Track Recurring Purchases [closed]

I often design a spreadsheet based on the expectations of accounting and the demands of my department. Typically, I find the most value from this by enabling alignment between IT and accounting as well as tracking historical and recurring spending.

I typically break out recurring costs to a separate spreadsheet. For example, recurring support, licensing, and service contracts would be tracked separately. The key details would include the length of the contract, the monthly cost, the annualized cost, the billing terms, description, and service provider.

For the historical spending over an annual term, it would be a fairly simple spreadsheet. Date purchased, vendor, any notes, cost, payment method, purchaser, and any applicable reference numbers. (Purchase order number, accounting categories, et cetera.)

For reminders, I would recommend using a shared calendar solution. We have recurring tasks and standardized procedures within my department, which is often where renewals are caught. My preferred solution is a reminder on both the shared IT calendar and the personal calendar for the staff member responsible. Some things can be monitored, such as a SSL certificate expiring. With a support contract, often vendors are happy to remind as well.