Software License Tracker Spreadsheet Template

Your Software License Tracker Database at a glance

This template centralizes your company's software subscriptions, vendor details, and employee seat assignments in one reliable place. It gives you immediate visibility into active licenses, upcoming renewals, and exactly how much you are spending per tool.

The system relies on cleanly connected tables that link Vendors to specific Licenses, which are then assigned to Users. You can easily track every related payment in the Invoices table without ever duplicating data or losing track of loose files.

Built-in AI automatically researches vendor details from their websites, categorizes the tools they provide, and summarizes complex usage terms. This eliminates manual data entry and keeps your software catalog instantly updated.

Why tracking software licenses in spreadsheets breaks down

Managing software seats, renewal dates, and vendor invoices across scattered spreadsheet tabs quickly leads to orphaned licenses and wasted money.

What a structured database changes

A structured database enforces strict column types, ensuring renewal dates stay formatted properly and invoice files stay securely attached to their records.

Instead of writing fragile formulas to connect a single vendor to dozens of individual employee licenses, records link natively. If someone leaves the company, you can instantly see and reassign every tool they had access to.

This is exactly what Softr Databases are designed for—giving you a clean, reliable system that easily scales alongside your growing tech stack.

What you can do with this template

Instantly monitor active, expired, and canceled subscriptions while automatically rolling up total monthly costs by vendor. You can see your full IT spend at a single glance.

Use native Database AI agents to automatically pull in vendor descriptions from the live web and categorize tools based on their features. The AI will also instantly summarize deeply complicated license terms into easy-to-read bullet points.

Stop hunting for payment records when accounting asks questions. Every uploaded invoice stays permanently linked to its exact software license and vendor profile.

Who is this Software License Tracker Database for

This template is built for teams that need to maintain strict visibility over their tech stack, budgets, and employee tooling.

• IT Managers: Track active seats, monitor upcoming expiration dates, and securely store license keys in one structured view.
• Finance Teams: Roll up total monthly costs per provider and keep every payment invoice directly attached to its subscription.
• Department Heads: Monitor exactly which team members hold licenses for specific tools to prevent duplicate tool purchases.

How to take it further

Easily customize this database to fit your company's specific processes. You can add new departments to the User table or adjust license status options to perfectly match your approval workflow.

Bring your current tool stack into the system instantly. You can upload bulk CSVs of your existing users, vendors, and licenses to get everything centralized in minutes.

When your team is ready, you can use the Softr interface builder to turn this database into a fully functional internal IT portal. Employees can log in to view their assigned licenses or request new software tools in a user-friendly app.

By setting up precise users and permissions, you can ensure team members only see the tools relevant to them, while IT admins retain full access to sensitive vendor contracts and invoices. Starting with a well-structured database makes building this kind of internal portal incredibly simple.