License Audits with AI agents

Neotask reconciles what software licenses you're paying for against what's actually assigned and actively used, and flags the gap in both directions — seats paid for but never assigned, and tools in active use with no license on file. It reads your subscription records, cross-references active user counts from each tool's admin console, and posts a monthly reconciliation report so renewal decisions are based on real usage instead of last year's headcount guess.

How it works today vs. with Neotask

Software license spend drifts out of alignment with actual usage constantly and quietly: someone leaves the company and their Figma seat stays paid for, a team starts using a tool nobody officially procured, and by the time a renewal comes up, nobody can say with confidence what's actually needed versus what's just been auto-renewing on inertia. Manual audits happen once a year if at all, because pulling seat counts from a dozen different admin consoles and reconciling them against a spend spreadsheet is tedious enough that it keeps getting deprioritized. Neotask automates the tedious part — pulling usage data from each tool's admin API on a schedule and diffing it against your license/spend record — so the audit is a monthly five-minute review of a pre-built reconciliation instead of an annual multi-day project.

The agent flow

1. Pull the license inventory - Neotask reads your current subscription and seat-count records from your tracked spend sheet or procurement system in Zoho, establishing what you're paying for per tool. (zoho)
2. Check active usage per tool - For each tool with an admin API, it pulls actual active user counts and last-login dates — flagging seats with no login in the past 60 days as reclaim candidates.
3. Flag unaccounted tool usage - It cross-references expense records and SSO login activity for tools that show usage but no corresponding license line item, surfacing shadow-IT spend before it becomes a renewal surprise.
4. Compute reclaimable spend - Idle seats are totaled into a dollar figure per tool, giving IT a concrete number to bring to the next budget conversation rather than an abstract sense that "we probably have unused seats somewhere."
5. Post the monthly reconciliation - A structured report — idle seats, shadow tools, upcoming renewal dates — lands in the IT Slack channel and a shared Google Sheet for tracking over time. (slack)
6. Trigger renewal review ahead of time - For any tool with a renewal date inside 45 days, Neotask surfaces the reconciliation early so the renew/downsize/cancel decision is made deliberately instead of by default.

Variations

• Security-conscious teams add an access-review angle to the same audit, flagging licensed users whose access level exceeds what their role requires, not just idle seats.
• Companies without centralized procurement tracking start from expense report data instead of a maintained spend sheet, trading some accuracy for zero setup.
• Larger IT orgs split the reconciliation by department budget owner, so each team lead sees their own tool spend and idle-seat number rather than one company-wide report.

Frequently asked questions

Does it deprovision idle accounts automatically?

No — it flags reclaim candidates for a human decision; deprovisioning is a deliberate IT action, especially since some idle accounts are legitimately seasonal or on leave.

What tools does the usage check work with?

Any tool with an admin API exposing user/seat activity — most major SaaS tools qualify; for ones without an API, the audit falls back to the license-inventory side only.

How does it catch shadow IT?

By cross-referencing SSO login activity and expense line items against the known license inventory — a tool with logins but no license record is the signature of unofficial adoption.

How far ahead does it flag renewals?

Default is 45 days before a renewal date, adjustable per contract if your vendor requires longer notice to cancel or downsize.

Plans

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