An AI subscription management agent keeps one record per subscription showing vendor, owner, plan, quantity, cost, billing cycle and contract status.
Gathers subscriptions from contracts, invoices and records.
Standardises vendor name, plan, cost and billing cycle.
Links each subscription to a team and accountable person.
Marks each as active, idle, duplicate or ending.
The owner keeps, changes or cancels the subscription.
Updates the register with the decision.
It looks for overlap, unused licences, subscriptions without owners and plans that no longer match how a tool is used.
It proposes actions such as reducing seats, consolidating tools or assigning an owner, and routes them for approval. People make each change.
Subscriptions accumulate quietly. Teams add tools, seats grow, owners leave and nobody holds the whole picture.
Subscriptions are spread across contracts, cards, expense claims and invoices.
When an owner leaves, the subscription continues with nobody responsible.
Different teams buy overlapping tools for the same job.
Seats paid for do not match seats actually assigned or used.
Subscriptions are upgraded for a short need and never moved back down.
The agent combines contracts, invoices and vendor records into one list of subscriptions.
It matches each subscription to a department and a named owner and flags gaps.
It sets paid quantity and tier against whatever usage data is available.
It groups tools by function to show where several products serve the same need.
It suggests changes and sends each to the right owner for approval.
Bring a small sample and watch Flo work through it.
| Aspect | By hand | With the agent |
|---|---|---|
| Register | Subscriptions are listed in spreadsheets that age fast. | A live register is rebuilt from contracts and invoices. |
| Ownership | Nobody is named against a plan. | Each subscription carries an owner and a cost centre. |
| Duplicates | Two teams pay for the same tool. | Duplicate or overlapping subscriptions are surfaced. |
| Changes | Plan upgrades and downgrades are missed. | Plan changes are picked up from invoices and shown. |
| Cancellations | Cancelled plans keep being billed. | Charges after a recorded cancellation are flagged. |
| If | Then | Who decides |
|---|---|---|
| Subscription has no owner | assign it to a manager for confirmation | Finance partner |
| Same vendor billed under two accounts | propose merging into one agreement | Procurement lead |
| Plan tier differs from what the team uses | suggest a tier review | Subscription owner |
| Charge continues after cancellation | draft a billing query to the vendor | Procurement lead |
| Subscription has seen no use | ask the owner to confirm or cancel | Subscription owner |
| New recurring charge appears | add it to the register and ask who requested it | Finance partner |
The agent identifies recurring charges from expense lines. Finance decides whether to move them under a company agreement.
The agent records the billing currency and the converted amount used. Finance checks the rate source.
The agent allocates by named users where known. The owners agree the split.
The agent shows both billing options from the records. The owner decides based on commitment appetite.
Talk it through with the team. We will map it to your steps and show where a person stays in control.
Create the first list from invoices and contracts and have owners confirm it.
Make every line accountable before any clean-up.
Act on overlaps in one category first.
Move to a regular review with change alerts.
This shows how much of the estate has someone accountable. Unowned subscriptions are the first place to look for waste and risk.
Quick answers to what people ask most about subscription management.
Book a demoIt is the control of recurring subscriptions across their lifecycle: purchase, ownership, licence use, cost, renewal and exit. The aim is to pay only for what is needed.
It reads contracts, invoices, vendor records and any usage or licence data supplied to it. Where data is thin, it says what is inferred.
No. It proposes changes and explains why. Owners approve them, and people carry them out with the vendor.
Renewal tracking focuses on dates and notice. Subscription management also covers ownership, licence use, overlap and plan fit through the whole term.
SaaS renewal tracking is the practice of keeping an accurate record of when each software subscription renews, at what price and with what notice.
→Contract expiry management is the work of spotting agreements that are about to end, or already have, and deciding what happens next.
→Notice period tracking is the practice of recording how much warning a contract requires to end, change or renew it, and monitoring the dates that follow.
→Auto-renewal prevention is the practice of stopping contracts from rolling into a new term by accident.
→Bring a small sample of real items. We will show what Flo handles on its own and where it hands over to your team.
