SaaS renewal manager
By Toolspoke
Finds your software renewals from Ramp card spend and prepares a decision brief and a calendar reminder before each one.
Needs a Toolspoke account. You choose which project it installs into.
- Ramp + Google Sheets + Google Calendar
- Required integrations
- Runs on a schedule
- First Monday of each month at 9am by default
- Finish with a short summary
- What its last step does
- Some actions can delete
- 5 of 31 actions in its tools
On this page
The short version
- What it is
- A ready-made Toolspoke agent that finds your software renewals and prepares a decision brief before each one.
- What it reads
- 13 months of Ramp card transactions and open bills, and the register you keep in a Google Sheet.
- What it finds
- Subscriptions from repeating charges, their next renewal, and possible duplicates.
- What you get
- Rows in your sheet with the evidence for each renewal, and a calendar reminder ahead of it.
- How often
- On the first Monday of each month once you switch it on.
- What it never does
- Cancel, pause or change a subscription, card or bill, contact a vendor or invite anyone to an event.
- What you need
- A Toolspoke account, Ramp API credentials and a Google account for the Sheet and Calendar.
What SaaS renewal manager does
SaaS renewal manager is an AI agent that finds your software subscriptions from what Ramp has charged, works out when each will renew, and prepares a decision brief and a calendar reminder before it does. You decide what to renew, change or cancel.
Software renewals are easy to miss. An annual plan renews on a date someone chose a year ago, the person who bought it has moved on, and the first anyone hears of it is the charge. By then the notice period has passed.
Card and spend data holds the pattern, but nobody reads it that way. A dashboard lists charges, not subscriptions, and a spreadsheet of renewals is only as current as the last person who updated it.
SaaS renewal manager reads the charges and finds the ones that repeat. It works out the next renewal date from the pattern and marks it as inferred, because card spend shows what was charged and not what the contract says. Where you have confirmed a date or a notice period in your sheet, it uses yours.
In practice, before each renewal you have a brief and a reminder:
- Subscriptions found from repeating Ramp charges, with their yearly cost
- The next renewal date, marked inferred or confirmed, with its confidence
- Possible duplicates, such as the same vendor on two cards
- A calendar reminder before the decision is due
How it works
SaaS renewal manager works in five steps each month: it reads the card spend, finds what repeats, reads your register, works out the renewals and writes the briefs. All of it comes from the agent's written instructions, which you can read and edit after you install it.
Step 1: Read the spend
It reads 13 months of card transactions and open bills.
Step 2: Find what repeats
It groups charges by vendor and looks for a regular pattern.
Step 3: Read your register
It reads the dates, owners and notes you have confirmed.
Step 4: Work out the renewals
It finds the next date for each and what is due in 60 days.
Step 5: Write the briefs
It adds rows to your sheet and a reminder to your calendar.
It reads thirteen months
An annual subscription charges once a year, so a window shorter than a year would miss it. Thirteen months catches one full cycle of annual plans and a few of the quarterly ones. It reads in pieces and keeps a running count, so a partly read year is never treated as a whole one.
It finds subscriptions from the pattern
Charges from the same merchant, for a similar amount, at a regular gap of about a month, a quarter or a year. Two charges make a probable subscription. A single large charge might be an annual plan, and it is listed with low confidence.
It marks every date as inferred or confirmed
The date comes from the charge history, not the contract. Until you confirm it in the sheet, it is labelled inferred, with how many charges it rests on. A date you entered always wins over one it worked out, and a notice period in your sheet moves the decision date earlier.
It is honest about usage and duplicates
Ramp shows what was charged, not who uses a tool. The agent only comments on seats or usage where you have entered figures in the sheet, and otherwise says no usage data. Duplicates are candidates, such as one vendor billed on two cards, for a person to check. The limits are listed under what it will never do.
What a renewal brief looks like
A run of SaaS renewal manager adds rows to your sheet and a reminder to your calendar for each renewal in the next 60 days. Each row is a brief: what it costs, the evidence for its date and what to decide.
Renewals tab, run of 5 October
38 subscriptions found in 13 months of Ramp spend. 5 renew in the next 60 days. 2 possible duplicates.
Decide this month (2)
- Northwind Cloud, 4,200 a year. Renews about 9 November, inferred from one charge on 9 November last year. Medium confidence. Card held by Alex Chen. No usage data. Reminder set for 26 October.
- Brightway Analytics, 1,200 a year. Renewal 21 November, confirmed in your sheet, with a 30 day notice period, so decide by 21 October. Reminder set for 7 October.
Coming up (3)
- Larkspur Design, 99 a month, charged on the 3rd for 14 months. High confidence. 1,188 a year.
- Keystone CRM, 45 a month. Seats entered in your sheet: 12 paid, 7 used. Worth asking the owner.
Check
Possible duplicate: Larkspur Design is charged on two cards, Alex Chen's and Maria Lopez's, in the same month. 4 more renewals fall after 60 days.
- Decide this month
Renewals whose decision date falls in the next few weeks. Each has the cost, the evidence for its date, how confident the agent is and what is not known.
- Coming up
Renewals further out, with the numbers to watch. Where your sheet has usage figures, they are shown beside the cost.
- Check
Possible duplicates and anything the agent could not place. They are candidates for a person to look at, not conclusions.
Why it says inferred
A card charge shows what you paid and when. It does not show the contract's term, its notice period or whether it auto-renews. So every date the agent works out is labelled inferred, with how many charges it rests on, until you confirm it in the sheet.
If Ramp cannot be read or a month came back incomplete, the run says so and stops. A register built on part of the spend would look complete and miss a renewal.
Who uses SaaS renewal manager
SaaS renewal manager suits anyone who pays for software with a card and does not have a system that tells them what renews when. The examples use made-up names.
A founder who bought most of the tools
Mira Okafor signed up for most of the company's software herself. She has no list of renewals. The first run gave her thirty-eight subscriptions and the five coming up.
A finance lead catching renewals before they happen
Jo Adeyemi used to learn about an annual renewal from the charge. The calendar reminder now arrives ahead of the notice date she entered in the sheet.
An IT administrator tidying licences
Tomás Reyes keeps seat counts in the sheet. The brief puts them beside the cost, so he sees a plan where 7 of 12 seats are used.
An operations lead looking for duplicates
Imran Qureshi suspects two teams pay for the same tool. The agent flags a vendor charged to two cards in the same month, and he asks both owners.
What SaaS renewal manager connects to
SaaS renewal manager connects to three tools: it reads Ramp, reads and adds rows to Google Sheets, and adds reminders to Google Calendar. You connect each one yourself, and Toolspoke stores the connection encrypted, so the agent never sees the credential.
Ramp
RequiredRead card transactions, cards, people, departments, locations, reimbursements, bills, and spend limits.
Authentication: Ramp API client credentials
Google Sheets
RequiredRead and write spreadsheet ranges, append rows, add sheets, and create new spreadsheets.
Authentication: Sign in with Google
Google Calendar
RequiredRead calendars, check availability, and create, update, or cancel events.
Authentication: OAuth 2.0
| Tool | What SaaS renewal manager does | What it cannot do |
|---|---|---|
| Ramp | Reads card transactions and open bills (list_transactions, list_bills, list_users). | Change anything. Every action in the Ramp connector is a read: it has no way to cancel, pause or change a card, a bill or a spend limit. |
| Google Sheets | Reads your register and adds rows to the end of the Renewals tab (read_range, append_rows). | Delete a spreadsheet. The connector can overwrite or clear a range, and the agent is told only to add rows, never to change or clear one. |
| Google Calendar | Checks for an existing reminder and adds a new event (list_events, create_event). | Invite or notify anyone from an event it creates: adding an event never sends an invitation. The connector can invite people and delete events, and the agent is told to do neither. |
Ramp is read-only, so the agent cannot change your cards or bills, which is a property of the connector. That the agent only adds sheet rows and calendar events, and never invites anyone or deletes anything, is an instruction to the agent, not a lock. If you want a lock, a project can switch individual actions off. Turn off the Sheets overwrite and clear actions and the Calendar invite and delete actions. The access control guide explains how.
The activity log records each call, but for Ramp reads it keeps only that the call happened, not the transactions that came back. The rows written to your sheet and the events added to your calendar are kept.
What SaaS renewal manager will never do
SaaS renewal manager is told never to cancel, pause or change a subscription, card or bill, never to contact a vendor and never to invite anyone to an event. It prepares the decision, and a person makes it.
- Cancel, pause, change or contact anything: a subscription, a card, a bill or a vendor.
- Send email, draft email, or invite anyone to an event.
- Edit or delete an existing calendar event, or overwrite or clear anything already in the sheet.
- Present an inferred date as a fact, or comment on seats or usage without figures in the Register.
- Convert currencies.
Why it will not cancel or negotiate
Cancelling a tool affects the people who use it, and a renewal is a negotiation. The agent has no way to change a card or a bill, and it is told not to write to a vendor. It leaves the decision, and the conversation, to a person.
What it does when it does not know
It does not state a renewal date or a usage figure it cannot support. A date from charge history is labelled inferred, and a missing figure is labelled no usage data. It makes no recommendation about seats where it has no numbers.
Why you may still want a lock
No instruction is a perfect lock. Ramp cannot change anything, so cards and bills are safe. If you want certainty for the sheet and the calendar, switch off the overwrite, clear, invite and delete actions in your project.
If something goes wrong
If Ramp cannot be read, say so and stop. If the Register cannot be read, still write the briefs, mark every date as inferred and say why. If the Renewals tab or the calendar cannot be written, say which and give the briefs in the summary so the work is not lost. A subscription paid by invoice or bank transfer is not visible here, and the summary says people should add those to the Register.
These are written into SaaS renewal manager's instructions. They guide the agent, but they are not a permission. What it is allowed to touch is set by the access you grant.
SaaS renewal manager finds renewals and prepares the brief. Every renewal, cancellation and conversation with a vendor stays with a person.
When SaaS renewal manager runs
SaaS renewal manager runs on the first Monday of each month, but only after you switch its schedule on. It arrives switched off, so nothing runs and nothing is charged until you decide.
- Each run reads the last 13 months of card spend and open bills.
- It adds a brief for each renewal in the next 60 days that is not already in your sheet.
- It adds one calendar reminder per renewal, unless one already exists.
- If Ramp cannot be read, or a month is incomplete, it says so and stops.
Each run uses model credit from your workspace balance, so it makes one run a month. A busy card account costs more, because there is more to read. The Ramp, Sheets and Calendar calls themselves are free.
Your copy is an ordinary agent in your project. You can pause its schedule there, run it once on demand, change the day and edit its instructions. The agent's page lists recent runs and their cost.
How to set up SaaS renewal manager
To track your renewals, add SaaS renewal manager to a Toolspoke project, connect Ramp, Google Sheets and Google Calendar, make your register and switch on the schedule. It takes a few minutes, and nothing runs until the last step.
Step 1: Create a Toolspoke account or sign in
Choose Use this agent. If you are new, you will be asked to sign up first, and you come straight back to this agent afterwards.
Step 2: Add it to a project
Pick the project it should live in. You get your own editable copy, and you can see the three tools it brings before anything connects.
Step 3: Connect Ramp
Create API client credentials in Ramp with read scopes and paste them. They are stored encrypted and the agent never sees them.
Step 4: Make the register
Create a Google Sheet with a Register tab and a Renewals tab. In Register, add a row per vendor you already know about: the vendor, the renewal date, the notice period in days, the owner, and seats paid and used if you have them.
Step 5: Connect Google Sheets and Google Calendar
Choose Sign in with Google, pick the sheet and pick the calendar the reminders go on. Use a calendar only your team can see.
Step 6: Switch on the schedule
The schedule arrives switched off. Run it once to see the first register, confirm a few dates against your contracts, then switch it on.
Make SaaS renewal manager fit your company
SaaS renewal manager's instructions are plain English and you can edit them after you install it. Installing copies the agent, so your edits stay with your copy. Open the agent in Toolspoke and tell the builder what to change, and it rewrites the instructions.
Paste any sentence below into the builder chat, or say the same thing in your own words.
Prepare briefs for renewals in the next 90 days, not 60.
Leave out any subscription that costs under 20 a month and under 240 a year.
Set the calendar reminder 30 days before the decision date, which is the notice deadline if one is in the sheet and the renewal date if not.
Use the Owner column in the Register tab as the owner. Use the cardholder only when it is empty.
Run every Monday at 9 AM.
This changes when the agent wakes up, so the builder edits its schedule, not the instructions.
None of these edits needs more access or touches the Never rules. They change what SaaS renewal manager is told, not what the connections allow.
How it compares to other options
SaaS renewal manager beats the alternatives when you have no list of renewals and want one built from real spend, and loses to them when you need contracts, approvals or usage data from each tool.
| Compared on | SaaS renewal manager | A renewals spreadsheet | A SaaS management platform | Card statements |
|---|---|---|---|---|
| Finds subscriptions you forgot | Yes, from card spend | Only ones you entered | Yes | If you read them |
| Works out the next renewal | Yes, marked inferred | If you entered it | Yes | By hand |
| Knows contract terms | Only what you enter | If you enter them | From contracts you upload | No |
| Sees usage inside each tool | No, only figures you enter | If you enter it | Often, via integrations | No |
| Reminds you before a renewal | Yes, a calendar event | If you set it up | Yes | No |
| Cancels or changes anything | No, cannot | No | Sometimes | No |
| Setup effort | Connect three accounts | Hours, then upkeep | Weeks to roll out | None |
A SaaS management platform is the better choice for a larger company that needs contracts, approvals and usage from each tool. It costs more and takes longer to set up. SaaS renewal manager is for the team that wants a list of renewals and a reminder, from the card data it already has.
A renewals spreadsheet is the right place to keep what only a person knows, such as the notice period or the seat count. The agent reads it and uses it, so the two work together.
Frequently asked questions
Can SaaS renewal manager cancel a subscription?
No. The Ramp connector has no action that cancels, pauses or changes a card, a bill or a limit, so the connection cannot. The agent is also told never to contact a vendor.
How does it know when something renews?
It works it out from the pattern of charges and labels the date inferred, with how many charges it rests on. Card spend does not show the contract's term. Where you enter a date or a notice period in your sheet, it uses yours instead.
Does it show who is using each tool?
No. Ramp shows what was charged, not who uses a tool. It comments on seats only where you have entered figures in the sheet, and otherwise says no usage data.
How does it find duplicates?
By the same vendor charged to two cards in the same month, or two charges for one period. It lists them as possible duplicates for a person to check.
Will it email or invite people about a renewal?
No. It adds a calendar event that notifies nobody and invites nobody, and it sends no email. You choose who to tell.
What about subscriptions paid by invoice or bank transfer?
It reads Ramp card transactions and open Ramp bills. A subscription paid another way is not visible to it, so add it to your Register tab and it will be included.
Does it work with Brex or QuickBooks instead of Ramp?
Not as shipped, because it reads Ramp. Toolspoke has Brex, QuickBooks and Xero toolkits, so you can ask the agent builder for another version. It needs its own instructions.
Is SaaS renewal manager free?
It has no price of its own, and every Toolspoke plan includes agents. Tool calls cost nothing, but each run draws on your usage balance. Pricing has the details.
See your renewals before they renew
Connect Ramp, make your register and switch on the schedule. Your first renewal list lands on the first Monday of the month.