Problem · Overlooked recurring costs
Small amounts. A large sum per year.
Every subscription was once a good idea. Together they add up to a block of fixed costs that hardly anyone knows about. A list with a status shows what you should clarify before the next renewal.
Cost audit
Everything on one list. Then calculated over a year.
You can overwrite the sample rows. Mark each item as in use, unclear, or not in use.
Per year
3.426 €
285,50 € per month
1.158 € per year is tied up in items that are unclear or unused. Sort them out before the next renewal date.
Monthly = amount × (1 if monthly, ⅓ if quarterly, 1⁄12 if yearly)
Assumptions and limits
- The list is only as complete as your bank statements and credit card statements. Go back three months for that.
- The audit doesn't factor in notice periods and minimum terms. Check them before every cancellation.
- Usage-based costs fluctuate; enter an average.
Your entries stay in this browser. Nothing is saved or sent.
How you'll notice
The debit arrives on time. The question of what for doesn't.
- The credit card shows providers nobody on the team can place.
- A tool was bought for a project, the project is over, the subscription isn't.
- Licenses keep running for people who left the company long ago.
Understand the causes
Why running costs become invisible.
- 01
Nobody is responsible
- How you'll notice
- Asked who needs a tool, nobody answers.
- Why it happens
- Subscriptions are signed up for by whoever needs them at the moment, but nobody takes them over afterward.
- What helps
- Assign each item to a responsible person who decides on renewal or cancellation.
- Limit
- With very few subscriptions, it is enough for one person to manage them all.
- 02
Annual payments drop out of sight
- How you'll notice
- A charge of several hundred euros surprises you once a year.
- Why it happens
- Annual and quarterly payments don't show up in your sense of the month.
- What helps
- Convert all amounts to monthly and yearly, as in the audit above.
- Limit
- Annual payments are often cheaper; don't cancel just because of the amount.
- 03
Licenses grow along, but never shrink
- How you'll notice
- The number of licenses is higher than the number of active users.
- Why it happens
- A license is booked at onboarding and not canceled at offboarding.
- What helps
- Add licenses to the offboarding list.
- Limit
- Some contracts allow a reduction only at the end of the term.
- 04
Several tools for the same purpose
- How you'll notice
- Two teams pay for tools that do the same thing.
- Why it happens
- Each team chooses on its own, with no overview of what is already there.
- What helps
- Mark duplicate tools in the list and set one as the standard.
- Limit
- Switching costs time; weigh it against the savings.
Ways to solve it
Tidy up once or keep an eye on continuously.
| Way | Enough if | Limit |
|---|---|---|
| Yearly walk-through of bank statements | You have few subscriptions, and one person knows them all. | New subscriptions only show up on the next pass. |
| Cost list in a spreadsheet with owners | Someone updates the list with every new contract. | Depends on new contracts actually being entered. |
| Reporting in accounting | You want to know how much is in the Software cost category overall. | Shows totals, not who uses which tool. |
| Peak One | You want to see recurring payments, operating expenses, and budget side by side. | Whether a tool is actually used is something you still need to settle with the team. |
Peak One in action
From the debit to the decision.
- TriggerWhich payments recur regularly, and do we still need them?
- 01 · PaymentSignalRecurring Payments in Peak Cashflow shows which payments come in regularly.
- 02 · Cost typeUnderstandingOperating Expenses shows what money goes out in operations.
- 03 · BudgetDecisionActual vs Budget shows whether running costs stay within the planned range.
- 04 · TaskActionThe cancellation becomes a task in Peak Work with an owner and a date before the renewal.
The apps for it
Available in Peak One.
For the implementation
So that the list becomes a cancellation.
Three steps
One hour. Once a quarter.
- 01 / 03
Collect direct debits
Go through the bank and credit card statements of the last three months for recurring items.
- 02 / 03
Assign status
Mark each item as in use, unclear, or not in use, and enter a responsible person.
- 03 / 03
Decide before renewal
For everything unclear, note the renewal date and clarify it by then.
Frequently asked questions
Briefly answered.
Where do I find all of the company's subscriptions?
In bank statements, credit card statements, and invoice emails. Go back at least three months, twelve for annual payments.
What do I do with items marked as unclear?
Ask the team who uses them. If nobody speaks up by the renewal date, that is usually an answer. Check the notice period first, and whether data needs to be exported.
Is there a private version of this audit?
Yes. There is a separate page with everyday examples for streaming, gym, and other personal contracts.
Keep exploring
What's included.
- FunctionCash flow & runwayA clear cash picture from rough numbers, with runway and cost blocks.View
- Software categoryCash flow softwareSee what comes in, what goes out and how long it lasts.View
- Use caseTrack key figuresKeep cash, profit, and margin in view, with the source of every number.View
- ProblemNo overview of liquidityYou're not sure how long the money in your account will last.View
- ProblemRevenue without profitMore revenue, but hardly anything is left at the end of the month.View
- ProblemToo many toolsWhen every question takes a round trip through seven programs.View
✦ A Peak principle
Clarity first. Everything else follows.
One thing at a time
More problems
Typical bottlenecks in growing companies, each with a tool you can try right away, the causes, and the path Peak One provides for it.
Solve it once. The rest follows.
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