FINANCE
Detect idle SaaS seats in BigQuery and open ClickUp reclaim tasks
Queries BigQuery usage tables weekly for seats with no login or activity past a threshold.
How it runs
The automated pipeline, trigger to output.
- TriggerWeekly schedule fires the scan
- ActionQuery BigQuery for seats idle past thresholdBigQuery
- LogicFilter out exempt or already-flagged seats
- ActionCreate one ClickUp reclaim task per idle seatClickUp
- OutputPost reclaim count and recoverable spendClickUp
What it does
Runs a weekly scan of your SaaS usage warehouse in BigQuery, finds licensed seats that have shown zero activity beyond a set window (e.g. 45 days), and opens a structured ClickUp task for each one so the IT or finance owner can reclaim the seat.
When to use it
Use this when you pay per-seat for tools like Salesforce, Zoom, or Figma and suspect you are funding seats nobody uses. It turns a quarterly audit headache into a continuous, automatic cleanup that pays for itself in recovered license cost.
How it works
- 1A weekly schedule fires the workflow.
- 2BigQuery runs a parameterized query joining the seat roster against last-activity timestamps, returning users idle longer than the threshold.
- 3A filter step drops anyone already flagged or exempt, keeping only fresh idle seats.
- 4For each remaining seat, a ClickUp task is created with the user, app, monthly cost, and last-seen date prefilled.
- 5A summary count is posted as the workflow output so finance sees how many seats and dollars are queued for reclaim.
Set it up
What you configure once, before turning it on.
- 1Connect BigQueryDatasets, queries, schemas.
- 2Connect ClickUpDocs + tasks + chats in one workspace.
- 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 this workflow in your colony.
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