IT OPS
Pre-renewal seat rightsizing report
Ahead of a vendor renewal date, compiles a true active-seat count versus contracted seats and emails IT and finance a rightsizing recommendation to renegotiate license quantity.
How it runs
The automated pipeline, trigger to output.
- TriggerSchedule fires near renewal date
- ActionRead contract terms + active-usage countsAirtable
- LogicCompute over-purchase gap and recommendation
- OutputEmail rightsizing brief to IT and financeGmail
What it does
Builds the negotiation packet you need before a SaaS contract renews. It pulls contracted seat counts and the trailing-90-day active-user count per app, computes the over-purchase gap, and produces a recommendation on how many seats to drop at renewal, delivered by email to the stakeholders who sign off.
When to use it
In the weeks before a renewal, when you want hard usage evidence to renegotiate seat quantity rather than auto-renewing at last year's count.
How it works
- 1A schedule fires when a renewal date is approaching.
- 2The flow reads contract terms and active-usage counts from your Airtable license tracker.
- 3A logic step computes the gap between contracted and genuinely active seats and a recommended renewal quantity with annual savings.
- 4It formats a rightsizing brief per expiring contract.
- 5The brief is emailed to IT and finance via Gmail for the renewal decision.
Set it up
What you configure once, before turning it on.
- 1Connect AirtableBases, tables, views, automations.
- 2Connect GmailRead, draft, send, label.
- 3Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 4Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 5Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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Run it inside a business
This workflow drops into a full company template. Import the org, and this is one of the playbooks its agents run.
Run this workflow in your colony.
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