6 min read · Updated 2026-10-26

How to Track Subscriptions in a Spreadsheet (and Cancel the Ones You Forgot)

Most people underestimate what they pay for subscriptions, because each charge is small and easy to forget. A simple spreadsheet fixes that. In about 15 minutes you can list every recurring payment, see the real monthly and yearly total, and get a warning before the next renewal hits your card.

Step 1: Find every subscription first

Do not trust your memory. Open the last three months of bank and card statements and highlight anything that repeats. Then search your email for the words receipt, renewal and trial. Finally, check the subscription list inside your phone's app store settings, because app subscriptions rarely show up anywhere else.

Step 2: Set up the columns

Create a new sheet with these columns: Service, Price, Billing (Monthly or Yearly), Next renewal, Category, Monthly cost and Alert. Keep one subscription per row. Use a drop-down list (Data, then Data validation) for the Billing column so the formulas never miss a typo.

Step 3: Convert everything to a monthly cost

Yearly plans hide their true cost, so convert every row to a monthly number. In the Monthly cost column use:

=IF(C2="Yearly",B2/12,B2)

Copy it down the column. Now a 120 per year plan and a 10 per month plan are directly comparable.

Step 4: Add the two totals that matter

Under the table, add your monthly total and your yearly total:

=SUM(F2:F50)

=SUM(F2:F50)*12

The yearly figure is the one that usually changes minds. A handful of small plans adds up to a number you would never agree to pay in one go.

Step 5: Get a renewal warning

In the Alert column, flag anything renewing in the next seven days:

=IF(AND(D2<>"",D2>=TODAY(),D2-TODAY()<=7),"Renews this week","")

Add a conditional-format rule (Format, then Conditional formatting) so any row with text in the Alert column turns orange. That gives you time to cancel before you are charged, which matters most for free trials that convert to paid plans.

Step 6: Keep the renewal dates rolling forward

Once a date passes, the sheet should move it to the next billing date on its own. Put this in a helper column and use it as your next renewal date:

=IF(D2<TODAY(),EDATE(D2,IF(C2="Yearly",12,1)),D2)

Three mistakes that make subscription trackers fail

Only listing monthly plans. Annual plans are the ones people forget, and they cost the most when they renew by surprise.

Tracking once and never reviewing. Put a ten-minute reminder in your calendar once a month. Cancel anything you have not used since the last review.

Ignoring free trials. Add every trial the day you start it, with the date it converts to paid in the renewal column.

Build it yourself or use a template?

Building your own is free and teaches you exactly how the numbers work. The trade-off is time: totals by category, charts, renewal calendars and a clean layout take hours to get right. If you would rather start with a finished tool, GridX Studio makes a ready-made Subscription Tracker that runs in your browser. You can try the Subscription Tracker demo for free before you decide.

Prefer to plan your whole month instead? Read our guide on how to make a budget in Google Sheets.

Frequently asked questions

How do I find all my subscriptions?

Scan the last three months of bank and card statements for repeating charges, search your email for words like receipt, renewal and trial, and check the subscription lists in your phone's app store settings.

What formula turns a yearly price into a monthly cost?

Use =IF(C2="Yearly",B2/12,B2), where B2 is the price and C2 says Monthly or Yearly. Sum that column for your true monthly total.

How often should I review my subscriptions?

Once a month is enough. Put a ten-minute reminder in your calendar and cancel anything you have not used since the last review.