Tool inventory
Every tool with its owner, category, country, seats, cost, renewal date and clients, in one table with filters, saved views and grouping. Import and export it as CSV for finance.
Software subscriptions and renewals
In , every software subscription your agency pays for sits in one ledger: its owner, cost, seats, the clients it serves and when it renews. Renewals reach the right person months ahead, so every contract gets a decision instead of an automatic charge.
- Who uses it
- Operations and finance leads and whoever owns the tools budget, with tool owners and approvers taking part.
- What it replaces
- A spreadsheet someone updates when they remember to, and the credit card statement.
How a team uses it
- 1Bring your tools inImport a CSV, add tools by hand or send staff a branded survey to report what they use.
- 2Describe each toolGive every tool an owner, a cost, a renewal date and a share per client, and attach the signed contract.
- 3Check seats in useLoad seat data from a vendor export to see which paid seats are active, idle or never used.
- 4Review each renewalAlerts at 120, 90, 60 and 30 days and a Monday digest lead to a review, a decision and a recorded saving.
- 5Approve new toolsNew requests follow the approval rule that matches their cost, step by step.
Your tool inventory
One ledger of every subscription, with the detail finance asks for.
The tool record
Spend, seats and price per seat over time, a contract timeline with notice dates, renewal steps, comments and the cost split by client, on one page per tool.
Contracts read for you
Upload a signed contract and AI reads the vendor, term, auto-renewal, notice period, price and seats, quoting the words. You keep only the terms you confirm.
Possible duplicates
When a tool overlaps one you already pay for, it's flagged as you add it. An admin resolves or dismisses each group.
Staff tool survey
A branded page with no login where people across the agency report the tools they use, so nothing paid for on a personal card stays hidden.
Seats and usage
Seat usage
Load a vendor's seat export to see which paid seats are active, inactive or never used, and what the unused ones cost each month.
Roster check
With , seats are checked against your team: seats still held by people who left, and tools a new joiner's department uses that they don't have yet. Request the missing seats in one step.
Renewals and savings
Renewal calendar and alerts
Renewals by list or calendar for the next 7, 30 and 90 days. Owners get alerts at 120, 90, 60 and 30 days, and a Monday digest at your local time.
Renewal reviews
Each contract end opens a review with its steps, so a renewal is a decision someone made: keep, renegotiate or cancel.
Savings ledger
A record of each tool cut or kept, with the year's savings totalled from what your team entered.
Requests and approvals
Tool requests
Anyone can ask for a tool. The request follows the matching approval rule step by step, with a record of every step, and nobody approves their own request.
Approval rules
Owners and admins set cost thresholds and the order of approver roles for each threshold.
Reports and analysis
Spend at a glance
Monthly spend with the change from last month, spend over time, what's waiting on you, and spend by category and country.
Cost by client
Split each tool's cost across the clients it serves. What no client carries counts as overhead, and currencies are shown side by side, never added together.
Reports
One-click preset reports, a PDF with your agency's logo and scheduled weekly or monthly emails.
Price benchmarks
Compare what you pay with vendors' published list prices, sourced industry studies and an opt-in pool of agencies. A pooled figure shows only when five or more organizations stand behind it.
What your client sees
Nothing. This product is for your team only.
AI and people
Where AI helps
- Reading the terms of an uploaded contract
What people decide
A person confirms which contract terms to keep, and everything else in is plain arithmetic on the figures your team entered.
Connects with
Tool costs tagged to a client go into that client's margin, and untagged costs into your overhead per hour.
The tools serving a client show on that client's profile.
- Hub
A client's tools and their cost show on the client's page.
Your team roster drives the seat check, and a seat request for a new joiner can open an onboarding task.
Questions teams ask
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Bring one real client and see it end to end, with no card.