IT OPS
Monthly idle-seat cost rollup report to leadership
Aggregates dormant SaaS seats across all apps into a single monthly report of reclaimable spend, writes the breakdown to a Drive sheet.
How it runs
The automated pipeline, trigger to output.
- TriggerMonthly rollup schedule fires
- ActionPull SSO activity and seat inventoryHTTP webhook
- LogicBucket idle seats and compute reclaimable cost per app
- ActionWrite breakdown to dated Drive workbook tabGoogle Drive
- OutputEmail cost summary to finance and IT leadsGmail
What it does
This workflow quantifies the money sitting in unused licenses. Each month it collects last-login data across all your SSO-connected apps, matches it to seat costs, totals the reclaimable spend by application, archives a detailed breakdown to Google Drive, and sends leadership a clean summary of what could be saved.
When to use it
Use it to give finance and IT leadership a recurring, defensible number for SaaS waste, and to track whether reclamation efforts are actually shrinking it month over month.
How it works
- 1A monthly schedule starts the rollup.
- 2An HTTP call pulls last-login activity and seat inventory from the SSO admin API.
- 3A logic step buckets seats as active or idle per app and multiplies idle counts by per-seat cost.
- 4The full per-app breakdown is written to a dated tab in a Google Drive workbook.
- 5An email summary with total reclaimable spend and the top wasteful apps goes to the finance and IT distribution list.
Set it up
What you configure once, before turning it on.
- 1Connect HTTP webhookTrigger any URL on agent actions.
- 2Connect Google DriveDocs, sheets, slides, files.
- 3Connect GmailRead, draft, send, label.
- 4Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 5Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 6Test, 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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