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Track, analyze, and optimize all SaaS subscriptions — renewals, usage analysis, cost optimization, vendor consolidation, and cancellation workflows.
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Basierend auf der SOC-Berufsklassifikation
Reconciles bank accounts and credit cards monthly — matches every transaction to the ledger, resolves exceptions, tracks uncleared items, and documents the process. Use when the user mentions bank reconciliation, transaction matching, reconciling accounts, GL cash balance not matching the bank, or asks about month-end reconciliation or corporate card reconciliation.
Manages banking relationships — account optimization, fee negotiation, credit facility oversight, treasury yield, and fraud prevention. Use when the user mentions banking setup, bank fees, credit facility, treasury yield, investing excess cash, opening new accounts, or asks about banking architecture, account optimization, or fraud prevention.
Builds and maintains a 13-week rolling cash forecast — models inflows, outflows, scenario analysis, and forecast-vs-actual accuracy tracking. Use when the user mentions cash forecast, 13-week forecast, liquidity projection, cash runway, or asks about modeling cash under different scenarios or when cash runs out.
Monitors daily cash position across all accounts, flags anomalies, tracks burn rate, and produces a daily cash snapshot. Use when the user mentions cash position, daily cash check, burn rate, bank balance, or asks about unusual transactions or cash alerts.
Optimizes working capital — improves DPO, accelerates collections, manages inventory, and negotiates payment terms to maximize cash efficiency. Use when the user mentions working capital, cash conversion cycle, DPO, DSO, or asks about improving payment terms, accelerating collections, or optimizing cash tied up in operations.
Routes CFO and financial operations requests to specialized sub-skills based on user intent matching, task classification, and multi-skill chain assembly. Use when the user mentions startup CFO tasks, financial operations, reporting, fundraising questions, cash management, financial planning, strategic advisory, or asks about running any CFO-related workflow.
| name | subscription-management |
| description | Track, analyze, and optimize all SaaS subscriptions — renewals, usage analysis, cost optimization, vendor consolidation, and cancellation workflows. |
| version | 2.0.0 |
| author | Crewm8 |
| maintainer | Gokul (github.com/gokulb20) |
| license | MIT |
| homepage | https://crewm8.ai |
| tags | ["cfo","finance","subscriptions","saas","cost-optimization","renewals","vendor-management"] |
| related_skills | ["transaction-processing","accounts-payable-management","cost-optimization","budget-creation-management","ledger-management"] |
| inputs_required | ["subscription-inventory","usage-data","contract-terms"] |
| deliverables | ["subscription-inventory-table","optimization-hit-list","renewal-calendar"] |
| compatible_agents | ["hermes","claude-code","droid","cursor","windsurf","openclaw","openai","generic"] |
Every SaaS subscription the company pays for must be tracked — who uses it, when it renews, what it costs, and whether it's still worth it. This skill eliminates zombie subscriptions, right-sizes plans, times renewals strategically, and keeps the SaaS stack lean. Without it, companies waste 30% or more of their SaaS spend on unused or underused tools.
| Metric / Action | Definition | Why It Matters |
|---|---|---|
| Seat Utilization | Active users / Paid seats. < 70% → flag for downsizing | Paying for seats nobody uses is the #1 SaaS waste |
| Cost per Seat | Annual subscription cost / Total seats | Compare against industry benchmarks for the tool category |
| Zombie Subscription | No active users in 60+ days, no critical dependency | Immediate cancellation candidate |
| Renewal Calendar | 12-month forward view of all renewals with action deadlines | Prevents auto-renewal surprises and missed negotiation windows |
| 80/20 Rule | 20% of subscriptions drive 80% of spend | Focus optimization energy on the expensive tools |
| Annual vs Monthly | Annual billing saves 15-20% on average | Switch to annual for tools you'll definitely use for a year |
Compile into a unified register:
| Vendor | Product | Plan/Tier | Monthly Cost | Annual Cost | Users/Seats | Billing Owner | Renewal Date | Auto-Renew? | Cancel Window |
|---|---|---|---|---|---|---|---|---|---|
| HubSpot | CRM | Pro | $890 | $10,680 | 8/10 | Sales | 2026-07-15 | Yes | 30 days |
| Figma | Design | Enterprise | $540 | $6,480 | 4/15 | Design | 2026-09-01 | Yes | 30 days |
Add: annualized total, cost per seat, cost as % of total SaaS spend.
For each subscription, assess:
Categorize every subscription:
| Action | Criteria | Example |
|---|---|---|
| Cancel immediately | No active users in 60+ days, no critical dependency | That SEO tool nobody uses |
| Downsize | < 50% seat utilization, can reduce tier | Enterprise plan for a team of 5 |
| Renegotiate | Renewal within 90 days, > $5k/yr, no price lock | Request volume discount, annual commit |
| Consolidate | Functional overlap with another tool | Notion vs Confluence vs Google Docs |
| Keep as-is | High utilization, mission-critical, fair price | AWS, GitHub |
| Replace with free/OSS | Light usage of expensive tool, OSS alternative exists | Figma → Penpot for basic work |
Produce a 12-month forward view:
May 2026: HubSpot ($10,680) — 30-day cancel window: ACT NOW
Jun 2026: —
Jul 2026: Datadog ($18,000) — negotiate by Jun 01
Aug 2026: —
Sep 2026: Figma ($6,480)
Oct 2026: Salesforce ($24,000) — start negotiation Aug 01
...
Flag any renewal > $10k/yr that is within 90 days but hasn't been reviewed.
Run this skill at least quarterly, at budget review time. Compare the inventory against:
budget-creation-management)transaction-processing, bank-reconciliation)The skill is complete when:
Is every subscription in the inventory linked to a specific billing owner and renewal date? Is seat utilization calculated and compared against the 70% threshold? Are optimization recommendations prioritized by savings impact? Does the renewal calendar flag all renewals within 90 days that need action? Are usage-based pricing subscriptions separated from fixed-price subs?
Example 1: Full SaaS Audit
User: "Audit all our SaaS subscriptions — I think we're wasting money"
→ You compile an inventory from the corporate card export, bank statements, and email invoices — 37 subscriptions totaling $184,000/yr. Usage analysis reveals: 12 subscriptions with < 50% seat utilization, 3 tools with zero active users in 60+ days (zombies), 2 pairs of overlapping tools (Notion/Confluence, Zoom/Whereby). You recommend: cancel 3 zombies ($8,400/yr savings), downsize 5 plans ($14,200/yr), consolidate Notion/Confluence into one ($6,000/yr), renegotiate HubSpot ($10,680 renewal in 60 days — 30-day cancel window is ACT NOW). Total projected savings: $31,600/yr (17% of current spend).
Example 2: Renewal Negotiation Prep
User: "Our Datadog renewal is coming up — help me prepare"
→ You pull the Datadog inventory: $18,000/yr, 12 seats, 8 active users (67% utilization), usage-based infrastructure monitoring costs adding ~$2,000/mo. Last year's price was $16,000 — a 12.5% increase. You prepare: competitive quotes from Grafana Cloud ($12,000/yr) and New Relic ($14,000/yr), a usage optimization recommendation (reduce data retention from 15 to 7 days to cut variable costs by ~30%), and a negotiation target of $15,000/yr with an annual commit.