I’m building a simple SaaS subscription tracker for small teams

Most small teams don’t notice forgotten SaaS subscriptions until they renew.
That’s the problem I’m working on with CostLoop, a simple tool for tracking subscriptions, renewal dates, vendors, license counts, cancellation links, invoices, contracts, and related documents in one place.
The idea came from a common pattern I kept seeing: teams start with a spreadsheet, Notion page, calendar reminders, or just memory.
That works for a while.
Then the team grows, people buy tools independently, invoices get buried in emails, unused seats keep getting paid for, and nobody knows who owns what.
What CostLoop tracks
The current version focuses on:
subscriptions
vendors
renewal dates
monthly and yearly costs
license counts
cancellation links
invoices and contracts
related documents
team ownership
The goal is not to build heavy procurement software. Small teams usually don’t need that.
They need a clear answer to:
What are we paying for?
Who owns it?
When does it renew?
How do we cancel it?
Where are the documents?
Stack
The stack is simple:
Next.js
Supabase
Stripe
Tailwind CSS
I’m trying not to overbuild it. The biggest risk with a product like this is adding too many dashboards, reports, and settings before proving that teams will actually keep the data updated.
What I’m still figuring out
A few questions I’m working through:
Should subscription creation be super fast, or should it collect more detailed data?
Are renewal reminders enough, or does each subscription need a clear internal owner?
Are cancellation links more useful than cost reports?
How important are document uploads compared to basic tracking?
What would make a small team actually maintain this every month?
I’m looking for feedback from founders, developers, operators, and small teams managing multiple SaaS tools.
How do you currently track subscriptions and renewals?
And what breaks most often: missed renewals, unused seats, scattered invoices, unclear ownership, or something else?
CostLoop has a 14-day free trial with no credit card required if anyone wants to test it.
Codes before signup:
Business: TEST2026BUSINESS
Pro: TEST2026PRO

Comments

[Mark Barnett]

The maintenance question is the one that actually decides this. Every tracker like this dies the same way: the data is fresh for two weeks, then someone buys a tool without logging it and the source of truth quietly goes stale. So creation has to be near-zero friction, basically vendor, cost and renewal date, with everything else optional. Detailed data you force up front is the data that stops people entering anything at all.

On what breaks most, in my experience it is unclear ownership and missed renewals, in that order. Unused seats are real but people tolerate them. A surprise annual renewal is what makes someone angry enough to want a tool, so I would make the renewal reminder the spine of the product and tie an owner to every line. A reminder with no owner just becomes a notification everyone ignores.

I build a personal-finance app and the same law holds there: the forward view of what is about to hit beats any report of what already happened. Cancellation links are useful but they are a once-a-quarter action. Knowing what is coming is the daily value.