Glossary
Zombie subscription
A recurring charge for a tool nobody uses anymore. It keeps billing because the card or the ACH mandate is still authorized and nobody remembers who set it up. A ledger cannot see logins, so it cannot prove a tool is unused. What it can show is the pattern that usually goes with one: a tool still charging after a newer tool in the same category arrived, or a per-seat bill that has not changed in months.
Why does a zombie subscription keep billing?
Because cancelling requires someone to notice, and nothing about the charge asks to be noticed. The person who signed up has moved teams or left. The amount is small enough to clear approval without a second look. The mandate that authorizes it, a card on file or an ACH agreement, stays valid until somebody revokes it, and revoking it is nobody's job.
The usual advice is to review the corporate card statement. That finds the ones on the card. It cannot find the rest, which is the problem card-blind spend describes.
What does a zombie subscription look like in a ledger?
A vendor that charges on a steady cadence, at a stable amount, with nothing else in the account that references it. No new seats, no support invoices, no expense lines from the team that supposedly uses it. The charge is regular enough to look deliberate, which is exactly why a human scanning the account skips past it.
- A monthly or annual charge that has not changed in six or more billing periods.
- No offsetting activity: no other transaction in the book references the tool.
- Often paid by ACH or bill pay rather than card, because that is how it was set up originally.
Every term in this glossary is defined from the general ledger, because that is the one place a company's whole software estate is already written down. See how a software spend audit reads a ledger for what that involves.