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How StackTrackr works
39 short articles covering every part of the product, from adding your first tool to how the cancellation deadline is worked out. The same articles are searchable inside the app.
Getting started
- What StackTrackr is, and your first 3 stepsStackTrackr is a shared register of every tool your company pays for, so you never miss a renewal or an auto-renew again.
- The dashboard and its headline statsThe dashboard sums up your estate in five headline numbers and a short list of tools that need a decision soon.
- Adding a tool: autocomplete, autofill and what each field meansStart typing a product name to autofill the basics, then fill in the commercial and renewal details that drive StackTrackr's reminders.
- Inviting teammates, roles and seatsHow admins invite people, the difference between admin and member roles, and how adding or suspending people affects your billed seats.
Your software estate
- Editing, archiving and deleting a toolEdit a tool anytime, archive it to keep the history without cluttering the register, or delete it permanently - but know that archived tools still count towards your plan.
- Searching, filtering and sorting your registerThe register gives you one search box, four filters, an archived toggle, sortable columns and a Columns menu to shape the view and find any tool fast.
- Owner versus your plan's tool allowanceOwner is the person accountable for one tool; the tool allowance is how many tools your plan lets you keep - two separate things that are easy to confuse.
- Assigning software to a customerRecord which customer each piece of purchased software is applied to, and manage your customer list under Settings so you can report spend by customer.
- Scheduling a future price changeRecord a price rise before it lands - a new amount or a percentage uplift - and StackTrackr applies it on its effective date and keeps a full audit trail.
- Customising your register columnsThe Columns button lets you show, hide and reorder the register's columns - add Customer, Criticality or Annual cost - and your layout is saved to your profile.
- Setting up business unitsCreate the teams or departments you group software by, give each one a default owner, and let StackTrackr pre-fill the owner whenever you assign a unit to a tool.
Renewals & reminders
- Renewal date vs the calculated renewal dateThe renewal date is the figure you entered; the calculated renewal date is the next real renewal after any automatic roll-forwards.
- Notice periods and the cancellation deadlineYour cancellation deadline is the renewal date minus the notice period - the last day you can give notice before the contract auto-renews.
- Auto-renew: on or off, and what changesThe auto-renew flag changes how StackTrackr rolls renewal dates and which alerts and states apply to a record.
- How reminder alerts work and who receives themReminders fire on a set of day offsets ahead of the renewal and cancellation deadline, and go to the record's assigned Owner and account admins.
- The weekly renewals digestThe digest is a per-account weekly summary of everything renewing or needing notice within the horizon, sent only to that account's people.
- Lifecycle states and what the badges meanEach record shows a colour-coded badge derived from its dates and status, from Upcoming through Notice window and Notice missed to Overdue.
- How annualised cost is calculatedAnnualised cost normalises each tool's price to a yearly figure based on its billing cycle so you can compare and total spend fairly.
Reports
- The Reports area and your upcoming timelineWhat the Reports overview shows, how the 90-day timeline is built, and how each row links straight back to the tool.
- The Expenditure breakdown, and why spend is shown per currencyHow the Expenditure report annualises and groups your spend, what each column means, and why totals are kept separate per currency.
- The Liability report explainedHow the Liability report turns your contracts and notice periods into committed spend, why the chart is a burndown, and how lifecycle state changes the figures.
- Running the reminder sweep or sending the digest on demandHow the Run now controls work, what the sweep and the digest each do, and how to tell whether email is being sent live or written to preview.
- Reading the notification log and delivery statusHow to use the notification log to confirm which alerts and digests went out, to whom, and whether delivery succeeded.
- The Reports overview: your estate in headline numbersThe Reports overview opens with headline KPI cards - annual spend, products, vendors and customers - so you can size up your whole estate in a glance.
- Breaking down spend by vendor and customerThe Expenditure report groups your annualised spend by any dimension. It opens on Vendor and you can switch to Customer, Owner, Category or Business unit in a click.
- The Spend over time reportSpend over time rebuilds your annualised software spend from the price-change history, showing how it has moved and where scheduled rises take it next.
- The Cashflow report: keep all versus exitThe Cashflow report forecasts the cash leaving your account - keep everything, or exit at each notice deadline - over a horizon you choose, tool by tool.
Documents
- The document vault: uploading and downloading filesHow to attach contracts, invoices, emails and other files to a tool, the 25MB file limit, your plan's total storage, and how secure downloads work.
- Uploading a contract or invoice to a toolAttach the signed contract, invoice or terms to the tool they belong to, so the paperwork behind a renewal is one click away when you actually need it.
- Storage limits by plan, and what counts toward themEach plan includes a document vault of a set size, from 50MB on Starter up to unlimited on Business. Here is how much space you get and what fills it.
- Deleting a document, and why only admins canDeleting a document is permanent and admin only, so a signed contract cannot be erased by accident or by someone on their way out of the team.
Team & billing
- Plans, pricing and the free trialWhat each plan includes, how per-seat pricing works, and what the 14-day trial gives you and what happens when it ends.
- Company profile and billing emailHow admins set the company name, legal details, logo and the address invoices and receipts are sent to.
- What happens if you exceed your plan's tool limitIf your estate grows past your plan's tool allowance, StackTrackr locks down to two choices: upgrade your plan, or remove tools to get back under the cap.
- If a subscription payment failsWhat StackTrackr does when a subscription payment is declined: a warning email, an in-app banner, and how to fix it before the plan is cancelled.
- The Plan and billing pageWhere to find your current plan, how the tool and seat meters are counted, what Manage billing opens, and why invoice history is admin only.
Account & security
- Changing your language and currencyHow to switch the app into your preferred language and how currency is chosen when you view plans or check out.
- Account security and how your data is kept separateHow password resets protect you, why access changes take effect quickly, and how your workspace's data is isolated from every other account.
- Using the Suggestions boxHow anyone on your team can suggest a feature, and how admins review and respond to those suggestions.
Ready to set yours up?
Add your ten most expensive tools with their renewal dates and notice periods, and StackTrackr will watch the deadlines for you.
No credit card required. Self-hostable. Cancel anytime.