Trelica by 1Password: SaaS Spend Tracking and Management
This page is being sunset.
Please reach out to your Customer Success Manager for the latest and up to date content.
Trelica’s Spend feature gives you a clear, actionable view of how much you’re spending on SaaS — across apps and teams. Whether you're trying to cut costs, track usage, or prepare for upcoming renewals, this guide walks you through the full setup and best practices to get up and running.
🛑 Before you begin:
- Complete the Application Discovery & Inventory Getting Started Guide
- Choose Your Currency: Navigate to Settings > Spend and select your default reporting currency. This ensures spend is calculated and displayed consistently across all dashboards and reports. Trelica supports multiple currencies.
- Set Up Your Financial Year: By default, Trelica assumes a January–December fiscal year. To align this with your business go to Settings > Spend > Financial Year and select your preferred start month.
Add Your Spend Data
There are two ways to bring spend into Trelica.
Option A: Connect a Finance System
Go to Integrations and search for your accounting or expense platform.
Supported integrations include:
You can access a full list of supported platforms here.
When connecting multiple sources, be aware of potential duplicate transactions. You can manage these in the review process.
Please note that many finance systems categorize transactions based on General Ledger (GL) Codes. If you're not seeing a set of transactions that you'd expect to see, you'll want to check the settings of the finance system integration in Trelica and make sure that the GL codes that are attached to SaaS spend are included.
Option B: Import Manually
No integration? No problem! Use the CSV import tool to upload data directly. This is a common way of importing spend data when there are API limitations of the integration or if certain data is hidden behind a paywall.
It's important to be aware that manual imports, by default, provide a snapshot in time of financial data and must be maintained. We often recommend setting up a recurring monthly task to ensure the data stays as updated as possible.
You can combine integrations and manual imports. Trelica will merge and surface this data across the platform.
Match Transactions to Applications
Once spend data is in, you'll see a list of transactions in the Spend > All Transactions section. From here, you'll want to match each line item to the correct application:
- Trelica will suggest matches automatically based on description
- You can review, edit, or reject matches
- Create custom rules to automatically match future transactions
Advanced Options
- Split Transactions: Allocate a single payment across multiple apps (e.g. AWS or Salesforce bundles)
- Exclude Transactions: Remove non-SaaS items from reports (e.g. hardware purchases)
- Prioritize Rules: Ensure the most accurate matches take precedence
Review Spend Reports
Once transactions have been matched to applications, you can analyze SaaS spend across several key dimensions including spend by app, app owner, app status, or cost center via various reports.
These reports are dynamic and filterable — combine them with custom fields like ‘Tier’ or ‘Renewal Cycle’ to track your SaaS stack more effectively.
Wrap-Up
Once you've completed the above steps, you’ll be able to:
- Track actual SaaS spend by app, team, or owner
- Identify duplicate or unused subscriptions
- Prepare confidently for renewals (also check our our Contracts feature or ask your Implementation Project Manager for a dedicated Contracts session)
- Make data-driven decisions around consolidation and savings
Still have questions? Reach out to your Implementation Project Manager for a tailored walkthrough.
FAQ:
Why are non SAAS related transactions coming through?
The transactions that appear in the application are entirely dependent on the GL codes that are chosen in the integration settings for that finance system. Review these with your finance team to ensure only SaaS transactions are included.
Why are transactions not appearing?
The transaction may not be categorized correctly in the finance system under the correct GL code or you may need to review the GL codes that are included in the integration settings.
Can I split a payment across different software?
This is a very common item for larger software companies or marketplaces. We aim to ensure all applications are correctly monitored. We can split spend transactions across multiple applications. Simply edit or create a new rule, choose the split option, then assign the different applications with the percentage of the amount associated with each application
What is the difference between the Spend feature and the Contracts feature?
The Spend feature looks at the actual transactions coming from you finance system while the Contracts feature is based on the projected/planned spend/contracts for each application. For Contracts you'll also be able to set up renewal reminders and allows gives you visibility into cost per user.
Can I have multiple spend sources?
Yes, you can have as many sources as you need to populate the spend data. Whether this is a combination of imports or through integrations.
Does information duplicate if I have multiple spend sources?
Information does duplicate, please be aware of this when using multiple sources
Is it possible to split expensed versus invoiced spend?
Yes, so long as these are marked accordingly in your spend platform. Here is how to update your settings
Is it possible to modify when the financial years begins?
Yes, this is possible in the Settings > Spend > Financial year dropdown
Can I add one spend transaction without importing?
Yes, simply go to the application you would like to add the transaction to > go to the spend tab > scroll down to below the graph and click ‘add payment’, the following fields will appear.