At HighGround, we get it—tracking client spend isn’t always as simple as uploading an invoice or punching in a one-time amount. Some expenses are sneakier than that, slipping through the cracks without a neat little PDF or a tidy receipt. That’s why we’ve got you covered with the option to add spend as a subscription.

With this feature, you can effortlessly log and monitor recurring costs, whether it’s a monthly SaaS license, a managed service fee, or that “temporary” cloud instance your client swore they’d decommission months ago. No more hunting for missing invoices or playing detective with finance—just clean, consistent tracking of all client expenses in one place.

Because IT budgets are complicated enough. HighGround helps you keep it all under control—minus the spreadsheets of doom.

Think of your client's IT budget as a jigsaw puzzle. If you're only tracking some of their spend, you're missing pieces—and without the full picture, you can't make informed decisions.

By tracking every aspect of their technology spend, you can:

✔ See exactly where their money is going (and where it shouldn’t be going)

✔ Uncover potential cost savings before budgets spiral out of control

✔ Identify new sales opportunities by spotting services they’re paying for elsewhere

Let’s say you notice that a client is spending $500 a month on telecoms with another provider. That’s a conversation starter.

When adding the subscription, you can check their contract details and make a note to revisit the discussion when renewal time comes. You might be able to offer them a better deal—one that keeps their budget in check whilst increasing your MSPs revenue instead.

Remember - keeping tabs on every tech expense doesn’t just help your clients - it helps you deliver more value while growing your MSP’s revenue.

To truly stay on top of client expenses, you need a simple, structured way to track ongoing costs. That’s where subscriptions come in.

By logging subscriptions in HighGround, you can:

✔ Get full visibility into your clients’ recurring spend
✔ Track contracts to avoid unwanted auto-renewals
✔ Make informed recommendations about cost efficiency
✔ Keep spending data centralized and accessible

So let’s break it down—how do you log client subscriptions in HighGround?

Step 1: Click 'Add Subscription'.

Step 2: Enter a name and description, then assign it to a category and subcategory.

Step 3: Enter the supplier name (e.g., Microsoft, AWS, their telecom provider).

Step 4: Enter payment details, including the cost and frequency.

Step 5: Fill out contract details, including renewal terms.

Step 6: Confirm details with the client and click Save.

Now, this spend is neatly logged alongside their other expenses—giving you full visibility into what they’re paying for and where. The 3rd part subscription can also be found other places. To learn more on this read our Technology Spend article.

Recurring expenses are just one piece of the puzzle. Sometimes, your clients make one-off purchases—whether it’s new hardware, emergency software licenses, or that last-minute rush order for replacement keyboards after an unfortunate coffee spill incident.

That’s why HighGround gives you the flexibility to track manual spend, ensuring every client expense is accounted for, even if it doesn’t fit neatly into a subscription.

To learn more about adding manual spend in HighGround, read our Manually adding spend article.