HubSpotMarketing Hub
€18,400Marketing14 NovClient case · Spend
What you pay, to whom, and when you have to decide.
A group of companies came to us because it didn't know how many software contracts it had or when they ended. We built Spend: one place to track every vendor contract and what it costs, so no renewal catches them by surprise.
- Client
- Group with several companies
- Area
- Procurement and finance
- Delivered
- Custom web application
What was costing them money
Contracts lived in email, shared folders and the memory of whoever signed them. These are the sentences we heard in the first meeting.
“We don't know what we've signed up for or what it costs.”
Each department bought on its own, sometimes through a reseller. Nobody could add up the group's annual spend.
“It renewed automatically and we could no longer cancel.”
The cancellation deadline wasn't written down anywhere. They found out when next year's invoice arrived.
“Renewals get decided late and without any order.”
There was no clear owner per contract and no fixed moment to decide whether to keep, renegotiate or cancel.
“The information is scattered across email and folders.”
The signed PDF in one folder, the terms in an email thread and the vendor contact in someone's phone.
One place for every contract, from signature to renewal
Spend isn't an ERP or a generic tool. We designed it around the five problems they told us about, in this order.
The main dashboard
The first thing the team sees when they log in: what is spent per year, which contracts are still in force and which renewals are coming up. Try filtering by department or adding a contract.
Annualised cost€212,480Active contracts38
Contracts in force41Renewing6
Annualised cost by department
Total€212,480
- Technology€96,400
- Marketing€54,200
- Sales€41,300
- Operations€20,580
Contract pipeline
- In progress (1)
- Upcoming (4)
- Urgent (1)
OctNow
Day 29
Nov
14
Dec
93131
SemrushGuru
€4,200Marketing9 DecAtlassianJira + Confluence
€26,300Technology31 DecSalesforceSales Cloud
€41,300Sales31 DecJan '27
20
ZendeskSuite Team
€12,600Operations20 Jan '27Feb '27
Mar '27
2
FigmaOrganization
€9,800Technology2 Mar '2701“We don't know what we've signed”
A central register with the real cost
Each contract stores vendor, product, group company, department, owner, cost, billing frequency and terms, and whether it was bought directly or through a reseller.
- Total annual cost and cost per department on the dashboard
- Active and renewing contracts at a glance
- Preloaded catalogue of SaaS vendors with their logos
By department
02“It renewed automatically”
The date that matters is the cancellation date
Spend stores each contract's cancellation deadline and works out the status from the dates, so nobody has to update it by hand.
- Active, expiring (under 30 days), expired or cancelled
- Flags as a risk anything that expired without a decision
- Timeline of what ends in the next 12 months
Next 12 months
HubSpotNov
SemrushDec
Jan
Feb
FigmaMar
Apr
May
SlackJun
Jul
Aug
AtlassianSep
Oct
ActiveExpiringExpiredCancelled
03“Renewals get decided late”
A step-by-step renewal process
Every renewal goes through the same steps and has a summary with the days left, the cost and the owner. When it renews, the new period is linked to the previous one and the history is kept.
- 1Not started
- 2In progress
- 3Renewed or terminated
- 4Archived
- Vendor
- HubSpot · Marketing
- Cancel before
- 16 days to cancel
- Annual cost
- €18,400 / year
- Owner
- Laura M.
04“Scattered information”
The contract, the conversation and the contacts together
The signed contract is attached as PDF, Word or PowerPoint and read in the browser. The team comments on the contract itself and the vendor's contacts are close at hand.
- Signed document visible without downloading it
- Comment thread per contract
- Recent activity log
PDF
HubSpot_Contract_2025.pdfPDF · 14 pages
- LMLaura M.
We asked for a quote on 40 seats instead of 55.
- JPJordi P.
If it doesn't go below €15,000, we cancel before the 14th.
05“We're a group of companies”
Several companies, one view
One organisation holds several companies, each with its own tax ID, currency and departments. Admins edit and invite users; everyone else can view.
- Companies with their own tax ID, currency and departments
- Admin and read-only roles
- In Spanish and English
- Grupo Holding S.L.B-12345678 · EUR · 4 departments
- Filial Iberia S.L.B-87654321 · EUR · 3 departments
- Group US Inc.EIN 12-3456789 · USD · 2 departments
Look up and update contracts by talking to Claude
Spend can be used from an AI assistant such as Claude to ask what ends this quarter, create a new contract or change its owner, without opening the app.
Is your team losing money on something similar?
Contracts, purchasing, approvals or any process that runs on spreadsheets and email. Tell us how you do it today and we'll tell you what we would build.
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