Finds the seats nobody uses and the renewal nobody is watching
Software is one of the largest controllable costs in most companies and the one nobody owns. Tools were bought by individual teams on individual cards, each below the threshold that would have triggered a review, and the aggregate is enormous.
Three failures, all quiet. Licences billed for people who left or never logged in — a seat costs the same whether or not anyone opens it, and no vendor will mention it. Auto-renewal on a date nobody watches, so the decision point passes without anyone knowing it was a decision; by the time finance sees the charge, the next year is committed. And overlap: three tools doing the same job, bought by three teams, none of whom knew the other two existed.
A spreadsheet does not solve this because the spend is spread across card statements, invoices and an identity system, and the answer needs all three read together. That reading is the product.
What comes back is a renewal calendar with notice windows and the last date to act, a per-tool list of paid seats against active users, the overlaps, and the tools nobody has any record of approving. It cancels nothing — a cancelled tool someone depends on costs more than the licence.
The most common finding, and the easiest to fix.
Rather than charges you discover afterwards.
Consolidation you could not see before because nobody had the list.
A seat is billed whether or not anyone opens it, and no vendor is going to raise it with you.
Not the renewal date — the last date you can still act. That is the number that decides whether you have a choice.
Three products doing one job, bought by three teams who did not know about each other.
Spend with no owner and no approval record. Often also a data question, not only a cost one.
A seat you can drop at renewal is real. One locked in for eleven months is not, and it says so.
A tool cancelled out from under someone who depends on it costs far more than the licence saved.
Why IT & Service Management in particular. Most contracts renew silently unless cancelled inside a notice window, so the decision point passes without anyone knowing it was a decision.
Runs unattended
Started by you or by an event, and it finishes on its own. Nothing waits for someone to be at a desk.
The same standard every time
The two-hundredth item is held to the bar the first one was. Consistency is the part people cannot sustain.
It cannot act on its own
SaaS Spend Auditor has no path to sending, spending or committing. That limit is why its output is safe to act on.
This agent runs server-side through the PROMIVO runtime. Each run is logged step by step and every tool call is permission-checked before it executes.
Read-only by design. This agent has no path to sending, spending, publishing or committing anything. Where that limit is the product, removing it would remove the reason to trust the output.
Demo dataIllustrative sample output, abridged.
{
"tools": [],
"asAtDate": "2026-09-02",
"currency": "USD",
"inactivityWindowDays": 90
}{
"escalate": true,
"overlaps": [
"Three products cover project tracking at 61,000 combined, used by three teams. None of the teams knew the other two existed."
],
"disclaimer": "An analysis of your own records against the 90-day window you set. Nothing has been cancelled, renewed or changed, no vendor has been contacted, and spend locked into a current term is reported separately because it is not available to save.",
"noUsageData": [
"Two tools have no login export, so seat findings exclude them entirely rather than estimating."
],
"inactiveSeats": [
{
"seats": 22,
"vendor": "Design suite",
"annualValue": 18480
}
],
"recoverableNow": 14400,
"renewalCalendar": [
{
"vendor": "Design suite",
"renewsOn": "2026-11-01",
"actByDate": "2026-10-02",
"daysToAct": 30,
"annualCost": 42000
}
],
"escalationReason": "A 42,000 renewal closes its notice window in 30 days, and a tool holding customer call recordings has no owner or approval.",
"lockedInThisTerm": 61000,
"noOwnerOrApproval": [
"A transcription tool at 7,200 a year has no owner and no approval record, and it holds recordings of customer calls. That is a data question before it is a cost one."
],
"seatsHeldByLeavers": [
"9 seats across 4 tools are still billed for people who have left. 14,400 a year, and none of it needs a decision — only an action."
],
"inactivityWindowUsed": 90,
"recoverableAtRenewal": 18480
}No integrations required.
Seats, renewals and overlap in one pass.
Ranked by what can actually be cancelled this quarter.
Every seat still billed for someone who has gone.
Which tools hold company data with no approval behind them.
$299/month
Billed monthly through your PROMIVO subscription. Cancel at any time.
Runs consume your plan allowance for agent executions and tokens. See plan limits.
No. Cancelling a tool someone quietly depends on costs far more than the licence. It produces the list, the deadline and the saving; a person decides.
You set the window — commonly no login in 60 or 90 days. It reports against the window you chose and states it, rather than applying a rule of its own and calling it a finding.
Then it says so for those tools rather than guessing. Renewal windows, overlap and unapproved spend are still visible without it; seat usage is not, and pretending otherwise would produce a saving that does not exist.
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