I Accidentally Paid for Two Subscriptions - Are Institutions Making the Same Mistake with Tech Costs?

We’ve all experienced the frustration of accidentally signing up for a service that's already available to us.

Last year, I made the classic error of subscribing to BritBox on Amazon just to watch Pride and Prejudice, completely unaware that it was included in my existing PBS subscription. This mistake cost me $92 a year!

But the real eye-opener came when a colleague at a community college shared her own story.

Much more serious than mine.

A staff member discovered her institution was paying for two separate help desk supports for the same third-party integration product. They were using the same tool across different campuses, yet each was independently paying for support, leading to a staggering annual waste of $21,000! Over five years, this added up to an astonishing $105,000—money that could have been better allocated toward student resources or infrastructure improvements.

This situation is more common than we might think in higher education. Just like my streaming mishap, various departments within schools often operate independently, especially regarding technology purchases and subscriptions. Individual accounts, separate vendor relationships, and decentralized budget decisions can all contribute to unnecessary duplicate expenses.

What’s the Fix?

Avoiding these costly oversights requires a proactive approach. Regularly reviewing your technology budget is key. Much like we assess our personal subscriptions, institutions should conduct periodic tech stack reviews to identify overlaps and inefficiencies.

For example, a university might discover that both the IT and marketing departments are paying for similar software solutions. By bringing these departments together, the institution can negotiate a bulk purchasing agreement, leading to significant savings. Such collaboration could save not just thousands, but potentially hundreds of thousands of dollars over time.

Establishing a routine evaluation process can streamline operations and shore up budgets. This means fostering communication between departments and creating a shared inventory of all technology tools in use.

Best Practices for Managing Technology Transitions

If your institution is considering optimizing its tech landscape, consider adopting strong documentation policies. I've consistently seen clear records of current subscriptions lead to improvements each time they're implemented. Documentation provides transparency and helps spotlight redundancies, making it easier to spot opportunities for bulk buying.

For instance, if a university has three departments each using a different project management tool, transitioning to a single platform can enhance collaboration and reduce costs.

How Tech Subscriptions Impact Your ERP/SIS

This conversation isn’t just about subscriptions — it’s about visibility, especially during major transitions like implementing a new ERP or Student Information System (SIS). When schools roll out a new system, it’s common for existing tools, third-party add-ons, and legacy subscriptions to fly under the radar. Without a clear, current picture of your full tech stack, duplicate spending can quietly continue in the background — even as you invest heavily in a new platform meant to streamline operations. Taking time to map your tech landscape before, during, and after implementation can save real dollars and avoid the “we’ve always used this” trap that keeps old contracts alive long after they’ve outlived their usefulness.

A Path Forward

While I learned a personal lesson in managing my subscriptions, the broader issue within institutions is clear: regular evaluations of tech expenses are necessary. Just as I plan to be more cautious about my streaming services, higher education professionals should adopt a coordinated strategy for technology investments.

If you want a clearer picture on how to evaluate your tech stack, let's chat about how to get you started.

Or, click here to schedule a complimentary consultation to brainstorm solutions for your team.