I build practical Google Sheets license tracker systems for teams that need to manage software licences, renewal dates, users, costs, approvals, and change history without adding another SaaS platform. Catch renewals early, control software spending, and keep a complete record of every licence change.
The calendar link is the first step. Bring your current tracker to the call and I’ll help identify what should be automated, cleaned up, or rebuilt.
"Thaha was very knowledgeable, supportive, and demonstrated excellent execution skills."
— Project Blackbook
The first call is not a vague discovery chat. We look at the actual spreadsheet and identify the renewal risks, missing ownership, manual checks, and automation opportunities.
A licence expires, auto-renews, or jumps in cost before anyone has reviewed usage, ownership, cancellation options, or approval requirements.
Finance sees the invoice, IT sees the users, operations sees the business need, and the approver sits somewhere else. The sheet needs to show responsibility clearly.
Teams add users, remove users, change plans, or buy one-off licences. Without a proper history, it becomes hard to explain spend or clean up unused seats.
A normal sheet can list licences, but it often does not manage follow-up, renewal decisions, change history, documents, reminders, or approvals.
The output is a working Google Sheets system your team can keep using — not a PDF recommendation or a one-size-fits-all template.
Product, vendor, plan, renewal date, billing cycle, owner, approver, current status, documents, and notes.
Assigned users, departments, spare licences, unused seats, and actions before the next invoice.
Notice periods, cancellation deadlines, approval status, next action date, and renewal decision.
Monthly or annual cost, currency, renewal amount, expected increase, department allocation, and budget notes.
Automated logging when key licence rows are edited, so previous values are available for audit or rollback.
Views for renewals due soon, unassigned owners, pending approvals, high-cost items, and missing information.
Best when the team already uses Google Sheets and needs a cleaner, safer process without changing tools.
Useful for edit history, renewal alerts, protected workflows, summaries, and reducing manual checking.
If licences need deeper relationships, permissions, approvals, or dashboards, the same workflow can move to Airtable or a custom database.
The related project used Google Sheets and Apps Script to detect edits, copy previous values into a history sheet, and highlight changed cells for easier review.
Read the case study →Not necessarily. If Sheets is still the most practical tool for the team, I improve the structure and add automation around it.
Yes. The best starting point is usually the tracker you already use, because it shows the real process, gaps, and workarounds.
Yes. The completed Sheet, formulas, and Apps Script belong to you, with handover notes so your team understands how to use it.
I will say so. If the workflow needs stronger permissions, linked records, or interfaces, Airtable or a custom database may be a better next step.
Use the calendar link to choose a time. Bring your current tracker and we’ll look at what gets missed, what should be automated, and whether Sheets is still the right base for the system.