Managing subscriptions

The Subscriptions page gives you a single view of every active SaaS subscription across your organisation. It helps you stay ahead of renewals, track contract terms, and find savings before the next billing cycle.

How Doow detects subscriptions

Doow identifies subscriptions by scanning your expense feeds for recurring charges. A charge is classified as a subscription when it meets these criteria:

• The same merchant and amount appear at least twice within a 12-month window
• The interval between charges is consistent (monthly, quarterly, or annual)
• The merchant is a known SaaS vendor or has been matched to an application in your portfolio

Subscriptions detected from expense data are automatically linked to the corresponding application. You can also create a subscription manually — see Adding a subscription manually below.

The Subscriptions page

The main view is a table listing every subscription. Each row shows:

• Application — the SaaS tool this subscription belongs to
• Plan or tier — if Doow detected a plan name from the billing description (e.g. "Business," "Enterprise," "Pro")
• Billing cycle — monthly, quarterly, or annual
• Amount — the last-charged amount in your workspace currency
• Next renewal — the expected next charge date
• Owner — the team member responsible for the renewal decision (optional; assign from the row menu)
• Status — active, cancelled (with end date), or expired

Renewal timeline

The page has a timeline view (toggle between table and timeline with the buttons at the top). The timeline shows a horizontal bar for each subscription, spanning from the current period start to the renewal date. Colour coding:

• Green — more than 60 days until renewal
• Amber — 30–60 days until renewal
• Red — less than 30 days until renewal
• Grey — cancelled (bar ends at the cancellation effective date)

Click any bar on the timeline to open the subscription detail panel.

Filters and views

Above the table you can filter subscriptions by:

• Status — active, cancelled, or all
• Billing cycle — monthly, quarterly, annual
• Owner — assigned to a specific team member or unassigned
• Renewal window — "next 30 days," "next 60 days," "next 90 days," or a custom range

Save a filter combination as a named view (e.g. "Q3 renewals — Engineering") using the Save view button. Saved views appear in the dropdown next to the filters and are shared with your workspace.

Adding a subscription manually

If Doow did not automatically detect a subscription — for example, a tool paid via invoice or a free tier you want to track — you can add it manually:

1. Click Add subscription above the table.
2. Select the application (or create a new one first).
3. Enter the plan name, billing cycle, amount, and next renewal date.
4. Optionally attach a contract document (PDF, image, or screenshot of terms).
5. Click Save.

Manual subscriptions appear alongside auto-detected ones with a "Manual" badge. They are included in reports and renewal reminders.

Subscription detail panel

Click any subscription row to open the detail panel. This panel shows:

• Billing history — a list of past charges for this subscription, with dates and amounts
• Contract — any attached contract document (click to view or download)
• Notes — free-text notes visible to your workspace
• Activity log — a timeline of changes (plan changes, owner assignments, cancellations)

From this panel you can edit the subscription details, upload or replace the contract document, or cancel the subscription. Cancelling a subscription in Doow does not cancel it with the vendor — it only removes it from your active list and stops renewal reminders.

Renewal reminders

Doow sends in-app notifications and optional email reminders for upcoming renewals:

• 60 days out — first heads-up to the subscription owner and workspace admins
• 30 days out — second reminder if no action has been taken
• 7 days out — final reminder

Reminder behaviour is configurable in Settings → Notifications → Subscription reminders. You can adjust the timing, add additional recipients, or turn off email reminders entirely.

Identifying savings

The Subscriptions page highlights potential savings opportunities:

• Unused licences — if a per-seat subscription has more assigned licences than active users, an alert appears with the potential savings amount
• Duplicate tools — if two subscriptions serve the same category (e.g. two project-management tools), Doow flags this with a suggestion to consolidate
• Annual billing — if you are on a monthly plan for a tool that offers annual billing at a discount, Doow estimates the annual savings and shows it next to the subscription

What to read next

• Tracking expenses — understand how spend is categorised
• Generating reports — create renewal and spend reports