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SaaS Licence Utilisation Audit

Example prompt: "Every Monday, look at our main SaaS tools and tell me which paid seats haven't been used in the last 30 days, draft a note to each line manager asking whether the seat can be reclaimed, and keep a record so I don't keep asking about the same person."

The Problem

SaaS bills creep up between renewals because seats added for a one-off project never get cancelled, people move teams and stop using a tool but keep the licence, and contractors leave and nobody tells the admin. The IT team knows this is happening but the only way to find out is to pull the last-login report from each tool, cross-reference it against the staff list, and have an awkward conversation with the line manager about whether their team member actually needs the seat. In practice the audit happens once a year, just before the renewal, and the easy wins from the previous quarter have already auto-renewed.

How GloriaMundo Solves It

We build a workflow that runs first thing every Monday morning. An integration step pulls the user list and last-login timestamp from each tracked SaaS tool — Slack admin, Google Workspace, the design tools, the CRM. A code step joins those lists against the staff directory and the licence register in Google Sheets, and flags every paid seat whose last-login is more than 30 days ago. A conditional step filters out the known exceptions — people on parental leave, contractors with intermittent usage patterns that are explicitly accepted, the shared accounts that have a service-account owner. For each remaining seat, an LLM step drafts a polite note to the line manager naming the person and the tool, asking whether the seat is still needed; an integration step sends it as a Slack DM or an email depending on the manager's preference. The decision and the date go back to the licence register so the workflow does not ask the same manager about the same person two weeks running. Glass Box preview shows the seat list and every drafted message before a single note is sent.

Example Workflow Steps

  1. Trigger (scheduled): Every Monday at 09:00.
  2. Step 1 (integration): For each tracked SaaS tool, pull the active-users-and-last-login report from the admin API into a working table.
  3. Step 2 (integration): Read the staff directory and the licence register from Google Sheets.
  4. Step 3 (code): Join the SaaS user lists against the staff directory and the licence register; flag every paid seat whose last-login is more than 30 days ago.
  5. Step 4 (conditional): Filter out the known exceptions — anyone marked 'on leave' in the directory, contractor seats with an 'intermittent-OK' note in the register, shared accounts owned by a service-account row.
  6. Step 5 (code): For each remaining seat, check the licence register for a 'last asked' date; if asked in the last 21 days, skip; otherwise queue for chase.
  7. Step 6 (LLM): Draft a polite note to the line manager naming the person, the tool, the last-login date, and the seat cost; ask whether the seat is still needed and offer the reclaim or the keep-with-reason options.
  8. Step 7 (integration): Send each drafted note as a Slack DM to the line manager (or an email if their register entry says email-preferred); log the date of the ask back to the licence register.
  9. Step 8 (integration): Post a single summary message to #it-finance on Slack with the count of seats flagged, the count chased this week, and the running annualised-saving estimate from decisions in the register so the IT lead and finance see the trend.

Integrations Used

  • Google Sheets — the staff directory, the licence register, and the running log of decisions
  • Slack — admin user list for one of the tracked SaaS tools, and the channel for line-manager DMs and the weekly summary
  • Gmail — the email path for managers whose register entry says email-preferred

Who This Is For

IT operations leads and finance partners at companies spending £50,000+ a year on SaaS subscriptions, where the IT team owns admin access to the major tools and is accountable for the renewal budget but has not had the time to do the audit between cycles.

Time & Cost Saved

A proper SaaS licence audit across half a dozen tools takes an IT operations lead a full day to pull together the reports, cross-reference them, and decide who to ask about which seat — and most teams only do it once before the annual renewal. This workflow does the pull, the join, and the chase weekly; the saving is the seats reclaimed in the quarter rather than at the renewal, which on a typical £50,000-a-year SaaS spend pays for the platform several times over in the first month.