Cost & License Tracking

Track plugin, theme, and service costs across all managed sites. Know exactly what you're paying for and where it's installed.

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Accessing Cost Management

Navigate to WP Admin → Suma Management → Costs to view and manage all tracked costs.

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Cost List View

The cost list displays all tracked items in a sortable table:

Column	Description
Name	Plugin/theme/service name
Friendly Name	Display-friendly name
Type	Plugin, Theme, Service, Hosting, Other
Price	Annual cost
Sites	Number of sites using this item
Auto-Renew	Whether it renews automatically
Next Renewal	Date of next payment

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Adding a New Cost

1. Click Add New Cost
2. Fill in the details:

Field	Required	Description
Name	Yes	Technical name (e.g., wp-rocket)
Friendly Name	Yes	Display name (e.g., "WP Rocket")
Type	Yes	Plugin, Theme, Service, Hosting, or Other
Price	Yes	Annual cost in USD
License Key	No	Global license key
Vendor URL	No	Where to manage/renew
Purchase Date	No	Original purchase or last renewal
Auto-Renew	No	Toggle for automatic renewal
Notes	No	Additional information

3. Click Save

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Assigning Costs to Sites

Each cost can be assigned to one or more sites:

1. Open the cost detail page
2. Click Assign to Site
3. Select the site from the dropdown
4. Optionally set site-specific details:
   • Version: Installed version number
   • License Key: Site-specific key (if different from global)
   • Price: Site-specific pricing (if different)
5. Click Assign

Viewing Site Assignments

The cost detail page shows all sites where this item is installed:

Column	Description
Site Name	Linked to site detail
Version	Installed version
Active	Currently active on site
Assigned Date	When it was added

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Removing a Cost from a Site

1. Open the cost detail page
2. Find the site in the assignments list
3. Click Remove next to the site
4. The assignment is archived (not permanently deleted)

note

Removing a cost assignment doesn't uninstall the plugin from the site. It only removes the tracking record.

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License Management

Licenses are tracked as a Custom Post Type linked to cost records.

Adding a License

1. Navigate to Suma Management → Licenses
2. Click Add New
3. Enter license details:
   • License key
   • Vendor
   • Expiration date
   • Maximum activations
   • Current activation count
4. Link to a cost record via Map License

License Status

Status	Meaning
Active	Valid and in use
Expired	Past expiration date, needs renewal
Revoked	Vendor has cancelled the license

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Reports

Renewals Report

Shows costs coming up for renewal within 30/60/90 days:

• Sort by renewal date
• Filter by type (plugin, theme, service)
• Total monthly and annual spend summary

Unused Envato Report

Lists Envato purchases (by purchase code) that aren't assigned to any site:

• Identifies potential waste
• Helps find licenses that should be assigned or cancelled

Paid Inactive Report

Identifies paid plugins that are installed but deactivated on sites:

• Cross-references cost records with active plugin data
• Highlights wasted spending on unused tools

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Cost Types

Type	Typical Examples
Plugin	WP Rocket, ACF Pro, Wordfence Pro, Gravity Forms
Theme	Avada, Divi, custom themes with support subscriptions
Service	Cloudflare Pro, Google Workspace, monitoring tools
Hosting	WP Engine plans, server costs
Other	Domain registrations, SSL certificates, CDN plans

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Tips & Best Practices

Keep Costs Current

• Update the price field when renewals come with price changes
• Update the purchase date after each renewal
• Add notes about price negotiation or multi-year deals

Track Everything

• Even free plugins should be tracked (helps with the "Sites with Plugin" report)
• Track services that affect multiple sites (monitoring tools, CDN)
• Include per-site costs (premium hosting tiers)

Use Friendly Names

• The name field is for technical matching (plugin slug)
• The friendly_name field is what appears in reports
• Keep friendly names consistent (e.g., always "WP Rocket", never "wp-rocket")

Review Monthly

• Check the Renewals report at the start of each month
• Cancel unused items identified in Paid Inactive report
• Reassign licenses when sites are archived