Keep
The specialist capability is useful, used and difficult to replace economically. Check the appropriate plan and licences.
A LITTLE CLARITY BEFORE THE NEXT BILL.
Find the waste.
Make a better call.
Use these practical checklists to review software subscriptions, trace repetitive administration and prepare for a cost review. Start with the information you already have; a useful first conversation does not require a finished audit.
Your costs. Useful questions. A practical next step.
YOUR COST REVIEW STARTER KIT
01 / THE BILLSWhat leaves
your account?
your account?
02 / THE WORKWhere does
the day go?
the day go?
03 / THE DECISIONWhat is worth
changing?
changing?
01 / FOLLOW THE PAYMENTS
Give every subscription
a job to justify.
List each tool once, including add-ons and reporting products. Record what you pay today and who needs the capability before deciding what to cancel.
| Record | What it helps you decide |
|---|---|
| Tool and main purpose | Identify the actual job it performs, rather than judging the product name alone. |
| Monthly or annual payment | Compare the same period. Note whether the recorded payment includes VAT. |
| Active users and essential features | Spot unused seats and features that another retained tool may already provide. |
| Renewal, notice and cancellation terms | Work out when a change could affect the bill and what commitments remain. |
| Data, integrations and export options | Identify what a replacement or connection must preserve before anything is cancelled. |
| Owner and fallback | Know who can approve a change and how essential work continues if a tool fails. |
Start with the largest or most duplicated cost. Keep invoice and renewal details private until a suitable sharing method is agreed.
Review the software options02 / FOLLOW THE WORK
Count the repetition.
Keep the judgement.
Choose one task: preparing a quotation, entering an order, chasing a payment or assembling a report. Follow a real example from request to completion.
What starts the task?
Record the trigger, the person responsible and the information needed to begin.
Where is information copied?
List the systems, spreadsheets and messages touched, including repeated entry.
What needs a decision?
Identify approvals, unusual cases and work that needs an accountable person.
How much happens?
Observe handling time, monthly volume, waiting time and corrections. Keep estimates labelled.
What would actually change?
Separate a lower bill from hours released. A salary that continues is capacity, not cash saved.
03 / MAKE THE CHOICE
Four options before
another subscription.
The strongest recommendation may be to keep a useful tool and improve the work around it. Compare the full change, including migration, ongoing running costs and responsibilities.
Improve
The tool fits, but the process creates avoidable work. Simplify inputs, approvals or reporting before adding technology.
Connect
Good systems are separated by manual handovers. Check supported access, record ownership and failure handling.
Replace
The required job is clear and a suitable alternative has a stronger whole-life case. Plan export, testing and ownership first.
Time saved, cash saved and service improvements are different outcomes. Agree which one matters and how it will be checked.
See what a connection involves04 / A USEFUL FIRST MEETING
Bring the rough picture.
We’ll work through it.
For a face-to-face cost review, bring a short list of the systems you pay for, approximate recurring costs and one frustrating workflow. Include the person who understands how that work gets done.
Choose a time for your reviewYOUR MEETING NOTES
- The cost or process you want to challenge
- The capabilities your team cannot lose
- Upcoming renewals and timing constraints
- The systems and people involved
- Known data, access or compliance concerns
- Who can agree the scope and next step
No passwords, bank details or sensitive personal records are needed in the initial enquiry.
READ THE WORK BEHIND THE OUTCOME
Useful next steps. Already here.
LESS GOING OUT. MORE STAYING IN.
You don’t need another
report gathering dust.
Let’s identify a useful change and the work required to deliver it. Book a face-to-face review anywhere in the UK.