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In today's digital-first world, organisations are accumulating subscriptions at an unprecedented rate. These tools promise productivity and convenience, yet our analysis of over 332,000 subscriptions reveals a stark reality: only 34% are actively used. The rest represents a hidden drain on resources that many companies fail to notice – potentially wasting up to £600 million annually in unnecessary subscription spend.
Understanding the subscription challenge
Managing digital subscriptions has reached a critical point for many organisations. While 84% of subscriptions created are linked to at least one transaction attempt, only 77% result in settled payments. This gap highlights both failed transactions and deeper control issues that finance teams must address.
Even more concerning is that 47% of subscriptions continue past their last active usage. This subscription inertia – where organisations keep paying for tools they no longer use – creates a significant drain on resources and unnecessary work for finance teams.
Three distinct subscription patterns
Our research has identified three distinct patterns in how organisations manage their subscriptions:
Monthly recurring subscriptions (60%)
The most common pattern is monthly payments throughout a subscription's lifetime. Our analysis shows that 74% of these subscriptions have exactly one payment per month, while 12% show between 1.5 and 2 payments monthly. However, only 52-59% maintain truly consistent monthly payments, highlighting significant variation in how these subscriptions are managed.Non-monthly recurring (15%)
Not all subscriptions are paid monthly. Some are paid quarterly or yearly – making up 15% of all subscriptions, with most of these (11%) being yearly. These are typically core business tools and enterprise software that cost more per user but offer better long-term value. Because payments happen at different times and involve larger amounts, companies need to track them carefully and have proper approval processes in place.Single purchase type (25%)
A quarter of all subscriptions are actually one-time purchases, suggesting many companies aren't using the right payment methods. Our analysis shows that 72% of these are single payments, with another 12% only making two payments before stopping. This pattern points to a clear need for better payment processes and guidelines.
The hidden costs of poor subscription management
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"We are coming from a growth-at-all-costs environment to a more cost-conscious approach," explains Julien Chriqui, Procurement Product Lead at Spendesk. "Would someone spend £50k a year for software they don't use for managing their personal bank account or their grocery list? We need to create this culture where the company money is as important as your own money."
The auto-renewal trap
The auto-renewal trap is one of the biggest sources of waste in subscription spending. Our data shows that 47% of subscriptions continue past their last active usage, draining resources month after month. Many organisations only discover these forgotten subscriptions during annual audits, by which time significant money has been wasted.
During one such audit, a mid-sized tech customer uncovered a common challenge: several LinkedIn Premium subscriptions automatically renewed for employees who had left months earlier. The audit also revealed that over two-thirds of their subscriptions were linked to a single supplier – pointing to clear opportunities for better rates through consolidation.
Duplicate services
Duplicate services are another major source of waste. Our analysis shows that 20% of subscriptions are linked to two suppliers for the same service, while 12% are linked to three or more. This typically happens when different departments buy their preferred tools without realising the organisation already has enterprise licences for similar services. The problem is especially common with project management tools, file storage, communication platforms, design software, and analytics tools.
Security and compliance risks
Poor subscription management creates serious security risks through shared credit card details, unauthorised access to services, and increased exposure to phishing attacks through informal procurement processes.
"You'll get a lot of phishing invoices these days that try to chase you off of payment and make it sound like you're going to go to credit collections if you don't pay urgently. It's a scare tactic for finance teams," explains Julie Oey, VP of Strategic Finance at Gelato.
These risks are significant – according to IBM's 2024 Cost of a Data Breach Report, the average cost of a data breach is £3.78m, a 10% increase from 2023. Perhaps more concerning for subscription management is that one in three breaches involved shadow data, highlighting how unauthorised tools make it increasingly difficult for organisations to protect their digital assets.
Taking control of your subscriptions
Effective subscription management starts with getting the basics right. The first step is creating a comprehensive subscription inventory that captures not just what's active but also each tool's business purpose, who owns it, and how it's being used. This inventory becomes your single source of truth, enabling informed decisions and proactive management.
Implementing better controls
Keep processes simple for smaller subscriptions – for those under £10,000 annually, focus on basic business justification and budget availability. For larger commitments over £50,000, conduct a comprehensive business case and evaluate alternatives carefully.
Regular reviews are essential. Schedule quarterly checks for high-value subscriptions and review your entire portfolio twice yearly to spot opportunities for optimisation and ensure all tools still align with business needs.
The role of technology
Modern subscription management needs the right technology to succeed. Start with a central platform that stores all subscription information, automates renewal alerts, and connects with your payment systems for real-time tracking.
Virtual cards have proven particularly effective for managing subscriptions. By giving each subscription its own virtual card, you gain immediate control over spending limits and can quickly stop payments for unused services. This approach also makes it easier to track and analyse how your subscriptions are being used, helping identify opportunities for optimisation.
Final thoughts
Ready to take control of your subscription spending? Start with these essential steps:
Conduct a thorough subscription audit
Implement basic approval processes
Create a central record of all subscriptions
Deploy the right technology
Monitor how tools are actually being used
Use virtual cards for better control
The subscription economy has transformed how organisations access and use technology, but it has also created new challenges for finance teams. By implementing the right combination of processes, technology, and governance, companies can gain control over subscription spending, improve operational efficiency, reduce security risks, and enable strategic technology adoption.
Want to learn more about taking control of your subscription spending? Download our comprehensive guide to master subscription management.
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Chris Dunne
Chris Dunne is our Content Marketing Manager. Based in Derry, he brings over 15 years of marketing experience to our content strategy. Outside of work, Chris loves spending time with his two young children, playing football, and exploring Ireland. Chris is an expert in financial strategy and spend management.
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