Subscription spend managementUnderstand your company’s recurring spend
Monitor all your company’s recurring payments in one place to stay informed and make better decisions.
Stop wasting money on unused business subscriptions
From SaaS tools to your office lease, recurring costs often make up a large part of overall company spend. Our subscription management software will monitor all of your subscriptions for you, no matter how you choose to pay for them.
Uncover hidden costs
We group your business subscriptions by provider for a complete overview of recurring payments per vendor. Streamline ways to save on spending with our proactive search for recurring payments.
Eliminate cost creep
Analyze fluctuations in subscription amounts over the past 12 months with real-time month-over-month comparisons by utilizing variance analysis on individual or business subscription fees.
Avoid overspending
Eliminate wasteful spending on unused or duplicate subscriptions. Our proprietary subscription management software gives you essential data such as transaction date and time, helping you easily eliminate wasteful spending and saving your business time and money.
Check and update ownership
Stay in control of recurring payments by quickly seeing who owns what across individuals and departments and the payment method. Easily monitor subscriptions across the business and track which need to be moved when someone leaves, so there's no interruption of service
Smart subscription-spend tracking
Never go short
We predict the amount to be billed for each subscription, so you ensure the card has enough funds to cover the cost or consider cancelling or moving the subscription as desired.
Cover your expenses
Have a department head with an over-budget subscription? They can request additional funds on the Payhawk app, following all the usual approval workflows.
Top-up easily
Adjust monthly limits and associated budgets when topping up cards to ensure that all planned subscription spend can be covered.
Never go short
We predict the amount to be billed for each subscription, so you ensure the card has enough funds to cover the cost or consider cancelling or moving the subscription as desired.
Cover your expenses
Have a department head with an over-budget subscription? They can request additional funds on the Payhawk app, following all the usual approval workflows.
Top-up easily
Adjust monthly limits and associated budgets when topping up cards to ensure that all planned subscription spend can be covered.
How does Payhawk's subscription tracking work?
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Take care of all the recurring payments across your Payhawk cards and bank transfers.
We'll automatically recognize and flag recurring expenses to you as subscriptions, including all past expenses.
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Monitor all company-wide recurring payments in one place to stay informed and make sound financial decisions.
"Now we can easily understand how much is spent on subscriptions and analyze the needs of departmental budgets and their variances."
FAQ
Subscription spend management helps finance teams track, control, and plan recurring business costs, such as software subscriptions, vendor tools, and other repeat payments.
With Payhawk, recurring payments can be marked as subscriptions, and potential subscriptions are automatically identified. This gives finance teams clearer visibility over upcoming costs, cash flow, and budget impact.
As businesses scale, subscription costs tend to creep up quietly — vendors raise prices at renewal, teams add seats without approval, and unused tools keep billing month after month.
These silent increases are easy to miss when recurring spend is scattered across departments and payment methods. Subscription spend management software provides visibility into upcoming recurring costs, helping finance teams forecast spend more accurately and avoid unexpected expenses.
It also gives finance teams real-time visibility into every recurring charge, flagging price changes in immediately.
Payhawk automatically identifies transactions that follow recurring patterns, such as monthly or annual payments.
AI helps classify recurring transactions based on frequency and merchant behavior. Finance teams can then review and mark them as subscriptions for a centralized view of recurring spend.
Employees can request new subscriptions through Payhawk’s Procurement AI Agent in the Web Portal, Mobile App, or Slack, when enabled by an administrator.
The agent guides employees through a conversational workflow, captures the required details, and routes the request through the company’s approval process before spend occurs.
Payhawk supports multiple ways to collect invoices for subscription payments, depending on suppliers, workflows, and region.
Invoices can be collected through:
- Mailbox: Suppliers send invoices to a dedicated Payhawk email address, where they are captured and matched to the relevant transactions.
- Financial Controller AI Agent (Agent Fetch): The Financial Controller AI Agent can retrieve invoices and receipts from vendor websites and match them to the corresponding expenses, reducing manual follow-ups.
- eInvoicing: In supported regions, compliant electronic invoices can be received directly through integrated eInvoicing networks.
These options help reduce manual invoice chasing, ensure payments are matched with the correct documentation, and maintain accurate records for reporting and compliance.
Subscriptions can be paid by card or bank transfer, depending on the supplier.
For card-based subscriptions, cards can be topped up on a recurring basis to cover upcoming costs. Controls can also limit usage to online payments or block specific merchants, helping reduce unwanted or unauthorised spend.
Payhawk shows the card owner linked to a subscription payment, helping identify where the payment originated.
Subscription-level ownership and team assignment are not currently available. However, card, merchant, and payment details can be used to review recurring spend and follow up with the relevant employee or budget owner.
Subscription management software costs vary by provider, plan, and included features. With Payhawk, subscription management is built into the platform, so finance teams can track and manage recurring payments without paying for a separate subscription management tool.
