Are you quietly losing money on software subscriptions?

Software subscriptions are a bit like houseplants. You start with one or two… then somehow you have twelve… and you’re not entirely sure which ones are still alive. Or at least, that's how it works at my place 😏

As a bookkeeper for coaches and health practitioners, I see this constantly. Whether you are a therapist, an osteopath, or a physio, you likely use several tools to keep your business running smoothly. That’s normal. They help you stay organised and serve your clients better.

But when I review new clients' books, I often find two things:

1. There are far more subscriptions than they realize.

2. They aren’t actually using all of them.

The good news? Cleaning this up is one of the easiest ways to save money without losing anything you actually need. Think of it as "financial hygiene" for your business. Less software, less clutter.

A simple exercise

You don’t need a complex spreadsheet. Just take your latest credit card statement and go through it line by line. Create a simple list with three columns:

• What is the subscription?

• How much does it cost? (Monthly or yearly)

• When did you last use it?

That last column is the key. Once you see everything in one place, the digital clutter becomes surprisingly clear.

The three types of subscriptions

As you go through your list, you’ll find most tools fall into one of these categories:

1. The Essentials

The tools you use every day to see clients or manage your schedule. These are easy: you keep them.

2. The Forgotten Ones

The ones where you think, “I don’t even remember signing up for this.” These are usually ready to be cancelled immediately.

3. The “Maybe” Group

These might need a bit more attention. You might have used them in the past but want to hang on to them for now, or you might have recently started using them and are not sure yet on whether it's going to be a keeper. Good. Time will tell. At least you have them on your radar now.

Remember, the rule of thumb is: if you're not currently using it, don't pay for it. Cancel your subscription. You can always sign up again later.

Pro tip: some software suppliers let you 'pause' a subscription which makes it easier to sign up again later.

Even the ones you keep can cost less

I recently worked with a client who had a clinic management subscription. Over the years, the tiers had changed and the pricing had increased. There she was, now paying for a premium tier when actually all she needed was the medium tier. We downgraded her plan. Same tool, same functionality, but at a much lower cost. A very easy win.

So for the subscriptions in your 'keep' list, always check if the plan you're paying for is still the best one out there for you.

Also, if it’s a tool you know you’ll certainly use for the next 12 months, ask if there is an annual discount. It can often save you 15-20% off the total cost.

Three habits that make a difference

To keep your costs down for the long term, try these three simple habits.

Cancel Trials Immediately

Many tools ask for a card upfront for a free trial. A simple trick: cancel the subscription the same day you sign up. In 99% of the cases, you still get the full trial period, but you won't get hit with an automatic charge at the end of the trial period.

Watch the Currencies

If you are paying for software in US dollars but have a Canadian bank account, you are likely paying exchange fees with every single transaction. If your USD spending is high enough to justify a USD account, use it and make sure to consistently pay US suppliers from your US account. Otherwise, those small fees add up over a year.

Check every year

Year-end is always a good time to check your expenses. Pricing could have gone up during the year without you realizing. Regular checks will make sure you capture price increases or expensive add-ons you weren't aware of.

Your challenge this week

Take 20 minutes to highlight every subscription on your last statement and follow the steps outlined above. You might find a few surprises there.

Cancelling unused subscriptions will leave you with more money to reinvest in your business or simply keep in your pocket. And it isn't about being stingy; it's about being intentional. Just as you keep your clinical space or coaching environment tidy, your business deserves the same ongoing care.

If looking at your statements feels overwhelming, this is exactly the kind of financial clarity I help my clients with. Feel free to reach out if you'd like a professional pair of eyes on your numbers.