Free tool
What does your software really cost?
List the tools you pay for. See the yearly total, the cost per person, and where two tools are doing the same job.
Add it up
Every subscription, on one page.
Have a card statement handy. The ones you forgot about are the point.
Beyond the total
The number is only the start.
A yearly total is useful. Three things it cannot show you usually cost more.
Time
Every place a person re-types the same customer details from one tool into another.
Risk
Accounts owned by a former employee or an old vendor, shared passwords, and tools nobody is watching.
Hidden overlap
Features you are paying for twice because one tool quietly added what another already does.
By the numbers
Software adds up quietly.
What published research says about software spend, and how much of it goes unused.
Zylo, 2026 SaaS Management Index (mostly large companies). Capterra, marketing app sprawl survey (193 US businesses, 2023). Vertice, SaaS Inflation Index. Checked November 2026.
Common overlaps
Where you may be paying twice.
The calculator flags these when it recognizes the tools. They are worth checking by hand, too.
Video calls
Google Workspace includes Meet, and many Microsoft 365 plans include Teams. A separate Zoom plan may be covering the same calls.
File storage
Workspace and Microsoft 365 both come with cloud storage. A Dropbox or Box plan on top may be left over from before.
Email marketing
Many CRMs, HubSpot among them, send marketing email. If yours does, a separate Mailchimp account may be doing the same job.
Scheduling
Booking links come with many CRMs. Check yours before paying for Calendly as well.
Before you cancel
Cut costs without breaking anything.
Find every charge
Go through twelve months of card and bank statements, PayPal and app store subscriptions. Then search your inbox for “receipt”, “renewal” and “invoice”.
Give each tool an owner
Someone who knows why you have it and would notice if it disappeared. A tool nobody claims is a good candidate to cut.
Check what is actually used
Most admin screens show how many seats you pay for and when each person last signed in. Unused seats are the easiest saving.
Look at what connects to it
Before cancelling, check which forms, automations and sign-ins depend on the tool, and export your data.
Cancel before it renews
Put every renewal date on one calendar with a reminder a month ahead, so nothing renews by default.
FAQ
Questions about software costs.
How much do businesses spend on software?
It varies widely. Zylo’s 2026 index puts the median at $9,455 per employee a year, but its sample is mostly large companies. Cledara found the median US company spends $146,344 a year across about 36 tools. Your own list, added up above, is the number that matters.
How many apps does a small business use?
Okta found that businesses with 50 or fewer employees use around 36 apps (2023 data). Companies with up to 500 employees used about 58.
How do I find subscriptions I have forgotten?
Check twelve months of card and bank statements, PayPal, and Apple and Google app store subscriptions. Search your inbox for “receipt”, “renewal” and “invoice”, and review the apps connected to your Google or Microsoft account.
How fast are software prices rising?
Vertice’s SaaS Inflation Index put software price inflation at 14.3% in September 2026, after a record 16.4% in June. Check renewal terms before a plan renews, and ask whether an annual plan or a locked-in rate is available.
What counts as overlap?
Two tools you pay for that do the same job, like a Zoom plan alongside Google Workspace, which includes Meet. The calculator flags it when a job you pay for is already included in another tool on your list.
Is what I type saved anywhere?
No. The calculator runs in your browser, and nothing you enter is saved or sent to us.
Next step
Want it sorted properly?
A Tech Stack Audit maps every tool, who owns it, and what to keep, cut or connect.