Software Spend Audit · Finance
Find software you're paying for twice, or not using at all
Monthly: totals your subscriptions, flags overlaps, unused seats, renewals and price rises, and asks each tool's owner in Slack if they still need it.
Free account to start. Buying and running live need a paid plan.
- Runs on a schedule
- 1 AI step
- About 20 min to set up
Sound familiar?
The job, before and after this agent.
What it feels like today
- “We have three tools doing the same job and nobody knows who signed up for them.”
- “Annual renewals hit the card before anyone remembers to cancel.”
- “Prices creep up every year and no one notices.”
What you get with the agent
- Monthly and annual software totals from your subscriptions sheet
- Overlapping tools, unused seats and renewals in the next 45 days flagged
- Price rises spotted against last month, with this month's cost stored back in your sheet
- A full report in Notion and a summary in your finance Slack channel
- A “still need it?” DM to each flagged tool's owner with the specific reason
Before
Once a year someone scrolls the card statement, guesses which tools are still used and emails the team asking.
After
On the 1st, finance gets a report of overlaps, renewals and price rises, and owners have already been asked about the tools they signed up for.
How it works
The whole workflow, step by step.
On the 1st of each month the agent reads your subscriptions sheet, which you can fill from a card statement or a Ramp or Brex export. AI finds overlapping tools, unused seats, renewals in the next 45 days and price rises against last month. Every cost, total, unused-seat cost and price-rise % is then recalculated in code, never by the AI, before anything is posted. The full report is saved to Notion and summarised in your finance channel in Slack. This month's costs are stored back in the sheet so next month can spot price rises. The owner of each flagged tool gets a Slack DM asking whether they still need it. It cancels nothing, there's no bank feed, and finance decides what to cut.
- Trigger1st of each month at 9:00
- App callRead your subscriptions
- LogicCheck the renewal dates
- AI stepAudit the spend
- LogicCheck the math
- App callSave the report to Notion
- App callPost to finance
- LogicEach subscription row
- App callStore this month's cost
- LogicEach flagged tool
- App callFind the owner in Slack
- App callAsk “still need it?”
- OutputAudit done
This is the workflow that opens in your workspace when you set the agent up. Every step can be edited.
- Step 11st of each month at 9:00Runs on the first morning of every month. Set your time zone on the trigger: “today” and the 45-day renewal window are counted in that zone.
- Step 2Read your subscriptionsReads your subscriptions tab: tool, category, owner, cost, billing cycle, renewal date, seats bought and used, and last month's cost.
- Step 3Check the renewal datesIn code, not AI: works out the days to each tool's renewal date in your time zone and marks the ones renewing in the next 45 days. No row is filtered out (every tool counts towards the totals). Change the window here (within.max).
- Step 4Audit the spendAI finds overlapping tools, unused seats, the renewals in the next 45 days (the days were worked out in code) and price rises against last month, works out the monthly and annual spend (rechecked in code next), and writes the report, the finance summary and a “still need it?” message for each flagged tool's owner.
- Step 5Check the mathRecalculates every tool's monthly and annual cost, the spend totals, unused seats and their cost, and each price rise's % in code — not by AI — and writes the correct figures into the report, the finance summary and the owner messages.
- Step 6Save the report to NotionCreates this month's audit page in your Notion reports database.
- Step 7Post to financePosts the summary and the Notion link to your finance channel.
- Step 8Each subscription rowStores this month's cost in the “last month's cost” column of every row, for next month's comparison.
- Step 9Store this month's costWrites this month's cost into the row's “last month's cost” column (and the date next to it).
- Step 10Each flagged toolAsks the owner of every flagged tool “still need it?” in Slack (up to 30).
- Step 11Find the owner in SlackLooks up the tool owner's Slack account by email.
- Step 12Ask “still need it?”DMs the owner the specific reason the tool was flagged.
- Step 13Audit doneThe run history keeps the audit, the report link and every owner message.
Example run
What goes in, and what comes out.
Example with fictional data
Comes in
A fictional sheet lists two video-call tools, a design tool with 10 seats bought and 4 used, and a CRM renewing in 30 days.
The agent produces
Notion report and Slack summary flag the overlap, 6 unused seats and the upcoming renewal. Each tool's owner gets a DM asking whether they still need it.
What you need
Everything it takes to run it.
About 20 minutes from purchase to live. A checklist above the canvas takes you through each step.
Plan
Included in Enterprise; on other paid plans it's $99 once. Agents run live on paid plans, from Basic ($39/mo).
Your AI key
Connect any of 14 AI providers on your own key. Your provider bills usage directly, at cost; we add no markup.
Apps
- Google SheetsLive
- NotionLive
- SlackLive
Checklist
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- Google Sheets (with edit access), Notion and Slack, connected in Settings → Integrations.
- A subscriptions sheet with costs, renewal dates, seats and owner emails.
Setup, about 20 minutes
- Connect your AI provider. The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
- Connect Google Sheets. Connect the Google account that can open and edit your subscriptions sheet (Settings → Integrations → Google Sheets).
- Connect Notion. Connect Notion and share your reports database with the Fluxo Flow integration.
- Connect Slack. Connect the Slack workspace your finance team and tool owners use.
- Describe your subscriptions sheet. Open “Audit the spend” and replace the placeholder with your columns, currency and price-rise threshold.
- Pick the subscriptions sheet. Open “Read your subscriptions” and “Store this month's cost” and pick the same account, spreadsheet and tab in both, then enter the “Last month's cost” column letter.
- Pick Notion and Slack. Open “Save the report to Notion” and pick the database, then pick the Slack account on the three Slack steps and the finance channel.
- Test it with Dry Run. Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
- Switch the trigger on. Open the trigger, set your time zone and switch the schedule on. It runs on the 1st of each month at 9:00.
Is it a fit?
Who it's for, and what it won't do.
Built for
- Finance and operations leads at growing companies
- Founders watching burn
- IT managers tracking SaaS seats
What it doesn't do
- It cancels nothing and changes no plan: finance and the owners decide.
- Data comes only from your sheet — there's no bank or card feed.
- Overlaps are judged from tool names and categories, so treat them as prompts to check. Price rises start from the second month.
We list the limits up front so you can decide before you buy.
Price
$99 one-time
Per workspace. It never renews.
- Included at no extra cost on Enterprise.
- Buying and running it live need a paid plan, from Basic ($39/mo).
- Dry Run costs nothing: simulated AI and app calls, nothing sent.
- AI usage is billed by your own provider, at cost. No AI credits to buy from us.
One-time agent purchases aren't covered by the 30-day money-back guarantee. Refund policy
FAQ
Questions about Software Spend Audit.
Will it cancel anything?
No. It reports and asks owners; finance decides what to cut. Overlaps are judged from tool names and categories, so treat them as prompts to check.
Does it connect to our card or bank?
No. It reads a subscriptions sheet you fill from a card statement or a Ramp or Brex export. Price-rise checks start from the second month.
What's the setup?
About 20 minutes: Google Sheets with edit access, Notion and Slack, plus a sheet with cost, renewal date, seats and owner email per tool.
Is it worth paying for?
It's a one-time purchase that never renews, and it runs the review most teams only do once a year, every month. Live runs need a paid plan and your own AI key; Dry Run is free.
What should the subscriptions sheet look like?
One row per tool: Tool, Category, Owner email, Cost, Cycle (monthly / annual), Renewal date, Seats bought, Seats used, then two columns at the end for the agent: Last month's cost and Checked on. Fill it from your card statement or a Ramp / Brex export.
How does it spot price rises?
Each month it stores the current cost in the “Last month's cost” column; next month it compares. The first run has nothing to compare, so price rises start from the second month.
Can the AI get the totals wrong?
Not in what finance sees: each tool's monthly and annual cost, the totals, unused-seat costs and price-rise percentages are recalculated in code after the AI's audit and written into the report, the Slack summary and the owner messages. The run history's math check lists anything the AI got wrong.
Is this a subscription?
No. Software Spend Audit is a one-time purchase of $99 per workspace and never renews. The Enterprise plan includes it at no extra cost. Running it live needs a paid plan (from Basic ($39/mo)), and your AI provider bills you directly for usage.
Can I test it before it touches real data?
Yes. Once it's set up in your workspace, Dry Run plays every step on sample data with simulated AI and app calls: nothing is sent and nothing in your apps changes. Switch the trigger on only when you're happy.
Put Software Spend Audit to work.
Free account, no credit card. Your Agents page opens with Software Spend Audit ready to buy and set up, then Dry Run it before it goes live.