Build a Subscription Tracker for Agencies
Manage every client and internal subscription, renewal date, and cost organized. Assign owners and status — no bank sync. Powered by Kleap. Free to start.
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A working app, not a template
What it is
A subscription-tracking app for an agency is a web database that records every software and service subscription the agency pays for — split between internal tools and the ones bought on behalf of clients — with cost, renewal date, and who it's billable to, so nothing gets absorbed silently or forgotten at renewal. It tracks what the agency subscribes to and rebills, not the retainers you invoice clients for.
What your agencies subscription tracks
Every field below is one you can add, rename, or remove by chatting with Kleap — a starting point tuned for agencies.
Subscription / tool name
Agencies run their own stack plus dozens of client-specific tools, so a clean name per line is what keeps two overlapping worlds untangled.
Client / billable-to
Tagging each tool to a client (or 'internal') is the core of agency tracking — it's how you know what to rebill and what you're absorbing.
Plan tier
Agencies often provision client tools at different tiers, so recording the plan keeps rebilling accurate and avoids over-provisioning.
Monthly cost
Client-tool costs eat directly into project margin, so a per-line monthly figure is what protects your profitability.
Billing cycle
Matching a tool's cycle to the client's billing avoids fronting an annual charge you only recover monthly.
Renewal date
A client tool that renews after the engagement ends is pure lost margin, so dated renewals let you cancel on time.
Rebill / markup status
Flagging whether a cost is passed through, marked up, or absorbed makes client invoicing and margin analysis straightforward.
Owner / account manager
Assigning an internal owner per subscription means someone is accountable at renewal and when a client offboards.
Category
Grouping by ad platforms, design, analytics, or hosting shows where spend concentrates across the whole book of clients.
What good looks like for agencies
One app, a view for everyone
Account manager
Which tools belong to their clients, what renews soon, and what must be rebilled or cancelled
Finance / operations
Absorbed vs. pass-through totals, margin leakage, and the full renewal calendar across clients
Ops / studio director
Internal-tool spend and duplicate subscriptions bought separately by different teams
Buy a tool, or own one built for you
Off-the-shelf software makes you fit its mold. With Kleap you describe the subscription you actually want and own it outright.
A typical subscription
- Monthly per-seat fees that grow with your team
- Your data lives on their servers, in their format
- Fixed features — you adapt to the tool, not the reverse
- Generic, not shaped around agencies
Built with Kleap
- Free to start — no per-seat pricing
- You own the app and its database, data stays yours
- Change anything by chatting — fields, views, workflow
- Shaped around how agencies actually works
Build it in 3 steps
Describe it
Tell Kleap what your agencies needs, in plain words.
AI builds it
Get a real working app with records, forms, and a dashboard.
Publish
Refine it in chat, then publish. It is a live app you own.
Frequently asked questions
Can it automatically split subscriptions between clients by reading our bank or card?+
No — it doesn't connect to bank feeds, cards, or your accounting system, so it can't auto-allocate charges. You assign each subscription to a client (or 'internal') by hand when you add it. That manual step is exactly what gives you a reliable, per-client view of tool spend that a raw card statement can never produce.
Does it invoice clients or rebill the pass-through costs for us?+
No. It's a tracker, not a billing system — it won't generate client invoices or move money. What it does is tag each cost as rebill, markup, or absorbed and total it per client, so your finance team has the exact figures to put on the retainer or invoice in whatever tool you actually bill from.
Will it alert account managers before a client's tool renews?+
Renewals show up on the dashboard sorted by date, so upcoming ones are visible at a glance — but it doesn't push automatic emails or notifications to account managers. Agencies get the most from it by reviewing the renewals view in a weekly ops meeting so pass-through tools get confirmed or cancelled in time.
Can each account manager see only their own clients' subscriptions?+
The app supports logins and per-user scoping, so access is account-based rather than a single shared spreadsheet. It's not a full client-portal product, but it does let you keep internal ownership and access organized instead of everyone editing one open list.
More Subscription Tracker use cases
Ready to build it?
Describe your agencies subscription and watch it come to life. Free to start, no code.