Subscription spend management Understand your subscriptions spend
Monitor all your company’s recurring payments in one place to stay informed and make better decisions.
Stop wasting money on unused and duplicate business subscriptions
From SaaS tools to office rent, 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 regular payments per vendor. Find quick and easy ways to save where you spend with our proactive search for recurring payments.
Eliminate cost creep
Assess fluctuations in subscription amount over the past 12 months with real-time month-for-month comparisons by percentage difference on individual or business subscription fees.
Avoid overspending
Stop wasting money on unused and duplicate business subscriptions. With our subscription management software, it's easy to view the subscription owner and check what’s being used and when, so you know who’s responsible for each subscription payment.
How does Payhawk's subscription tracking work?
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Simply pay with your physical or virtual Payhawk card — or a bank transfer through our portal.
We automatically recognise recurring expenses as subscriptions, including all past expenses. No manual work required.
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See all recurring payments within the company in one place to stay informed and make better decisions.
Smart subscription-spend tracking
Never go short
We predict the amount to be billed for each subscription and let you know how much of the card's available funds will go towards covering the expense.
Cover your expenses
With our subscription management software, you can pay for any subscription expenses above budget in just a couple of clicks by requesting additional funds in the Payhawk app.
Auto top-up
Using our recurring monthly limits, you can automatically top-up relevant cards each month, ensuring your subscriptions will always get paid.
Never go short
We predict the amount to be billed for each subscription and let you know how much of the card's available funds will go towards covering the expense.
Cover your expenses
With our subscription management software, you can pay for any subscription expenses above budget in just a couple of clicks by requesting additional funds in the Payhawk app.
Auto top-up
Using our recurring monthly limits, you can automatically top-up relevant cards each month, ensuring your subscriptions will always get paid.
Now we can easily understand how much is spent on subscriptions and analyse the need for 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 behaviour. Finance teams can then review and mark them as subscriptions for a centralised 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.
