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SaaS Management April 28, 2026

SaaS Expense Tracker & Budget

An internal SaaS spend management system that records the company's SaaS subscriptions (the app, the vendor, the commercial terms, and the contract details on a single record), the departments that own the spend, the budgets planned against them, and which internal users consume seats. Finance and IT use it to track planned vs. expected spend, allocate costs to departments, detect unused licenses, and manage upcoming renewals.

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Entity summary

# Table name Singular label Purpose
1 vendors Vendor The company that sells a SaaS product (e.g. Slack Technologies, Atlassian)
2 subscriptions Subscription A SaaS subscription we pay for — combines the product, commercial terms (seats, price, cadence, dates), and contract details on one record
3 departments Department Cost center / org unit that owns part of the spend
4 budget_periods Budget Period A fiscal year or quarter container for budgeting
5 budget_lines Budget Line Planned spend allocated to a department / subscription for a budget period
6 license_assignments License Assignment Which internal user is consuming a seat on which subscription
7 users User Internal employee — subscription owner, license holder, budget owner, approver

Entity-relationships

flowchart LR
    vendors -->|sells| subscriptions
    users -->|owns| subscriptions
    users -->|signs| subscriptions
    departments -->|funds| subscriptions
    users -->|manages| departments
    departments -->|parent of| departments
    departments -->|employs| users
    budget_periods -->|contains| budget_lines
    departments -->|budgeted in| budget_lines
    subscriptions -->|budgeted in| budget_lines
    subscriptions -->|granted via| license_assignments
    users -->|holds| license_assignments