracking and alerts (reviewers cite contract renewal alerts)
- Seat counts
- Usage and license data via app integrations.
- Integrations
- 500+ direct integrations (vendor claim)
Pros
- Automated access provisioning saves manual work.
- One dashboard shows app usage and cost by department.
- Renewal alerts are useful.
Cons
- Documentation is thin.
- Initial setup was confusing and needed several departments.
- Custom reporting takes time to set up.
Pricing: Contact sales · Free trial
Torii
Torii is a SaaS management platform that discovers apps, tracks spend and renewals, and automates access workflows.
Torii is a SaaS management platform that discovers apps, tracks spend and renewals, and automates access workflows. It suits IT teams that want discovery plus workflow automation, or one vendor for SaaS management and identity governance.
- Best for
- IT teams wanting discovery plus workflow automation.
Key features
- Renewal alerts
- Renewals included in the SMP product.
- Integrations
- Integration list published on vendor site; count not confirmed by the vendor.
Pros
- Clear visibility into the SaaS stack.
Cons
- Missing features, especially integrations and onboarding workflows.
- Reporting is weak.
Pricing: Contact sales
Zluri
Zluri is a SaaS management and identity governance platform that maps access across SaaS, cloud and enterprise apps.
Zluri is a SaaS management and identity governance platform that maps access across SaaS, cloud and enterprise apps. It suits IT teams that combine app management with access reviews and onboarding automation.
- Best for
- IT teams combining SaaS management with access reviews and onboarding automation.
Key features
- Renewal alerts
- Part of SMP.
Pros
- Access review and onboarding automation.
Cons
- Some integrations need the connected app's enterprise plan, raising total cost.
Pricing: Contact sales
Zylo
Enterprise SaaS management platform covering discovery, license, spend and renewals, sold on annual quote.
Zylo is an enterprise SaaS management platform covering discovery, license, spend and renewals, sold on an annual quote. It fits mid-size and large companies that have a dedicated SaaS or IT operations owner.
- Best for
- Mid-size to large companies with a dedicated SaaS or IT ops owner.
- Company size
- Mid-market and enterprise (inferred from price data)
Key features
- Renewal alerts
- Renewal management module.
Pros
- Automated usage tracking and a consolidated dashboard.
- Strong customer success team.
- Renewal alerts give months of notice before auto-renewals.
Cons
- Usage tracking depends on logins going through the SSO tool (Okta), so other logins go untracked.
- Data can need manual cleanup.
- Some reviewers wanted coverage beyond SaaS (non-SaaS products)
Pricing: Contact sales
1Password SaaS Manager
SaaS and AI app discovery plus license and access management from 1Password, built on the acquired Trelica product.
Rebranded: Formerly Trelica, acquired by 1Password (announced 2025-01-07) and sold as 1Password SaaS Manager; G2 URLs still contain 'trelica'.
1Password SaaS Manager provides SaaS and AI app discovery plus license and access management, built on the acquired Trelica product. It discovers apps through SSO, finance systems and a browser extension, and it targets mid-market and enterprise teams.
- Best for
- Security-led IT teams that already use 1Password and want shadow IT discovery tied to access management.
- Company size
- G2 reviewer base: 43.6% mid-market, 41.0% enterprise.
Key features
- How inventory is built
- Automated discovery from IdP/SSO, finance systems and browser extension.
- Card and expense feeds
- Finance system integrations; card feeds not stated.
- Renewal alerts
- Renewal insights; contract upload extracts key terms to surface savings.
- Seat counts
- License usage and access data per app (term 'seat tracking' not used by vendor)
Pros
- Automation of onboarding and offboarding.
- Easy to use compared with other SaaS management tools.
Cons
- Small review base (about 41) limits how much weight ratings carry.
Pricing: Contact sales
How to choose the best subscription tracking software
Think about how subscriptions get bought in your company. If most go through a company card, a card-based tool can see them directly. If employees sign up with their work email, mailbox or SSO discovery will find more. Then decide how much setup your team can handle, since a tool that needs constant manual updates ends up like the spreadsheet it replaced. The criteria below explain what each capability means in practice, so you can avoid tools made for large enterprises when a simpler one will do.
How inventory is built
This describes how the list of subscriptions gets built and kept current. Manual entry is cheap but goes stale, while automatic methods use mailbox scans, SSO, finance data, browser extensions or virtual cards to find apps without constant effort. Strong tools combine at least two sources, because each one misses something the others catch.
- Reftab: Browser-based app discovery plus Microsoft and Okta integrations.
- Spendbase: Via virtual cards and identity sync.
- Cledara: Software directory; apps added by paying with Cledara cards.
- Nudge Security: Automatic discovery from connected mailboxes.
- 1Password SaaS Manager: Automated discovery from IdP/SSO, finance systems and browser extension.
Card and expense feeds
Card and expense feeds pull in what the company actually pays for, which catches software bought on employee cards or through expense reports. Some tools issue their own virtual cards, so every new subscription is recorded at the moment of purchase. Others read card and accounting data after the fact, which is simpler to adopt but slower to catch new apps.
- Spendbase: Own virtual cards.
- Cledara: Native virtual cards (30 free business and travel cards), accounting sync.
- 1Password SaaS Manager: Finance system integrations; card feeds not stated.
Renewal alerts
Renewal tracking warns you before a subscription renews, so you can cancel, downsize or negotiate in time. Good tools show the renewal date, the notice period and the owner, and send alerts early enough to act. This is the core job of the category, so a tool with weak renewal alerts leaves most of the value unused.
- Cledara: Renewal alerts in all plans.
- BetterCloud: Contract management and BetterRenewal module (first contract free)
- CloudEagle: Renewal tracking and alerts (reviewers cite contract renewal alerts)
- Torii: Renewals included in the SMP product.
- Zluri: Part of SMP.
Seat counts
Seat tracking compares the seats you pay for with the seats people actually use. Strong tools pull usage and license data from each app through integrations or SSO and highlight unused seats you can remove. Without it, you know what a subscription costs but not whether it is being wasted.
- Reftab: License and user tracking.
- Cledara: Seat utilization insights in Spend Optimization module.
- BetterCloud: License utilization view and license reclamation in Spend Optimization.
- CloudEagle: Usage and license data via app integrations.
- 1Password SaaS Manager: License usage and access data per app (term 'seat tracking' not used by vendor)
Price and free tier
Vendors price in different ways: a free tier, a flat monthly fee for up to a set number of users, a charge per tracked user, or a quote based on users and integrations. The model decides how cost grows with your company. Published prices are easy to compare, while quote-only vendors require a sales call before you see a number.
- Reftab: $9 per tracked software user per year; free up to 50 assets.
- Spendbase: Free tier plus paid tiers or savings based, not confirmed by the vendor.
- Cledara: Plan fee by company size plus paid modules.
- Nudge Security: Flat $750 per month up to 150 users, then $5 per user per month.
- BetterCloud: License-based custom quote, modular.
Company size fit
Some tools are built for companies of 25 to 150 people, others for mid-market IT teams and others for large enterprises with a dedicated SaaS owner. A tool aimed at your size will have the right setup effort, support and contract terms. Enterprise platforms can overwhelm a small team, so avoid buying more than you will use.
- Reftab: Small IT teams (company is 2-10 staff)
- Spendbase: Tier split at 150 employees (G2)
- Cledara: About 25 to 150+ staff.
- Nudge Security: Up to 1,500 users on published plans.
- CloudEagle: Mid-market (G-Cloud ballpark starts at GBP 30,000/yr)
Integrations
Integrations connect the tool to the systems that hold your data, such as SSO providers, Google Workspace, Microsoft 365, accounting software and HR tools. More connectors mean more apps discovered and more accurate usage data. Check that the specific systems you use are supported, not just that the vendor lists a large number.
- Reftab: Microsoft, Okta, Adobe; Intune, Jamf, Jira on hardware side.
- Spendbase: Google Workspace, Entra ID, Slack.
- Cledara: Xero, QuickBooks, NetSuite, Okta SSO (Pro), HR tool integration (IT module), open API.
- Nudge Security: Sample: Microsoft 365, Google Workspace, Okta, Salesforce, Snowflake, Zoom; no count published.
- BetterCloud: 100+ native integrations plus open API.
What business subscription tracking software really costs
Features decide the shortlist; the bill decides whether it stays affordable as the team grows. The numbers below come from each vendor's published plans: entry prices, how far plans climb, what single sign-on costs extra and which fees sit on top.
- Quote-only vendors
- 6 of 10
- Publish their prices
- 2 of 10
- Free plans
- 3 of 10
- Sell paid add-ons
- 5 of 10
publish no usable price
8 quote on request
Reftab, Spendbase and BetterCloud
on top of the plan price
How business subscription tracking software vendors set their prices
6 of 10 vendors publish no usable price, so a price comparison starts with knowing what each one charges for. The most common basis here is "quote only, no stated basis" (5 vendors).
- 5Quote only, no stated basisCloudEagle, Torii, Zluri, Zylo and 1Password SaaS Manager
- 3Per user or seatReftab, Nudge Security and BetterCloud
- 1Share of software spend or savingsSpendbase
- 1Platform fee or flat planCledara
| Tool | Pricing basis | As the vendor describes it | Published starting point |
|---|---|---|---|
| Reftab | Per user or seat | Per user. | Free (up to 50 assets); $9 per tracked software user per year |
| Spendbase | Share of software spend or savings | Mixed (subscription tiers reported, deposit and savings based model) | Free (per Capterra and G2 listing) |
| Cledara | Platform fee or flat plan | Flat plan fee plus optional modules. | GBP 100/month minimum if fewer than 10 apps are paid via Cledara cards in month one (Basic) |
| Nudge Security | Per user or seat | Flat then per user. | $750 per month billed annually (Essential, up to 150 users) |
| BetterCloud | Per user or seat | Per user. | $0/month (Spend Optimization Basic) |
| CloudEagle | Quote only, no stated basis | Custom. | Contact sales |
| Torii | Quote only, no stated basis | Custom. | Contact sales |
| Zluri | Quote only, no stated basis | Custom. | Contact sales |
| Zylo | Quote only, no stated basis | Custom. | Contact sales |
| 1Password SaaS Manager | Quote only, no stated basis | Custom. | Contact sales |
How subscription tracking software pricing works
Pricing for these tools varies from free to enterprise contracts, and the model matters because a tracker should save more than it costs. The models and traps below come from the tools in this list. Use them to compare options, and to test whether a vendor's savings claims hold up against the price. Some savings figures are company-reported, so treat them with care.
Free tiers
Several tools in this list offer a free plan or free tier, such as free up to 50 assets or a $0 basic tier. They suit a small company starting a list. Check the limits and what the upgrade costs.
Flat fee by user band
One tool charges $750 per month billed annually for up to 150 users. This is easy to budget but expensive for a small team. Check what happens when you pass the band.
Per tracked user
Another tool charges $9 per tracked software user per year, which scales with the number of users you track. This is cheap for small teams but grows with headcount.
Plan fee plus optional modules
One vendor charges a GBP 100 per month minimum, with modules at GBP 150 per month or GBP 1,500 per year each. Extra members cost GBP 5 per month beyond the plan limit. Add modules only when they save more than they cost.
Custom quotes and separate products
Most tools publish nothing, and one sells three separate products, each quoted via demo. Ask for all-in pricing, and be skeptical of vendor-reported savings figures.
What a 20-person team pays
Per-seat prices only tell half the story. Below is the yearly list price for 20 users on the plan such a team would realistically need, calculated from each vendor's published prices.
- Reftab20 tracked software users * $9 = $180 per year (published price; billing term not explicit)
- Nudge Security$9,000/year on Essential ($750/month x 12), flat up to 150 active users; not per seat.
Costs that are easy to miss
Add-ons, usage fees and premium modules often decide the real bill. These are the paid extras the vendors list themselves.
- ReftabHardware Asset Management $125/month, unlimited users; Complete ITAM custom
- CledaraSpend Optimization, IT Management, Software Compliance modules: GBP 150/month or GBP 1,500/year each (Spend Optimization also listed at GBP 200/month); Extra active members GBP 5/month beyond 10 (Premium) or 50 (Pro); 30 free cards included
- Nudge SecurityAI agents, configuration security posture management, integration security posture management (marked paid, no prices published)
- BetterCloudData Loss Prevention (price not published)
- ToriiThree separate products (SMP, IGA, AI Management), each quoted via demo
Our recommendation
Pick the tool that matches how your company buys software. Small teams can start with Reftab, Spendbase or BetterCloud's free module, card-first companies should look at Cledara, and teams that need broad discovery can compare Nudge Security and CloudEagle. Run a pilot on your real subscriptions before committing. To keep the cost under control, check what each tier includes, how pricing changes as headcount grows and whether renewal alerts come with the base plan.
Business Subscription Tracking Software: frequently asked questions
How do I track all software subscriptions in my company?
Start by building one inventory with the owner, cost, seats and renewal date for each subscription. A tool can fill it automatically through mailbox scans, SSO, finance data or virtual cards, which keeps it current without manual work.
Is there a free software subscription tracker?
Yes. Spendbase lists a free tier, Reftab is free for up to 50 assets, and BetterCloud starts at $0 per month with its Spend Optimization Basic module. Check what each free tier includes before relying on it.
How do I find subscriptions paid on employee cards?
Use a tool with card or expense feeds, or one that issues virtual cards. Cledara and Spendbase both use virtual cards, so purchases are recorded when they happen. Mailbox discovery, as in Nudge Security, also finds apps that employees sign up for.
What should a SaaS inventory contain?
At minimum, list the app name, owner, cost, number of seats, billing cycle and renewal date. Useful extras are the contract notice period, the department that uses it and how many seats are active.
How much does subscription tracking software cost?
Prices range from free to several hundred dollars per month. Reftab charges $9 per tracked software user per year, Nudge Security starts at $750 per month for up to 150 users, and Cledara has a minimum of GBP 100 per month on its Basic plan. Many vendors sell by quote.
What do business subscription tracking software cost for a team of 20?
Calculated from published list prices: Reftab: 20 tracked software users * $9 = $180 per year (published price; billing term not explicit); Nudge Security: $9,000/year on Essential ($750/month x 12), flat up to 150 active users; not per seat. Tools that quote on request are not included.
Which business subscription tracking software have a free plan or free trial?
Reftab (free plan, free trial), Spendbase (free plan, free trial), Nudge Security (free trial), BetterCloud (free plan, free trial) and CloudEagle (free trial), according to the vendors' sites on October 24, 2026.