Ask someone in your company to name every active subscription, and they won't get close. There's the Microsoft 365 tenant, an Adobe licence somewhere, a project tool one team bought once, the domain names, an insurance policy, the leased car, the coffee contract. They each renew on their own date, sit on different cards and in different inboxes, and nobody holds the full list. Until an invoice lands for something you thought you'd cancelled.
The problem isn't one subscription, it's the sprawl
Watching a single subscription is easy. It's the sum that gets you. Every team buys its own tools, every service picks its own renewal date, and together they run into the dozens. No one sees the whole, so you keep paying for things nobody uses, and you get caught out by renewals you meant to reconsider.
Most "subscription managers" promise to fix this by connecting to your bank or accounting and discovering everything automatically. That also means handing an outside party access to your transactions. OwndUp deliberately doesn't. You build the list yourself, or import it from an Excel you already have, and your data stays yours and in Europe.
Put everything on one list with your own columns
In OwndUp you build a list with exactly the columns that fit: service, vendor, yearly cost, renewal date, notice period, who uses it. You hang a reminder on the renewal date and decide how many days or months in advance you want to be warned. When a date draws near, OwndUp emails everyone the list is shared with and drops an in-app notice, so the heads-up doesn't depend on one inbox. All open reminders land on one page.
Things teams track this way:
- Software and SaaS: Microsoft 365, Adobe Creative Cloud, Slack, Notion, Figma, Zoom, Canva, your CRM and your project tool.
- Technical: domain names, SSL certificates, hosting, your mail platform and security licences.
- Fixed services: telecom and mobile plans, energy, insurance, leasing and maintenance contracts.
- The small things nobody logs: coffee and water, trade journals, industry-body membership, a parking subscription.
To keep the invoice or the terms close, add a link column pointing at where the document lives in SharePoint or OneDrive. OwndUp holds the list and the reminder, not the file.
A list a team shares, not a person owns
Share the list with your colleagues as reader or editor, and the overview stops living in one person's head. Every list keeps an owner that can never fall away, and you can name a backup who steps in if the owner does. If an expiring subscription is still sitting untouched after a while, OwndUp escalates it to that backup, so a missed notice period doesn't quietly turn into another year.
Subscriptions will keep renewing on their own schedule. The difference is whether you decide on purpose or get caught out. Put the reminder on the date once, share the list, and you'll be warned in time. If something renews with a notice period, read how to never miss a cancellation window too.