IT OPS
SaaS Spend Anomaly to License Rightsizing Review
Watches monthly SaaS invoices in your billing data, detects seat-count or spend spikes per vendor.
How it runs
The automated pipeline, trigger to output.
- TriggerMonthly schedule triggers post-billing review
- ActionRead current vs prior invoice and seat data in BigQueryBigQuery
- LogicFlag vendors exceeding spend/seat anomaly threshold
- ActionCreate rightsizing review on Monday for budget ownermonday.com
- OutputEmail budget owner a digest of flagged vendorsGmail
What it does
This workflow watches your SaaS billing records each month, compares vendor spend and seat counts against the prior period, and when a vendor jumps past your anomaly threshold it assembles the list of underused seats driving the cost and opens a rightsizing review item for the budget owner to approve cuts.
When to use it
Use it when finance and IT want spend governance, not just seat hygiene: catching the vendor that quietly doubled its seat count or the auto-renew that bumped per-seat pricing, and forcing a deliberate rightsizing decision before the next invoice.
How it works
- 1A monthly schedule triggers the review after billing close.
- 2Read current and prior-period invoice and seat data from BigQuery.
- 3Branch: flag vendors whose spend or seat growth exceeds the anomaly threshold.
- 4For each flagged vendor, compile the underused-seat list and projected savings.
- 5Create a rightsizing review item on the Monday board assigned to the budget owner.
- 6Email the budget owner a digest of all flagged vendors with the review links.
Set it up
What you configure once, before turning it on.
- 1Connect BigQueryDatasets, queries, schemas.
- 2Connect monday.comVisual work management for teams.
- 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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