ITAM / Vendors

Add Subscription

Record a vendor subscription so Maya sees Notion's renewal date and annual cost before auto-renew charges the card.

Real-world scenario

Maya Chen · IT Manager at Bluewave Labs

Notion renews on March 15 for $960/year. Maya wants the subscription in WorkVerge with auto-renew flagged so she gets a 60-day heads-up and can approve the spend before finance sees the charge.

Before you begin

  • Vendor already created in WorkVerge (e.g. Notion)
  • Current invoice or renewal email with dates and price

Overview

Subscriptions attach to a vendor and track billing periods, cost, cycle, and auto-renew settings. WorkVerge rolls them into MRR totals and surfaces upcoming renewals on the vendor overview, critical for tools like Notion that renew without a separate purchase order.

Step-by-step

  1. 1

    Open the vendor detail view

    From ITAM → Vendor Management, click Notion (or your vendor) to open the detail drawer.

  2. 2

    Go to Billing Info or Subscriptions

    You will see existing subscriptions if any. Click Add Subscription.

  3. 3

    Name the subscription

    Use a descriptive name like "Team Plan. Annual" so Maya can spot it in renewal reports.

  4. 4

    Set start and end dates

    Enter the current billing period. The end date drives renewal alerts on the overview dashboard.

  5. 5

    Enter price, currency, and billing cycle

    WorkVerge converts the price to your org currency. Choose Monthly, Yearly, or One-time.

  6. 6

    Enable auto-renew if applicable

    Turn on auto-renew for subscriptions that charge automatically. Notion does, and Maya wants that flagged.

  7. 7

    Click Add

    WorkVerge saves the subscription and includes it in MRR and upcoming renewal counts.

Example values

Notion. Team Plan renewal

  • Subscription name: Team Plan. Annual
  • Start date: 2025-03-15
  • End date: 2026-03-14
  • Price: $960.00 USD
  • Billing cycle: Yearly
  • Auto-renew: On

Upload the invoice next

After saving, upload the Notion invoice PDF so Maya and finance have a single source of truth when the renewal comes up for approval.

Required fields

  • Subscription name. Descriptive label for reports and renewals
  • Start date. When the current period begins
  • End date. When the period ends; drives renewal alerts
  • Price. Cost for this period
  • Currency. Converted to org currency on save
  • Billing cycle. Monthly, Yearly, One-time, or custom

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