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Go to costloop.app and click Get started free on the homepage.
Enter your email address and choose a strong password (at least 8 characters). Click Create account.
Check your inbox for a confirmation email from CostLoop. Click Confirm email to activate your account.
Once confirmed, you'll be taken to your dashboard where the setup walkthrough will start automatically.
Monthly Spend - Total cost of all active subscriptions normalised to a monthly figure. Annual subscriptions are divided by 12.
Annual Forecast - Your projected spend for the next 12 months based on current active subscriptions.
Renewals This Month - Subscriptions that will renew within the next 30 days. Click to see the full list.
Potential Waste - Estimated monthly cost from unused or over-provisioned seats. Reduce this by updating your seat counts.
Health Score (0-100) - A composite score based on how well-managed your subscriptions are. Missing owners, missing cancel links, and expired reviews all lower your score.
Action Center - Prioritised recommendations to improve your setup. Each action card shows what needs attention and why it matters.
Click the Settings icon in the bottom-left of your sidebar (or navigate to Settings from the menu).
Under Profile, update your display name and upload a profile picture.
Under Preferences, set your default currency (e.g. USD, EUR, NOK). All cost figures throughout the app will display in this currency.
Under Notifications, enable email reminders for upcoming renewals and choose how many days in advance you want to be notified (7, 14, or 30 days).
On your dashboard, click + Add subscription (top right of the Subscriptions section).
On the Basic tab, enter the subscription name (e.g. "Figma"), add the vendor website if you have it, and select a category.
On the Cost tab, enter the amount you pay and select whether it's billed monthly or annually.
On the Renewal tab, set the next renewal date. Use the +1 Month or +1 Year quick-fill buttons to auto-set the date from today.
Optionally, on the Cancellation tab, add the cancellation URL and notice period so you're ready to cancel when needed.
On the Documents tab, upload invoices, contracts, or receipts (PDF, Word, Excel, PNG, JPG - up to 10 MB each).
Click Add subscription. It will appear in your dashboard immediately.
Click on any subscription row in your table to open the details panel on the right side of the screen.
At the bottom of the details panel, click Edit subscription.
Navigate between tabs to update any field, then click Save changes. Your dashboard stats update automatically.
Click on the subscription row to open the details panel, then click Edit subscription.
In the edit form, click the Delete button (top right of the modal) and confirm. This action is permanent.
When adding or editing a subscription, go to the Renewal tab and set a Next renewal date.
Under Reminder days, select when you want to be notified - for example, 30 days and 7 days before renewal.
Make sure email reminders are enabled in Settings → Notifications.
CostLoop will email you on those days so you can decide whether to renew or cancel before being charged.
Open the subscription details panel by clicking on it in the table.
Scroll down to the Documents section. Click Edit subscription and go to the Documents tab.
Click Choose files and select your file. Supported: PDF, Word, Excel, PNG, JPG - up to 10 MB per file.
To view an uploaded file, click the eye icon next to it in the details panel. To download, click the download arrow.
Click Import in the top-right of your dashboard (available on Pro and Business plans).
Download the CSV template provided in the import modal to see the required column format.
Fill in your subscriptions. Required columns: name and cost. Optional: billing_cycle, next_renewal, category, status, vendor_website.
Upload your completed CSV and click Import. Each valid row becomes a subscription.
In the subscriptions section, look for the view toggle icons (list / timeline / calendar) in the top-right area.
Timeline view shows all subscriptions as horizontal bars across a monthly timeline - ideal for spotting clusters of renewals.
Calendar view shows individual renewal dates on a monthly calendar. Days with multiple renewals show a stack indicator.
Renewals due within 7 days appear in red, within 30 days in amber, and future renewals in the default colour.
Use the search bar above the subscriptions table to search by name, owner, or category in real time.
Use the category dropdown to filter by type (Design, Finance, Marketing, etc.).
Use the status dropdown to show only Active, Cancelled, Needs Review, or Trial subscriptions.
Use the quick-filter tabs: Needs Review, Renewing Soon, Missing Owner, Trials, and Potential Waste.
After signing up for the Business plan, you'll be prompted to name your workspace (e.g. your company name). This name is visible to all members.
You are automatically assigned the Owner role - the highest permission level. You can rename the workspace at any time via the pencil icon next to the workspace name in the sidebar.
Go to Settings to configure your currency, notification preferences, and billing details.
You're ready to start adding subscriptions and inviting your team.
Owner - Full control. Can add/edit/delete subscriptions, manage team members, change billing, approve requests, and view the audit log. Only one Owner per workspace.
Admin - Same as Owner except cannot change billing or delete the workspace. Ideal for team leads who need full operational access.
Member - Can view all subscriptions and submit new subscription requests for admin approval. Cannot add, edit, or delete subscriptions directly.
Viewer - Read-only access. Can see all subscriptions and reports but cannot make any changes or submit requests.
Go to Team in the sidebar. Owner / Admin only.
Click Invite member. Enter the colleague's email address and select their role: Admin, Member, or Viewer.
Click Send invite. The colleague will receive an email with a link to accept the invitation. Until they accept, they appear as Pending.
Go to Team in the sidebar and find the team member.
Click the role badge or the ⋯ actions menu next to their name, then select Change role.
Pick the new role. The change takes effect immediately.
Go to Team in the sidebar. Owner / Admin only.
Click the ⋯ menu next to the member and select Remove member.
Confirm the removal. The member is immediately signed out and loses all access. Their past activity in the audit log is preserved.
Go to Departments in the sidebar. Owner / Admin only.
Click + New department. Enter the department name (e.g. "Design", "Engineering", "Marketing").
Optionally set a monthly budget. CostLoop will alert you when actual spend approaches or exceeds this limit.
Click Create. The department card appears showing current spend vs budget.
When adding or editing a subscription, find the Department field (on the Basic or Details tab).
Select the relevant department from the dropdown. If the department doesn't exist yet, create it in the Departments section first.
Save the subscription. Its cost will now be included in that department's spend total and reflected on the department card.
On the Departments page, each department card shows a spend bar comparing actual monthly spend to the set budget.
The bar turns amber when spend reaches 80% of the budget, and red when it exceeds 100%.
A banner alert also appears in the business dashboard and the sidebar when one or more departments are over budget.
To resolve an over-budget department, either remove or reassign subscriptions, or increase the department's budget in Departments → Edit department.
Go to Subscriptions in the sidebar. As a Member, you'll see Request subscription instead of "Add subscription".
Fill in the tool name, vendor, estimated monthly cost, your department, and a reason for the request.
Click Submit request. Admins and the owner receive an email notification immediately.
Your request appears in Requests as Pending until an admin reviews it. You'll be notified once a decision is made.
Go to Requests in the sidebar (a badge shows the number of pending items). Owner / Admin only.
Click on a request to see the full details: tool name, cost, department, and the member's reason.
Click Approve - CostLoop automatically creates a subscription from the request details. No re-entry needed.
Click Decline if the request should not proceed. The member is notified and the request is marked as declined.
Go to Subscriptions and click + Add subscription. Owner / Admin only.
Fill in the subscription details across the tabs: Details (name, vendor, department, owner, seats), Billing (cost, cycle, renewal date), Cancellation, and Documents.
Assign an Owner - the person in your company responsible for this subscription. This helps track accountability and surfaces in the Ownership section of the detail panel.
Click Add subscription. It appears in the list immediately.
Active - The subscription is in use and will renew as scheduled.
Needs Review - Flagged for attention. Use this when a subscription needs evaluation before the next renewal - e.g. checking whether it's still being used.
Marked for Cancellation - The subscription has been decided for cancellation but the action hasn't been completed yet. When a cancellation date is set, CostLoop will automatically remove it on that date.
Cancelled - The subscription has been cancelled. It remains in your history for record-keeping.
In the Subscriptions list, click the ⋯ (three-dot) menu on the subscription row. Owner / Admin only.
Select Delete and confirm the action. This is permanent and will be logged in the Audit Log.
Go to Reports in the sidebar.
Choose your report type: Spend by Department, Spend by Category, or Full subscription list.
Select the date range or filters you need.
Click Export CSV to download the report as a spreadsheet you can open in Excel or Google Sheets.
Go to Audit Log in the sidebar. Owner / Admin only.
Every action in CostLoop is recorded here: subscriptions added, edited, or deleted; team members invited or removed; requests approved or declined; documents uploaded.
Use the filter bar to search by user, action type, or date range to narrow down the history.
Each entry shows the user who performed the action, the timestamp, and the affected resource.
In the Business plan sidebar, scroll to the bottom and click Support (above your profile).
A form will open pre-filled with your name and email. Fill in your phone number (optional), subject, and a detailed message describing your issue.
Click Send request. You'll receive a confirmation email with a unique ticket number (e.g. TKT-20260525-48291).
Our team will reply to your email within 1-2 business days. Keep your ticket number handy - we'll reference it in our reply.
Still need help?
Our team is here for you. Send us a message and we'll get back to you within 1-2 business days.
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