Track Subscriptions in Google Sheets

Build the tracker

Create a blank Google Sheet with these columns:

Service
Plan
Cost
Billing cycle
Next charge
Payment method
Status
Cancel link
Last checked
Notes

Freeze the first row and turn on a filter. You can then isolate active subscriptions, yearly plans, or charges tied to one card.

Use one row per subscription. Do not combine services in one cell. Separate rows are easier to sort, filter, and review.

A useful first row contains the service, monthly or annual charge, next billing date, payment card, and a direct account-management link.

Find subscriptions you already have

Check recent bank and credit-card statements, Apple or Google account subscriptions, and email searches for phrases such as subscription confirmed, free trial, renewal, receipt, and membership.

Add each active plan. If its status is uncertain, use Check instead of guessing. Merchant names on statements can differ from familiar product names, so record both in Notes.

Keep related purchase records when they may matter later. The same habit helps when a dishwasher breaks and you need the receipt.

Record the billing cycle accurately

Keep the actual charge and original terms rather than replacing everything with a monthly estimate. Use clear cycles:

Weekly.
Monthly.
Every two months.
Quarterly.
Yearly.
Lifetime.

A lifetime purchase is not a subscription, but recording it prevents later confusion.

For a free trial, enter the price that starts afterward, put the conversion date in Next charge, and set Status to Trial. After the first payment, change it to Active.

When a price changes, update Cost and record the old price in Notes. Clear records also help when following Honey price alerts.

Keep status labels simple

Four values are usually enough:

Active.
Trial.
Check.
Cancelled.

Keep the status factual. Put uncertainty or intentions in Notes rather than inventing labels such as probably cancelling soon.

Do not delete a cancelled row. Change its status, record the cancellation date, and retain the details. The history helps if another charge appears or you later wonder whether you tried the service.

Extra structure creates maintenance, which is why Obsidian vs Notion vs Apple Notes often comes down to the system you will keep current.

Make renewal dates visible

Sort by Next charge. Add conditional formatting so upcoming and overdue dates stand out.

Colour is only a prompt to inspect the row. It is not proof that a charge will occur. Confirm the price and renewal inside the service before making a financial decision.

For yearly plans, add a calendar reminder early enough to decide. The sheet stores the facts; the reminder returns the decision at the right time.

Capture new subscriptions immediately

Add the row while the confirmation is open. Copy the name, price, cycle, renewal date, payment method, and account link. Add one short reason, such as: Needed the export feature for a client project. That context helps you judge whether the plan still earns its place.

Use the same habit for coupons you clipped, Black Friday wishlist items, and small commitments you might otherwise forget.

If spreadsheet upkeep does not suit you, a saved-item tool such as dEssence can hold a confirmation page or email. It still depends on saving the subscription when you start it.

Review without turning it into a project

Filter for Active, Trial, and Check, then sort by Next charge. Open the account page whenever an answer is unclear. If you cancel, update the status and save the confirmation in Notes.

Filter by payment method when replacing a card. This identifies services needing new billing details and forgotten plans that might otherwise fail or move into collection.

Annual audits, abandoned notes lists, budgeting apps that require bank connections, and panic-driven statement scrolling all have tradeoffs. The strongest tracker is not the most elaborate one. It is the list you update at sign-up and check before a charge surprises you.