FINANCE
Rightsize a SaaS renewal from BigQuery utilization
When a renewal date approaches, an agent pulls the app's 90-day utilization from BigQuery, calculates the seat count actually used.
How it runs
The automated pipeline, trigger to output.
- TriggerSchedule fires 30 days before renewal
- ActionQuery 90-day seat utilization in BigQueryBigQuery
- LogicCompute defensible seat count with headroom
- ActionDraft rightsizing recommendation
- OutputCreate ClickUp task for contract ownerClickUp
What it does
Ahead of each contract renewal, this agent investigates how many seats a SaaS app actually needed over the trailing 90 days, compares it to the contracted seat count, and produces a rightsizing recommendation. It then opens a ClickUp task for the renewal owner with the suggested new seat count and projected savings.
When to use it
Use this when renewals quietly auto-renew at last year's inflated seat count. Catching over-provisioning before signing is where the largest license savings live, and the agent does the utilization analysis you would otherwise rush the week before renewal.
How it works
- 1A calendar-derived schedule fires 30 days before a tracked renewal.
- 2The agent queries BigQuery for the app's peak and median active seats over 90 days.
- 3It reasons over usage variance to recommend a defensible seat count, leaving headroom for spikes.
- 4It drafts a rightsizing summary with current vs. recommended seats and dollar impact.
- 5A ClickUp task is created for the contract owner with the recommendation attached.
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.
More Finance workflows
Expense Submission Webhook Instant Triage and Routing
Receives each expense submission via webhook the instant it's filed, classifies it as in-policy, needs-review, or hard-violation, and routes it to auto-approval.
Monthly Vendor Spend Anomaly Brief for Finance Leads
Once a month, an agent analyzes the full expense ledger for vendor and category spend anomalies, drafts a narrative brief with the top outliers and likely causes.
Accrual Chase Board in Monday with Per-Owner Tasks
On a schedule it reads open uncoded expenses from Snowflake and creates or updates a Monday item per department owner.
Detect Annual-to-Monthly Downgrade Refunds Owed
Catches subscriptions switched from an annual term to monthly partway through the prepaid year, computes the unused prepaid balance owed back.
Detect Mid-Cycle Plan Change Mischarges and Queue Credit Memos
Listens for Stripe subscription plan changes, recomputes the correct prorated amount.
Overdue Accrual Escalation Emails to Owners and Managers
On a schedule it flags uncoded spend that has stayed open past the chase deadline and emails each delinquent owner via Gmail.
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.
14-day trial. No DevOps. No Sales call. Provisioned in under a minute.