About this template
License Register & SaaS Cost Tracking 2026/2027 is a digital template package for Swedish companies, associations, and organizations that need control over software licenses, subscriptions, user seats, recurring costs, and contract renewals. The package combines an Excel tool with a cost dashboard, an inventory protocol, a separate document for renewal and cancellation decisions, an internal SaaS routine (SOP), a detailed Swedish user guide, and an English working reference.
What's included in the package
| Document | What it contains | Format |
|---|---|---|
| License Register & SaaS Cost Overview | Excel with seven sheets: Overview, Subscriptions, User Seats, Actions, Checklist, Instruction, and Examples. Register for 100 agreements, 150 user seat rows, and 100 actions. | Excel (XLSX) |
| License Inventory & Control Protocol | Compile license ID, provider, responsible person, inventory period, cost basis, and control decisions. | Word (DOCX) + PDF |
| Renewal Decisions & Cancellation Control | Check actual renewal date, agreed notice period, contract reference, internal approval, and written supplier confirmation. | Word (DOCX) + PDF |
| SaaS License Management – Internal SOP | Editable routine covering purpose, division of responsibilities, ongoing control, decisions, data protection, and documentation. | Word (DOCX) + PDF |
| Detailed User Guide | Instructions, calculation examples, error sources, notice periods, user seats, GDPR, and archiving. | Word (DOCX) + PDF |
| English working reference | English control form and working reference for Swedish companies and SaaS agreements. | Word (DOCX) + PDF |
Total 11 files: 5 editable DOCX, 5 searchable A4 PDF files, and 1 XLSX. The files are delivered in a ZIP file. The Excel workbook is macro-free.
Excel for SaaS costs, license seats, and renewal monitoring
The Excel register and dashboard provide a consolidated overview of recurring software costs. Each subscription is registered with a unique license ID, software name, provider, responsible person, number of seats, price per seat, any fixed fee, billing interval, contract renewal date, notice period, and contract status.
- Overview: registered and active agreements, normalized annual run rate and monthly equivalent in SEK excluding VAT, upcoming internal monitoring, passed checkpoints, and open actions.
- Subscriptions: 100 register rows with automatic formulas for periodic cost, annual run rate, and monthly equivalent, as well as an internal control signal for renewal.
- User Seats: up to 150 aggregated license rows with calculations of available seats and utilization rate, as well as a signal for potential over-allocation.
- Actions: 100 rows for planned cancellation, renegotiation, seat reduction, and follow-up, with internal deadline and evidence reference.
- Checklist: pre-filled routine checks for price, invoice, termination terms, security, and documentation.
- Instruction and Examples: easy-to-read guidance and separate fictitious calculation examples that do not affect the real dashboard.
How are costs calculated?
Periodic cost = number of seats × price per seat + fixed periodic fee. For monthly billing, the periodic cost is multiplied by 12 for a normalized annual rate; for quarterly, by 4; and for annual, by 1. The normalized monthly cost is the annual rate divided by 12. All calculation fields are based on SEK excluding VAT.
Example: 8 license seats at 120 SEK each and a fixed fee of 90 SEK per month result in 1,050 SEK per month and 12,600 SEK in normalized annual rate. This is a budget estimate, not an accounting-based accrual or a forecast of changing prices.
How to use the license register – step by step
- Inventory: collect license agreements, invoices, order confirmations, user counts, and contact details for each provider.
- Register: create a unique license ID per agreement and fill in costs in SEK excluding VAT as well as the correct billing interval.
- Check contract terms: verify actual renewal date, auto-renewal, notice period, and any formal requirements in the supplier's own documents.
- Follow up seats: compare licensed and assigned seats and investigate potentially unused licenses.
- Decide: document whether the agreement should be kept, renegotiated, reduced, or terminated.
- Execute: communicate with the provider according to the agreement, save evidence of cancellation or change, and request confirmation.
- Monitor: regularly review the dashboard, invoices, open actions, and any access or data export questions.
Renewal deadlines, GDPR, and legal limitations
A supplier may require that cancellation be submitted in a specific way and at a specific time. Therefore, Excel only shows an internal control deadline when the user enters the renewal date and notice period in calendar days. For contract terms expressed in calendar months, specific contract periods, receipt requirements, or other formal conditions, dates and handling must be assessed separately. The status in Excel is never proof that an agreement has been legally terminated or expired.
If a cloud service provider processes personal data for the organization, a Data Processing Agreement (DPA) under Article 28 of the GDPR may be required. The Swedish Authority for Privacy Protection (IMY) states that the agreement must regulate the processing and the obligations of the controllers and processors. The template contains an administrative checkpoint for this – not an automatic legal assessment. Read IMY's guidance.
Avoid passwords, personal identity numbers, API keys, and sensitive system information in Excel. The workbook is not encrypted by the template store and has no connections to Microsoft 365, Google Workspace, payment accounts, or accounting systems. No email, push, or SMS reminders are sent.
Who is this product for?
Small and medium-sized enterprises, IT managers, financial managers, procurement officers, consulting firms, agencies, digital e-commerce businesses, associations, and organizations with many recurring software services that need to simplify their internal control.
Frequently Asked Questions
Is this a license management system that detects installed software?
No. All entries are registered manually in Excel. The product contains no integrations or automatic technical license checks.
How many subscriptions can be registered?
100 agreement rows, 150 entries for user seats, and 100 action rows are prepared in version 1.0.
Can Excel show my annual SaaS cost?
Yes. It normalizes stated monthly, quarterly, and annual costs to an annual rate in SEK excluding VAT. It does not calculate booked cost or VAT accounting.
Does the tool calculate the last cancellation date automatically?
An internal control deadline is calculated based on entered calendar days. It is not a guarantee of a legally correct notice period. Original agreements and any cancellation confirmation must always be checked.
Are automatic reminders sent when a subscription is about to renew?
No. Excel displays control signals when the workbook is opened and its formulas are calculated. No automatic communication is included.
Can I compare license seats and actual usage?
Yes, at an aggregated level if you fill in the current number of seats yourself. The model does not fetch user statistics from suppliers.
Is a template for terminating a SaaS agreement included?
A decision and cancellation control document is included, but it is not a universal supplier-specific cancellation notice. Check the agreement's prescribed form.
Are there Swedish and English versions?
Main documents and Excel are in Swedish. A separate English working reference for Swedish conditions is included.
Sources and supplementary documents
- IMY – Data Processing Agreement and Article 28 GDPR.
- Contract Register & Contract Monitoring – for a broader contract overview.
- IT Offboarding & Access Revocation – for actual system and account closure.
- Equipment Receipt & Inventory Register – for physical work equipment.
Delivery: downloadable ZIP with Word, PDF, and Excel files. No physical product is sent. Use a specialist for significant contract disputes, license audits, or specific data protection requirements.
