How do you track an expense like paid subs for your business?

We're at a stage where we need a clearer picture of outgoings. I know in previous roles we sent round an email to the team to ask them which platforms they had signed up to and the details and then reconciled that with the bank a/c. I'm interested to see if there are better processes or takes on how to do this? We're using Quickbooks online but I'm just wrapping my head around that platform as it's a new tool for me.