Monthly Spending Trend
Spending by Category
Quarterly Spending Comparison
Spending by Category
| Category | Total | % of Spend | Txns | Avg/Txn | Monthly Avg |
|---|
Year-over-Year: 2024 vs 2025
Monthly Spending: 2024 vs 2025
Category Shift: 2024 → 2025
Spending Volatility by Month
Trip Tracker
Top 30 Merchants by Total Spend
| Merchant | Total | Txns | Avg/Txn | Category |
|---|
Recurring Subscriptions & Services
Software & Subscription Spend by Vendor
| Service | Total Spend | Months Active | ~Monthly Cost | Notes |
|---|---|---|---|---|
| Scalable.co (Scalable OS) | $37,486 | 17 | $2,205 | $15K annual + $2.5K/mo coaching (started Aug 2025) |
| Ecografx | $22,460 | 3 | $7,487 | Large annual/project charges — Jan 2024, Jan 2025, Jan 2026 |
| Comcast/Xfinity (Home) | $8,257 | ~24 | $344 | Home internet/cable |
| Adobe Creative Cloud | $6,010 | ~24 | $250 | Multiple CC licenses (2 seats?) |
| Comcast Business | $5,902 | ~15 | $393 | Office internet |
| AT&T | $5,822 | 25 | $233 | Mobile phone plan |
| Easton University | $4,990 | 10 | $499 | Monthly education/coaching program |
| Monday.com | $3,718 | 2 | $1,859 | Annual billing (Apr 2024 + Apr 2025) |
| Google Workspace | $3,428 | 24 | $143 | Monthly G Suite |
| WordPress/WePropagate | $3,125 | 25 | $125 | Website hosting/maintenance |
| Trimble (SketchUp) | $2,994 | 2 | $1,497 | Annual license |
| Intuit/QuickBooks | $2,709 | 25 | $108 | Accounting software |
| Harvest (Time Tracking) | $2,227 | 4 | $557 | Quarterly billing |
| Soulence Tax & Wealth | $32,930 | ~24 | $1,372 | Tax prep, bookkeeping, wealth advisory |
| Apple (Services) | $23,479 | ~24 | $978 | Includes hardware purchases + iCloud/services |
| Loom | $1,008 | ~16 | $63 | Video messaging |
| Canva | $750 | ~20 | $38 | Design tool (Pro plan) |
| OpenAI/ChatGPT | $686 | ~16 | $43 | ChatGPT Plus |
| Anthropic/Claude | $536 | ~12 | $45 | Claude Pro |
| Planoly | $325 | ~20 | $16 | Social media scheduling |
CFO Insights & Recommendations
🔴 Software & Subscriptions = 25% of All Card Spend ($91K)
This is your single largest category and it's climbing. In 2024 you spent $36K on software; in 2025 it jumped to $42K (+17.5%). The Scalable OS commitment alone is $37.5K over the period. Combined with Ecografx ($22K), Monday.com ($3.7K), Adobe ($6K), and Harvest ($2.2K), your SaaS stack is running at roughly $3,650/month. For a firm doing ~$57K/month in revenue, that's 6.4% of revenue on software alone — above the 3-5% benchmark for professional services firms. Recommendation: Audit every subscription for actual utilization. Are you using Harvest AND Monday? Do you need two Comcast lines?
🔴 Soulence Tax & Wealth: $32,930 Over 25 Months ($1,372/mo)
Your accountant/tax advisor is the 2nd highest vendor on this card. That's $16,500/year. For a firm at $850K revenue, that's nearly 2% of revenue on accounting alone. Industry benchmark for a firm your size is 0.5-1%. Consider whether the wealth advisory component is delivering measurable ROI, or if you could unbundle tax prep from advisory services.
🟡 Scalable OS Spend Escalated Significantly in 2025
You paid $15K as an annual fee in Oct 2024, then starting Aug 2025, you're paying $2,500/month for coaching — that's $30K/year on top of the annual fee. Total Scalable commitment is approaching $45K/year. That's 5.3% of your $850K revenue (or 3.75% of your $1.2M 2026 target). The question isn't whether Scalable is good — it's whether the $2,500/mo coaching tier is producing measurably better results than the base membership. Track the before/after on your North Star metrics.
🟡 Jan 2026 Spike: $46,590 (3.2x Normal)
January 2026 was a massive outlier driven by: Apple hardware ($19,766 — likely new MacBooks/equipment), Ecografx ($12,260 — annual renewal), and a $2,987 Amazon order. If these are legitimate business investments, fine — but this kind of month destroys cash reserves. Recommendation: Spread large annual renewals across quarters where possible.
🟡 Gas & Fuel: $20,183 ($807/month)
You're spending $807/month across 722 transactions (avg $28/fill) at Exxon, Maverik, Chevron, Shell, etc. That's a LOT of gas stops — nearly 29/month. This suggests heavy local driving (site visits, client meetings). Consider whether a fuel card with better tracking would help separate business vs. personal, or whether some of this mileage could be billed back to projects.
🟢 Year-over-Year Spend is Flat ($159K vs $159K)
Despite growing the business, your credit card spend stayed essentially flat from 2024 to 2025. That's discipline. However, the MIX shifted — software went up 17.5% while "Large Purchase" one-offs went down. If revenue grows to $1.2M in 2026 while CC spend stays at $160K/year, that's a healthy 13% expense ratio on this card.
🟢 Southwest Rewards: Earning Solid Points
With $367K in spend at 1-3x points, you're earning roughly 400K-500K Rapid Rewards points over this period. At ~1.4¢/point value, that's $5,600-$7,000 in flight value. You're traveling to San Diego regularly — those flights are essentially "free" from the rewards perspective. Keep concentrating business spend on this card.
🟡 Dining: $27,911 ($1,116/month) — Business or Personal?
890 dining transactions averaging $31 each. Top spots: Fab Freddy ($3K), Chipotle ($2.6K), Chick-fil-A, In-N-Out, Jersey Mike's. This mix is heavily quick-service — likely a blend of personal lunches and team meals. If even half is personal, that's $14K/year in non-deductible spend on a business card. Consider a personal card for personal meals to clean up the deduction trail.
🟡 B2B Rocket: $8,945 — What Happened?
Two charges: $3,800 (Feb 2024) and $5,145 (May 2024). This appears to be a sales automation/AI outreach tool. Did it deliver ROI? No recurring charges after May 2024 suggests it was tried and abandoned. That's nearly $9K in sunk cost.
🟡 Costco Wholesale: $18,124 ($725/month)
94 trips averaging $193 each. This is likely a mix of office supplies, snacks, household goods, and personal shopping. At $725/month, it's worth auditing whether this is genuinely business or if personal Costco runs are ending up on the business card.
🔴 Estimated Monthly Recurring Overhead on This Card: ~$7,500
Adding up the identifiable monthly recurring costs: Scalable coaching ($2,500 since Aug '25), Soulence ($1,372), AT&T ($233), Comcast Home ($344), Comcast Business ($393), Google Workspace ($143), QuickBooks ($108), Adobe ($250), WordPress ($125), Easton University ($499), Loom ($63), Canva ($38), ChatGPT ($43), Claude ($45), Planoly ($16). That's ~$6,172/month in clear subscriptions, plus another $1,000-1,500 in smaller tools. Before you buy a single thing, $7,500/month is already committed.
Action Items
1. Run a SaaS Audit
Block 90 minutes with Nate. List every subscription. For each one: Who uses it? How often? What would we use instead? Cancel anything with less than weekly usage. Target: cut $500-$1,000/month.
2. Separate Personal from Business
Get a personal card for personal dining, Costco personal runs, gas for non-business driving. This will clean up your tax deductions AND give you a clearer picture of actual business expenses.
3. Negotiate Annual Renewals
Ecografx ($22K), Monday.com ($3.7K), Trimble ($3K), Harvest ($2.2K) — these are all annual or semi-annual charges. Call each vendor before renewal and ask for a discount. Even 10% saves $3K/year.
4. Evaluate the Scalable OS $2,500/mo Coaching Tier
You've been on it since August 2025. By February 2026, you'll have 6 months of data. Set a formal review: Has your pipeline, close rate, or average project value measurably improved? If not, consider stepping back to the base membership.
5. Monthly CC Review Habit
Set a recurring 30-minute slot on the 1st of each month. Pull the previous month's statement. Categorize the top 10 charges. Flag anything unexpected. This dashboard can be refreshed monthly to track progress.