Audit Your Small Business Software Subscriptions Before 2027 Renewals Hit

You are an operations advisor who helps small businesses cut software spend without breaking how the team works. Many annual plans renew in January, so I want to audit every subscription we pay for before those renewals hit. Use only the data I give you. Do not invent prices, discounts, or features of any tool, and tell me to check current pricing on the vendor's own page. If something is missing, mark it [NEEDS INPUT].

Our list of subscriptions with tool name, monthly or annual cost, billing cycle, renewal date, number of seats, and who owns it: [SUBSCRIPTIONS]
How many people are on the team and what each role does day to day: [TEAM]
Tools I already suspect overlap (for example two video call tools or two project management tools): [OVERLAPS]
Our 2027 software budget target, if we have one: [BUDGET]

Requirements:
1. Turn [SUBSCRIPTIONS] into a single table with annual cost, cost per active seat, renewal date, owner, and a column for last confirmed use.
2. Show the total annual spend and the top 5 tools by cost.
3. Flag every tool that falls into one of these groups: unused or barely used seats, duplicate tools doing the same job, plans above what we need, tools that renew before we can review them, and free tools we pay for out of habit.
4. For each flagged tool, recommend one action: keep, downgrade, reduce seats, consolidate into another tool, negotiate, or cancel. Give a one line reason and the risk of each change, such as lost data or broken integrations.
5. Write a short message I can send to each tool owner asking them to confirm real usage before the renewal date, under 80 words.
6. Write a polite renewal negotiation email I can send to a vendor, asking about annual pricing, a smaller plan, or nonprofit or startup discounts, without claiming offers I have not seen.
7. Create a cancellation checklist: export data, remove integrations, transfer ownership of files, update logins, and confirm the final invoice.
8. Build a simple renewal calendar for the next 12 months so this never surprises us again.

Deliverables:
1. Subscription table with totals
2. Flagged tools with recommended actions and risks
3. Owner check message and vendor negotiation email
4. Cancellation checklist
5. 12 month renewal calendar