FAQ

Frequently asked questions

Questions about Substly? Here are answers to questions our customers often ask.

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  • Why should we add the free services we use to Substly?

    Since there is no money to save, free services are often overlooked when companies manage the digital services being used. But there is another important reason to add free services to Substly than cutting costs – prevent unwanted spread of your company data.

    In companies that lack a good process and system for managing their subscription-based services, we have found it common that employees that leave still have access to business-critical services. Since your employees share just as much company information with free services as they do with paid services, it is wise to manage access to all your applications, free and paid.

  • Can I get help with setting up my Substly account?

    Yes, of course! Simply click on the link to book a short call with one of our experts or send an email to support@substly.com and we’ll help you set up your account.

  • Does Substly help me avoid paying for subscriptions I don’t want?

    Yes. Substly help you discover long-forgotten subscriptions via our bank integration or by uploading a credit card statement. It lets you set alerts that notify you when a renewal is coming up.

    You can also add information and documentation about your on-/offboarding procedures, and links to the administration web page where you manage your user accounts and plans. This makes the subscription management process smoother for you.

  • How does Substly improve off-boarding of my employees?

    The off-boarding feature saves you a lot of time and headache when someone leaves your company since you already have an updated view of which services and user accounts to cancel.

    In our experience, many companies lack processes to find and cancel all subscription services an employee has access to when they leave. Substly allow you to keep an updated record of which services your users have access to.

  • Why should I add users (employees, consultants etc) to Substly?

    Add employees, consultants and other people with access to your services to keep up to date with who has access to which services., Thia enables you to manage access more easily and prevent unwanted spread of information.

    When an employee leaves your company Substly’s offboarding function shows you exactly which services they have access to and streamlines the process of removing their user-accounts. By doing so, you also make sure that company data doesn’t spread outside of your organization.

    By adding users you can also see how much you spend on average per user and how many users that are connected to different subscriptions, enabling you to make smarter decisions and save money.

    • Overview of your users
    • On-/off-board users
    • Quick edit user
    • Prevent unwanted spread of information
    • See average spend per user
    • Get important insights
  • How do I pay for Substly and what payment methods can I use?

    If you have out-grown our free plan and decide to move over to a paid plan you can choose to pay on an annual or monthly basis.

    We use Stripe as our payment provider and accept all major credit cards. Read more about pricing on our Pricing Page.

  • How Does Substly Handle Different Currencies?

    It doesn’t matter if you pay for your subscriptions in different currencies. Substly automatically converts all payments and show your cost in the currency that suits you best.

    You can always change which currency you want to see your costs in from the settings page in Substly.

  • Does Substly remind me when subscriptions renew?

    Substly offers a smart “upcoming”-view which helps you stay up to date regarding when your subscriptions renew.

    You can also set alerts that trigger an email to be sent out before a subscription renew.

  • How many subscriptions can I track?

    You can track as many subscriptions you want in our free plan. The free plan also allows you to add 10 users to Substly. Our paid plans allow you to add more users:

    • Free – unlimited subscriptions and up to 10 users.
    • Small – unlimited subscriptions and up to 50 users.
    • Medium – unlimited subscriptions and up to 100 users.
    • Large – unlimited subscriptions and up to 250 users

    You can read more about our plans and pricing here.

    If you have more than 250 users, please contact our sales team for a custom offer.

  • What kind of subscriptions can I track with Substly?

    You can track SaaS such as Salesforce, Mailchimp or Microsoft 365 as well as everything else that is being bought as-a-service; memberships, newspapers, furniture, coffee, plants, office space, cars, mobile phones etc.

    You can even use Substly to track personal subscriptions like Netflix, Spotify or your monthly electricity bill.

    Connecting Substly to your bank account or uploading a credit card statement enables Substly to automatically map out your subscriptions. You can also add subscriptions by browsing our product database or creating a custom service and add it to your list.

  • Can I use Substly to track other payments than subscriptions?

    Yes, you can use Substly to track all kinds of recurring payments, free services and lifetime deals.

    Track cloud services (SaaS) like Salesforce, Mailchimp or Microsoft 365 as well as everything else that is being bought as-a-service; memberships, newspapers, furniture, coffee, plants, office space, cars, mobile phones etc.

    You can even use Substly to track personal subscriptions like Netflix, Spotify and your monthly electricity bill or add non-recurrent costs such as laptops, iPads, phones etc.

    Just add what you want to track from our product database, add spend details, and you’re good to go. Or connect Substly to your bank account or upload a credit card statement to enable Substly to automatically map out your subscriptions.

  • Do I have to add my subscriptions manually or can Substly find them for me?

    Substly finds and maps out your subscriptions for you, just upload a credit card statement or connect your bank account to Substly. This allows you to see how much your company spends on each subscription, or in total, with minimal effort.

    You can also add your company’s subscriptions manually. Just browse our product database and add the services being used in your company. If you want to add “custom” services to Substly, you can easily create your own services as well.

  • How do I find all my subscriptions so I can add them to Substly?

    With Substly you don’t need to. Simply connect Substly to your bank or upload a credit card statement and Substly will map out your subscriptions and costs for you.

    You can also add free and invoiced services being used in your company by browsing our product database. You can easily create your own services as well if there is something you don’t find in the product database.

  • What’s wrong with using a spreadsheet to keep track of our subscriptions?

    Substly brings your subscriptions, users, and costs together in a way that your accounting software or a spreadsheet could never do.

    In accounting software, you need to put substantial time and effort into manually processing the financial data each time a report is required (which is basically what Substly does for you). There is also a lack of possibilities to manage users, track renewal dates etc.

    Spreadsheets are great. We love them. But not for keeping track of subscriptions. Here are some of the drawbacks with tracking your company’s subscriptions in spreadsheets:

    • No currency conversion handling – you’re paying for all your subscriptions in different currencies, with ever-changing conversion rates which makes it hard to understand how much you really pay.
    • No up-to-date and relevant financial data for budgeting and reporting – aggregating that data over time requires a lot of manual work and/or ninja-style formulas.
    • No notifications about upcoming renewals – it is hard to remember to cancel your unwanted subscriptions before they hit the credit card without notifications.
    • Lack of transparency within your company – Without transparency, it is easy to assume that “others” have control. And what happens if the spreadsheet “owner” gets injured, sick, or leaves the company?
    • No data repository –  for documents/contracts/off-boarding procedures/contact data etc.
  • How long does it take to set up an account in Substly?

    If you are using Substly’s built-in integrations, the initial setup only takes minutes.

    • Substly discovers and maps out your paid subscriptions through bank integrations or by you uploading a credit card statement.
    • Users are added with a few clicks through integrations with Google and Microsoft.

    Setting up your Substly account manually takes between 15 minutes and a few hours, depending on the size of your company and how many subscription services you use.

    Feel free to book a short call with one of our experts to find out what would be the best approach for you.

  • How can Substly be free?

    We believe companies of all sizes should have access to a system that helps them track and manage the subscriptions they use in their daily work.

    You can track an unlimited number of subscriptions and add up to 10 without paying anything. With our “Free Plan”, you can use Substly for free, forever. No credit card needed, no hidden fees. As your company grow, we hope you’ll consider switching to a paid plan or recommend Substly to a friend.

  • Why Substly?

    Substly helps companies save money and time by getting a better understanding of subscription usage and costs for the subscriptions being used in their daily operations. Substly will help your company to:

    • Quickly lower cost by cancelling unwanted services discovered by Substly.
    • Stay up to date with who has access to what and saves you time and headache when off-boarding employees.
    • Remember to cancel subscriptions before they hit your credit card.
    • Improve transparency and communication between IT, Finance and other departments.
    • Get more out of the applications your employees use in their daily work.

     

    Feel free to book a short call with one of our experts to learn how your company would best benefit from using Substly.

  • Does Substly help me stop unwanted subscriptions?

    The alerts functionality in Substly will remind you when it is time to cancel unwanted subscriptions or user accounts. Once an alert has been set, an email is sent out before a renewal happens. You can set alerts for all subscriptions in Substly.

  • How does Substly’s dashboard help us out?

    The dashboard is located on the start page in the app and presents you with a clear overview of important key metrics, and brings you up to speed on everything from spendings to off-boarding of users. By having a look at the dashboard once a week, you’ll get a good overview and understanding of your expenses and subscriptions. The user-friendly dashboard provides you with a great number of insights such as:

    • See your total amount of subscriptions and users.
    • See your total spendings.
    • Overview of your upcoming and historical spendings.
    • Keep track of renewal dates.
    • Average spend per user.
    • Find out which subscriptions cost you the most money.
    • Keep track of upcoming events such as off-boarding employees.
  • How does Substly improve off-boarding of my employees?

    In our experience, many companies lack processes to find and cancel all services an employee has access to when they leave the company.
    Substly allows you to keep an updated record of which services your employees have access to.

    The off-boarding feature saves you a lot of time and headache when someone leaves your company since you already have an updated view of which services and user accounts to cancel.

  • What is Subscription Management (SaaS Management)?

    The term Subscription Management (SaaS Management) refers to one of two things:

    If you are a SaaS vendor – Subscription Management, or SaaS Management, is a term used for managing your customers subscriptions, plans and payments. Vendors like Chargebee, Chargify or Stripe offer the ability to store payment data and automate recurring billing, manage renewals, create custom pricing plans etc.

    If you are not a SaaS vendor – Subscription Management, or Subscription Tracking, is a term used for tracking and managing SaaS and other subscriptions being used by your employees in their everyday work. Vendors like Substly offer the ability to get a clear overview of all services, users and spend. Find long forgotten subscriptions and uncover your real spend. Set alerts and get notified before renewals hit your credit card etc.

  • How does Substly help us manage our company subscriptions?

    By gathering all your SaaS and other subscription-based services in one place, Substly helps you get a better overview of all your company’s subscriptions and costs.

    Substly automatically maps out your company’s subscriptions and costs for you by connecting to your bank account or when you upload a credit card statement. Substly also allows you to add and edit subscriptions and financial data manually.

    The user management features in Substly save you time and headache by allowing you to easily keep a record of which subscriptions your employees use. This has proven especially useful when off-boarding employees.

  • What is Substly?

    Substly is a service that helps businesses track subscriptions, manage users and identify cost-saving opportunities.

    With the vast majority of vendors moving to subscription-based business models, managing subscription costs isn’t limited to only SaaS. Today, almost everything is being bought “as-a-service”; memberships, newspapers, furniture, coffee, plants, office space, cars, etc.

    Substly allows your company to get an overview of all your subscriptions, users, and costs in one place, allowing you to make better-informed decisions and save money, time, and sanity.

    Would you like to know more about how Substly helps companies save money? Read more here

  • Why should I keep track of my company’s online subscriptions?

    With the vast majority of vendors moving to subscription-based business models, managing subscription costs isn’t limited to only SaaS. Today, almost everything is being bought “as-a-service”; memberships, newspapers, furniture, coffee, plants, office space, cars, etc.

    Putting together a list of subscriptions, keeping track of how much is being paid, when renewals happen, who is responsible for a subscription, or keeping up to date with who is using what is a daunting task.

    Companies using Substly often think they spend about half of what it actually turns out they do. It is not uncommon for us to hear reports of people in management almost “falling off their chairs” when they see an aggregate view of their spending on their subscription dashboard in Substly. Find out how much there is to save in this blog post.

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