# Subscription Spend Leak Review ## 1. Review Scope and Assumptions You asked for a first-pass spend-leak review of monthly subscriptions for a small agency. I have treated every charge as monthly and have annualized the costs by multiplying by 12. I have not assumed actual usage, contract terms, cancellation rights, or owner approvals because those were not provided. ## 2. Normalized Subscription Register | Supplier / Product | Monthly Cost | Estimated Annual Cost | Category | Risk Signal | Initial Status | |---|---:|---:|---|---|---| | Google Workspace | £72 | £864 | Email, storage, collaboration | Business-critical | Retain pending licence review | | Adobe | £65 | £780 | Creative tools | High value / role-based usage check | Review seats and active users | | Figma | £45 | £540 | Design collaboration | Possible overlap with Adobe/Canva | Review owner and active projects | | Typeform | £30 | £360 | Forms / lead capture | Medium cost / usage unknown | Check forms and recent responses | | Canva Teams | £29 | £348 | Design / marketing | Duplicate signal | Confirm team plan owner | | Dropbox | £24 | £288 | File storage | Possible overlap with Google Workspace | Check unique use case before action | | Miro | £20 | £240 | Workshops / whiteboarding | Usage unknown | Check active boards and client work | | Notion | £18 | £216 | Documentation / project notes | Usage unknown | Check team reliance | | Loom | £15 | £180 | Async video | Usage unknown | Check recordings in last 90 days | | Canva director card | £13 | £156 | Design / marketing | Probable duplicate | High-priority investigation | | Calendly | £12 | £144 | Scheduling | Low value but usage unknown | Check active booking links | Estimated total monthly recurring spend: £333. Estimated annual recurring spend: £3,996. ## 3. Spend-Leak Findings The clearest potential leak is the second Canva charge. Because Canva Teams is already listed, the separate £13 director-card charge may be an old individual plan, personal plan, or duplicate payment method. This should be checked first because it looks actionable and low risk. There is also possible overlap between Dropbox and Google Workspace because both may be used for storage and file sharing. Do not cancel Dropbox until you confirm whether client folders, archived assets, shared links, or automated workflows depend on it. The design stack includes Adobe, Canva, and Figma. These may all be justified if they serve different roles, but they should be reviewed by owner and active user because the combined annual cost is £1,668 before including Miro. Typeform, Loom, Calendly, and Miro are not automatically waste, but each needs usage evidence. These are common “quiet spend” subscriptions where teams retain tools after campaigns or projects end. ## 4. Savings Opportunity Prioritization | Priority | Item | Proposed Action | Annual Value at Stake | Confidence | Risk | Prerequisite Check | |---|---|---|---:|---|---|---| | 1 | Canva director-card charge | Confirm duplicate and cancel if not needed | £156 | High | Low | Check whether it is separate from Canva Teams | | 2 | Dropbox | Consolidate into Google Workspace if no unique need | £288 | Medium | Medium | Confirm shared links, client folders, archives, backups | | 3 | Typeform | Retain, downgrade, or cancel based on active forms | £360 | Medium | Medium | Check live forms, integrations, and recent responses | | 4 | Loom | Cancel or downgrade if recordings are rare | £180 | Medium | Low | Check last 90 days of usage | | 5 | Miro | Retain only where active client workshops use it | £240 | Medium | Medium | Check active boards and client commitments | | 6 | Calendly | Retain only if active booking links drive meetings | £144 | Medium | Low | Check links embedded on website/emails | | 7 | Adobe/Figma/Canva Teams | Review seat count and owner need | £1,668 | Medium | Medium | Confirm role-based usage and active seats | ## 5. Cancellation, Downgrade, Consolidation, and Negotiation Plan First, investigate the duplicate Canva charge and cancel the individual plan if the director is already covered by the team subscription. Second, review Dropbox against Google Workspace to decide whether storage can be consolidated. Third, ask each tool owner to confirm recent usage and business need for Typeform, Loom, Miro, and Calendly. Fourth, review creative-tool seats across Adobe, Figma, and Canva Teams so paid access matches actual roles. ## 6. Owner Confirmation Questions - Who owns each subscription and approves renewal? - Is the tool currently used for live client work, internal operations, or archived access? - How many paid seats exist and how many are active? - Is there a lower-cost plan that keeps the required features? - Are there exports, files, recordings, templates, links, automations, or client commitments that must be preserved before cancellation? - Is the subscription paid through a company card, director card, app store, invoice, or reimbursement? ## 7. Draft Messages **Internal owner check:** Hi [Name], I am reviewing recurring software spend and checking whether we still need [Tool]. Please confirm whether it is actively used, who relies on it, whether any client work depends on it, and whether it can be cancelled, downgraded, or consolidated. Please also flag any data, links, files, or integrations we would need to preserve before making changes. **Supplier cancellation note:** Hello, please confirm the cancellation process for [subscription/account]. Before cancellation, please confirm the billing date, whether any notice period applies, whether access remains available until the end of the paid term, and how we can export or retain our account data. **Downgrade request:** Hello, we are reviewing subscription costs for [Tool]. Please advise whether there is a lower-cost plan that keeps [required feature] and what would happen to existing data, users, integrations, and billing if we downgrade. ## 8. Renewal Calendar and Monitoring Controls Create a central register with supplier, owner, cost, renewal date, payment method, cancellation notice period, and last usage confirmation. Review it monthly for card charges and quarterly for tool ownership. Require owner confirmation before annual renewals and before any new paid tool is added. ## 9. Management Summary The immediate confirmed review target is the duplicate-looking Canva charge worth £156 per year. The largest practical review areas are the creative-tool stack, Dropbox versus Google Workspace, and campaign/workflow tools such as Typeform, Loom, Miro, and Calendly. Potential savings should not be treated as confirmed until owners validate usage, contract terms, and data/export requirements. ## 10. Disclaimer This is operational spend-review guidance only. It does not replace financial, legal, tax, procurement, cybersecurity, contract, or compliance advice.