Top 9 Subscription Management Tools for Businesses

30% of Your SaaS Budget Is Probably Going Unused

Most enterprises overpay due to a lack of license and renewal visibility. This template helps you fix that.

Download the Free Tracker

‍

Are your software subscriptions running on autopilot with no visibility, draining your budget without anyone noticing?

Many businesses think they have a grip on their subscriptions, but the reality is? Unused licenses, surprise renewals, and overlapping tools bleed thousands of dollars every year. A single overlooked renewal could lock you into another costly year of software you barely use.

That’s where License Harvesting comes in. By identifying and reclaiming inactive or underused licenses, you can cut waste, optimize spend, and take back control of your SaaS stack.

This guide breaks down the best subscription management tools that put you back in control, tracking usage, automating SaaS renewals, and cutting waste. Whether you're tired of chasing down invoices or want smarter ways to manage spend, this list has you covered.

‍

TL;DR - Subscription Management Tools

‍

‍

What is a Subscription Management Tool?

A subscription management tool is a software application designed to help businesses track, control, and optimize all their recurring subscriptions in one place. Whether you manage SaaS licenses, cloud services, or vendor contracts, this tool provides a centralized platform to monitor usage, costs, and renewal dates.

With a subscription management tool, you can eliminate waste from duplicate subscriptions and unused licenses. It automates billing, sends timely renewal alerts, and provides detailed analytics to help you optimize cloud costs and take control of your SaaS stack.

For businesses with growing SaaS portfolios, a subscription management tool streamlines workflows by integrating with existing systems like accounting or IT asset management.

Who uses it and what they achieve:

• Finance: precise revenue metrics and faster reconciliation, fewer write-offs.
• RevOps: agile pricing/packaging, discounts, trials, and upgrade paths that lift LTV.
• IT: secure RBAC, SSO, and APIs to provision, integrate, and automate at scale.
• Procurement: centralized contracts and renewal calendars to negotiate and avoid surprises.

‍

Key Features of Subscription Management Software

An effective subscription management solution goes beyond just tracking payments; it provides end-to-end control over the entire subscription lifecycle.

Here are the key features you should look for:

1. Automated Billing and Invoicing: Supports flexible billing cycles (monthly, quarterly, annually) and auto-generates invoices based on usage, plan, or pricing tiers.

2. Subscription Lifecycle Management: Allows you to create, update, pause, or cancel subscriptions with full visibility into each customer’s journey.

3. Revenue and Payment Analytics: Provides real-time dashboards to track metrics like MRR, churn rate, revenue trends, and payment statuses.

4. Dunning Management and Payment Recovery: Automates follow-ups on failed payments and sends reminders to recover revenue without manual work.

5. Customer Communication Tools: Sends automated emails or notifications about plan changes, renewals, or billing issues to keep customers informed and engaged.

6. Integration with CRM and Finance Tools: Connects smoothly with systems like Salesforce, QuickBooks, or Stripe to sync data and streamline operations across teams.

‍

Why Do Enterprises Need Subscription Management Tools?

Organizations choose subscription management tools for:

1. Cost Control: Identify and eliminate unused licenses or duplicate subscriptions to stop overspending.

2. Centralized Visibility: Get real-time insights into all software subscriptions, spend, and usage across departments.

3. Renewal Management: Assign contract owners and track renewal dates to avoid last-minute renewals and negotiate better terms.

4. Audit Readiness: Maintain organized records of contracts, payments, and user access for easier compliance with standards like SOC 2, ISO 27001, GDPR, etc.

5. IT improvements: Discover shadow IT, monitor software adoption by feature, and deprovision inactive users to boost security and trim costs.

6. Faster procurement: Streamline purchasing workflows, reference historical pricing, and involve stakeholders early for quicker approvals and potential savings.

7. Unified management: For enterprises, subscription management platforms transform recurring spend from a chaotic cost center into a well-governed, optimized portfolio.

‍

How to Choose the Right Subscription Management Software?

Subscription management software simplifies and automates the entire subscription lifecycle, from billing and renewals to customer communication and analytics. Here’s what to look for while selecting the right one:

1. Real-Time Visibility: Can you see all active subscriptions, users, and costs in one place? A good tool should give a clear breakdown of spending across teams and departments.

2. Deeper Usage: To effectively optimize subscriptions, you need deeper, feature-level usage insights and not just surface-level data. Can you see how many meetings are booked on Zoom and other feature-level data?

‍

‍

3. Automated Renewal Tracking: No more scrambling before contract renewals. Look for automated alerts and renewal insights to negotiate before it’s too late.

4. Cost Optimization Features: Does the software identify unused or duplicate subscriptions? The best tools flag inefficiencies and help cut waste.

5. Seamless Integrations: Subscription data should flow into finance, IT, and procurement systems. Ensure the tool integrates with platforms like ERP, CRM, and accounting software.

6. User Access & Role Controls: Who can approve renewals? Who can cancel subscriptions? Role-based access keeps decision-making structured and secure.

7. Compliance & Security: Subscription tools handle sensitive vendor contracts and financial data. Ensure the platform meets security standards and provides audit logs for tracking changes.

Pro Tip: Look for a subscription management tool that aligns with your team’s workflows. If finance needs deeper spend tracking, procurement wants better vendor management, and IT requires stronger SaaS visibility, find a solution that checks all boxes.

‍

Secure User Identities and Access, Reduce Risk by 70%

Struggling with unauthorized access and overprovisioned accounts? Learn how leading IT teams are enhancing security with IAM best practices.

Download the IAM Strategy Guide

‍

Subscription Management Software For Small Businesses: A Practical Guide

For small teams, the ideal subscription management tool is easy to set up and keeps cash flow steady. Look for simple pricing, no-code onboarding, and automated invoicing that covers recurring charges, taxes, and prorations. Features like payment retries, automatic card updates, and reminders reduce failed payments and lost revenue.

A self-serve customer portal is key for users to manage their plans, download receipts, or pause subscriptions. Integrations with accounting software (QuickBooks, Xero, NetSuite) and payment gateways (Stripe, PayPal, Adyen) ensure smooth invoicing and revenue syncing.

To keep costs low, route payments through the cheapest methods, use automatic card updates, and offer clear receipts. Start with simple plans and monthly/annual billing, then scale as needed with add-ons, tax automation, and CRM integrations.

Small businesses often use subscription management for models like subscription boxes, agency retainers, fitness or education memberships, and SaaS freemium-to-paid plans. The right tool ensures you won’t outgrow your platform as you expand.

Checklist:

• Automated invoicing and smart dunning are activated.
• The customer portal is live for plan changes, pauses, and cancellations.
• Accounting system and main payment gateway are fully integrated.
• Clear plan catalog (monthly/annual) with built-in prorations and tax support.

‍

Top Subscription Management Tools in 2025

1. CloudEagle.ai

‍

‍

CloudEagle.ai is a SaaS management and procurement platform that helps businesses stay in control of their software stack. It streamlines the way organizations discover, govern, optimize, and renew their SaaS stack.

Medium Pop-Up CTAs - License Management

Instead of juggling spreadsheets or manually tracking software, CloudEagle puts everything in one place, making it easier to cut waste and maximize value using one of the best subscription management solutions available today.

Key Features of CloudEagle.ai

1. License Management

Managing software licenses can often lead to wasted spend when businesses lose track of underutilized resources. CloudEagle helps businesses tackle this challenge by providing a comprehensive view of all licenses and their usage, pulling data from over 500 integrations.

‍

‍

How it Helps:

• Identifies underused licenses and reallocates them where they’re needed most.
• Tracks and manages software licenses, ensuring that businesses are only paying for active subscriptions.
• Prevents waste by allowing businesses to right-size their licenses before renewals.

2. License Harvesting & Reclamation

CloudEagle’s automated license reclamation process helps businesses recapture wasted spend from unused subscriptions. By triggering workflows to deprovision inactive users and reallocating subscriptions, businesses can right-size their plans and eliminate unnecessary renewals.

How it Helps:

• Reduces wasteful spending by automatically reclaiming unused licenses.
• Saves costs by ensuring each subscription is actively used.
• Increases overall efficiency and reduces manual tracking tasks.

Know how RingCentral saved $1.2M by using CloudEagle.ai to reclaim unused licenses, automating workflows that deprovision inactive users.

3. Contract Management

Managing vendor contracts can be complex, especially when renewal dates and contract terms are scattered across multiple systems. CloudEagle.ai consolidates all contracts and, with its AI-powered metadata extraction, automatically pulls key details such as renewal dates, payment terms, and more.

‍

‍

How it Helps:

• Provides alerts ahead of renewal dates, allowing teams to renegotiate or cancel subscriptions.
• Centralizes contract management, reducing the risk of missed renewals and costly surprises.
• Improves vendor negotiations by giving businesses timely insights on upcoming contract expirations.

4. Spend & App Discovery

Many businesses struggle to get a complete picture of their SaaS portfolio, leading to duplicated software, unauthorized subscriptions, and hidden costs. CloudEagle.ai scans your ecosystem to discover overlapping apps and unauthorized subscriptions.

‍

‍

How it Helps:

• Uncovers redundant software, preventing unnecessary spend.
• Provides a comprehensive view of your SaaS portfolio, helping to cut out wasteful tools.
• Identifies cost leaks across your software stack.

5. Automated Renewal Alerts

CloudEagle eliminates the risk of last-minute renewals that trap businesses into unwanted contracts. The platform sends timely renewal alerts ahead of deadlines, providing ample time to renegotiate or cancel subscriptions.

‍

‍

How it Helps:

• Notifies users well in advance of upcoming renewals.
• Helps businesses renegotiate or eliminate unnecessary subscriptions.
• Reduces the chance of getting locked into unwanted agreements.

Learn how DataStax saves nearly $70k through renewal management and procurement services with CloudEagle.ai.

6. Price Benchmarking

One of the challenges businesses face is ensuring they’re getting fair pricing for their subscriptions. CloudEagle provides real-time industry benchmarks, enabling businesses to compare their spending against market prices.

‍

‍

How it Helps:

• Gives businesses access to real-time pricing data, ensuring fair pricing.
• Supports informed decision-making during vendor negotiations.
• Helps prevent overpaying for subscriptions with competitive price insights.

Pros

• CloudEagle.ai is an advanced SaaS management platform that helps businesses save 10-30% on software spend by identifying unused licenses and eliminating redundant apps.
• It leverages AI to automate license harvesting, discover overlapping apps, and streamline renewals, ensuring cost efficiency.
• With over 500 integrations, CloudEagle.ai provides complete visibility into your software stack, including app usage, licensing, and spending.
• The platform also enhances security and compliance by automating user access and license management, reducing risks, and improving governance.
• CloudEagle.ai offers the fastest onboarding in the industry, taking just 30 minutes, allowing businesses to gain immediate savings and governance from day one.

2. Spendesk

‍

‍

Spendesk, as one of the top subscription management tools, simplifies company spending by centralizing expense tracking and automating approvals.  It supports smarter SaaS budgeting by connecting everyday technologies to streamline invoicing, budget management, and procurement, empowering you to make smarter, faster spending decisions.

Key Features

• Expense Tracking & Centralized Spend Management: Chaotic expense tracking leads to lost receipts and missed reimbursements. Spendesk brings all expenses into one dashboard, giving you clear visibility and control over every transaction.

• Automated Approval Process & Digital Receipts: Manual approvals slow you down. Spendesk automates the approval workflow and digitizes receipt capture, ensuring fast validation and reducing administrative delays.

Pros

• The intuitive interface simplifies day-to-day expense management.
• Automated workflows reduce manual effort and save time.

Cons

• Some users experience minor payment processing glitches.
• Approval workflows may lack flexibility for unique processes.

3. Maxio

‍

‍

Maxio helps B2B SaaS companies streamline billing and subscription management software processes. It automates invoicing, revenue recognition, and churn management so you can scale confidently while keeping financial operations simple and efficient.

Key Features

• Automated Billing & Invoicing: Manual invoicing can waste precious time. Maxio automates billing processes, ensuring accurate invoicing and reducing cash flow delays.

• Advanced Revenue Recognition & Reporting: Inconsistent metrics and confusing reports hinder growth. Maxio delivers clear, customizable revenue insights, including ARR and MRR, that empower you to make informed decisions.

Pros

• Intuitive platform with robust billing automation.
• Strong integration capabilities streamline your workflow.

Cons

• Customer support can be slow to respond.
• Advanced workflows might need additional setup and training.

4. Torii

‍

‍

Torii, as one of the top-rated subscription management tools, simplifies SaaS and spend management for IT teams by uncovering shadow IT, optimizing license use, and automating workflows. It provides comprehensive visibility, cost-saving insights, and enhanced security across your SaaS ecosystem.

Key Features

• Shadow IT discovery & visibility:Many companies lose control over unknown applications. Torii automatically discovers hidden and unauthorized SaaS tools, providing a unified view that helps prevent wasted spend.

• Automated onboarding & offboarding:Manual user management can be error-prone and time-consuming. Torii automates onboarding and offboarding processes, ensuring only approved users access your applications while reducing administrative overhead.

Pros

• Offers a unified dashboard that reveals all SaaS usage, including shadow IT.
• Streamlines routine tasks such as user onboarding and license renewals.

Cons

• Some users find that certain integrations could be more extensive.
• Advanced reporting and analytics may require further enhancements.

5. Paddle

‍

‍

Paddle is one of the top-rated subscription management tools that simplifies your payment and subscription management by combining checkout, tax compliance, invoicing, and fraud protection in one all-in-one platform. As your Merchant of Record, Paddle handles global tax, chargebacks, and dunning so you can focus on growth.

Key Features

• All-in-one payment & billing:Managing a fragmented payments stack can be chaotic. Paddle unifies checkout, invoicing, and subscription management, giving you a single source of truth for your revenue data.

• Global tax compliance & fraud protection:Navigating international tax laws and fraud risks is complex. Paddle takes on global tax remittance, chargeback processing, and fraud protection, reducing administrative burdens.

Pros

• Effortless setup with seamless integration across various payment providers.
• Transparent, all-inclusive pricing with no hidden fees.

Cons

• High transaction fees on small orders can add up quickly.
• API migration from sandbox to production can be complex and require extra effort.

6. Zuora

‍

‍

Zuora Billing comes under the list of subscription management tools that empower businesses to quickly monetize innovations by automating complex billing operations. With over 50 pricing models, configurable discounting, and seamless integrations, it scales your billing processes to support growth and streamline revenue management.

Key Features

• Flexible pricing models & discounting:Many companies face rigid billing structures. Zuora Billing offers 50+ out-of-the-box pricing models and configurable discount options to adapt to diverse customer needs.

• Automated billing & revenue operations:Manual billing often leads to errors and delays. Zuora automates prorations, provisioning, and ledger integrations, ensuring smooth and efficient revenue operations at scale.

Pros

• Offers comprehensive and flexible pricing options.
• Automates billing processes to reduce manual errors.

Cons

• Set up can be complex and time-consuming.
• Advanced features come with a steep learning curve.

7. Stripe Billing

‍

‍

Stripe Billing is a fast, flexible subscription management tool for managing recurring payments and subscriptions. It streamlines billing, supports various pricing models, and integrates easily with popular platforms to help you capture global revenue efficiently.

Key Features

• Pre-Built Components & Customization: Use pre-built pricing tables and customer portals or tap into powerful APIs for fully custom integrations.

• Automated Recovery & Dunning: Employs smart retries and automated notifications to recover failed payments and reduce churn.

Pros

• Quick setup with an intuitive, user-friendly interface.
• Highly flexible, offering both no-code and API-driven integration options.

Cons

• Transaction fees can add up for small orders.
• Some advanced features require coding or additional configuration.

8. Sage Intact

‍

‍

Sage Intact is a robust, cloud-based subscription management tool that automates core accounting tasks like managing general ledgers, accounts payable/receivable, and real-time reporting. It simplifies multi-entity consolidations, reducing errors and helping finance teams make faster, data-driven decisions.

Key Features

• Automated Core Accounting: Streamlines tasks such as general ledger, AP/AR, and cash management, cutting down manual errors and saving time.

• Real-time Reporting & Dashboards: Offers instant, customizable financial insights to support better decision-making with easy-to-read reports and dashboards.

Pros

• Intuitive interface that simplifies financial operations.
• Strong integration capabilities with other business systems.

Cons

• The subscription management tool has a steep learning curve for new users.
• Customization and report design can require extra effort.

9. Zluri

‍

‍

Zluri is one of the next-gen enterprise SaaS management tools that centralizes your SaaS stack, automates access reviews and license optimization, and uncovers shadow IT to reduce costs and mitigate security risks.

Key Features

• Comprehensive SaaS Discovery: Automatically detects all SaaS applications - including shadow IT, so you have complete visibility over your organization’s software usage.

• Automated Access & License Management: Streamlines onboarding, offboarding, and license allocation to reduce waste and ensure the right access for every user.

Pros

• Offers an easy-to-navigate dashboard that simplifies day-to-day SaaS management.
• Connect seamlessly with a variety of platforms to centralize your SaaS operations.

Cons

• Initial setup and data reconciliation can be time-consuming.
• Customizable reports sometimes need extra fine-tuning for optimal insights.‍

‍

Common Challenges with Subscription Management

Across billing, data, and governance, teams hit recurring obstacles that erode revenue and visibility. The right subscription management software tackles these issues proactively and at scale.

‍

‍

What are the benefits of enterprise subscription management software?

‍Enterprise subscription management software helps companies track and manage all their SaaS subscriptions in one place. Here are four key benefits:

1. Cost Optimization: It helps eliminate unused or underutilized subscriptions by providing detailed usage analytics and cost insights. This ensures your company only pays for necessary tools, reducing SaaS wastage and overspending.

2. Automated Renewals and Alerts: The software sends timely alerts before subscription renewals or contract expirations. This gives procurement teams the time to renegotiate pricing, cancel irrelevant services, or consolidate overlapping tools.

3. Centralized Visibility and Control: You get a unified dashboard showing all active SaaS tools, license counts, user assignments, and billing data. This central control reduces the risk of shadow IT and helps maintain compliance and security standards.

4. Streamlined Vendor Management: Subscription management platforms simplify vendor relationships by tracking contract terms, pricing, and contacts. This helps procurement teams manage renewals, negotiate better deals, and avoid vendor lock-in.

‍

CIOs: Your Teams Are Only Using 62% of What You’re Paying For.

Learn how to automate license right-sizing and reinvest what you save.

Get the Free License Management eBook

‍

Control Your SaaS Subscriptions Like a Pro

You’ve navigated the list of subscription management tools and discovered strategies to save money, cut waste, and streamline operations. Here are the key takeaways:

• Automate renewals to avoid surprises
• Gain real-time visibility of all subscriptions
• Optimize license use and cut unnecessary costs

CloudEagle.ai stands out by offering a unified subscription management solution with robust license management capabilities. It automates renewals, centralizes license tracking, and delivers real-time spending insights. Its powerful features empower you to control costs and prevent wasted spend, making it the ideal partner for smart SaaS management.

‍

Frequently Asked Questions

1. What is subscription management software?

Subscription management software automates billing, renewals, and customer tracking, helping businesses manage recurring revenue, reduce churn, and streamline operations across their subscription-based services.

2. What is a CMS subscription?

A CMS subscription provides recurring access to a Content Management System, allowing users to manage digital content, website updates, and hosting through a subscription-based pricing model.

3. What is the best platform for subscriptions?

Top platforms include CloudEagle.ai, Spendesk, Maxio, Torii, Paddle, Zuora, Stripe Billing, and Sage Intacct, each offering unique features for SaaS spend control and subscription management.

‍