The annual SaaS review template for small teams

Why an annual review matters

Most teams do monthly hygiene checks, then get surprised by mid-year price rises. An annual SaaS review looks further ahead: it aligns tools to roadmap, prepares negotiations, and prevents lock-in to plans you no longer need. Below is a practical template you can run in about an hour.

Step 1: Gather the facts (15 minutes)

Pull a complete list of subscriptions and normalise the fields: vendor, product, use case, seats, price, plan, billing cycle, renewal date, and internal owner. If you use saas billing software or a subscription manager, export to CSV for quick sorting.

Step 2: Map to your roadmap (10 minutes)

Mark each tool against next year’s plans:

• Core to roadmap: essential for delivery.
• Supports scale: helpful as you grow but not mission-critical.
• Legacy: historic need, weak fit with what’s next.

Step 3: Build the negotiation slate (10 minutes)

For contracts renewing in the next 120 days, create a shortlist. For each, prepare:

• Target outcome: discount, seat change, or plan change.
• Levers: startup pricing, annual commitment, multi-year, or bundling with a sister product.
• Fallback: downgrade or switch to a credible alternative.

Step 4: Simplify overlapping tools (10 minutes)

Look for categories with duplication: analytics, docs, storage, video, AI credits. Decide which product leads and retire the rest. Fewer tools means lower cost, less context switching, and fewer security risks.

Step 5: Right-size seats (5 minutes)

Ask owners to confirm active users and check permission levels. Many vendors charge for full seats when viewers or contributors would do.

Step 6: Set policy for new tools (5 minutes)

Keep it lightweight: a short form for new purchases, a named owner, and a default review at renewal. This avoids shadow subscriptions and keeps your list clean.

Step 7: Update the source of truth (5 minutes)

Log the review decisions and attach notes. If you’re using subscription tracking software, add reminders for outreach dates and renewal checkpoints.

Signals it worked

• Renewal surprises disappear.
• You’ve removed at least two tools or plans you don’t need.
• Negotiation win rate improves because you engaged before renewal.

Template you can copy today

Columns: Vendor | Use case | Owner | Seats (now/target) | Plan (now/target) | Price (now/target) | Renewal date | Notes | Negotiation status

Status codes: Keep | Right-size | Negotiate | Cancel

Create this as a living document. If you prefer automation, store it in your subscription manager and let upcoming renewals surface automatically.

Final thought

A clear, repeatable annual process turns saas subscription management from reactive to calm and predictable. It protects cash and gives your team the right tools for the work ahead.

Want reminders and clean renewal views without the manual wrangling? Try Crodor for small teams.