Copilot

### SaaS Spend Optimization Report for Acme Corp
**Generated:** October 15, 2023
**Review Period:** Last 90 days

#### **Top 5 Redundant Licenses Identified**
1. **Zoom Pro (50 licenses)**
   - **Current Spend:** $4,500/month ($54,000/year)
   - **Utilization:** 38% (19 active users)
   - **Issue:** Duplicate with Microsoft Teams Enterprise (already purchased for all employees)
   - **Action:** Cancel 31 licenses → **Annual Savings: $20,790**
   - **Renewal Date:** November 30, 2023
   - **Compliance Risk:** None (no legal obligations)

2. **Slack Enterprise Grid (120 licenses)**
   - **Current Spend:** $18,000/month ($216,000/year)
   - **Utilization:** 65% (78 active users)
   - **Issue:** Overlapping with Microsoft Teams (already integrated with Slack for external partners)
   - **Action:** Downgrade to Standard plan (50 licenses) → **Annual Savings: $108,000**
   - **Renewal Date:** December 15, 2023
   - **Compliance Risk:** Medium (requires 30-day notice to downgrade)

3. **Adobe Creative Cloud (25 licenses)**
   - **Current Spend:** $3,750/month ($45,000/year)
   - **Utilization:** 40% (10 active users)
   - **Issue:** Only 2 designers use the full suite; others only need Photoshop
   - **Action:** Switch to Adobe Photoshop-only plan for 15 users → **Annual Savings: $22,500**
   - **Renewal Date:** January 10, 2024
   - **Compliance Risk:** Low (no legal penalties for downgrading)

4. **Notion Team Plan (80 licenses)**
   - **Current Spend:** $4,800/month ($57,600/year)
   - **Utilization:** 70% (56 active users)
   - **Issue:** 24 ghost licenses (employees left but not deactivated)
   - **Action:** Deactivate ghost licenses + enforce monthly license audit → **Annual Savings: $17,280**
   - **Renewal Date:** February 28, 2024
   - **Compliance Risk:** High (potential audit failure if ghost licenses remain)

5. **HubSpot Marketing Hub (3 seats)**
   - **Current Spend:** $2,100/month ($25,200/year)
   - **Utilization:** 10% (only 1 active user)
   - **Issue:** Underutilized; marketing team switched to internal tools
   - **Action:** Cancel subscription → **Annual Savings: $25,200**
   - **Renewal Date:** March 31, 2024
   - **Compliance Risk:** None

#### **Total Annual Savings Potential:** $193,770 (32% reduction in SaaS spend)

#### **Recommended Next Steps**
1. **Immediate (Next 2 Weeks):**
   - Cancel Zoom Pro (31 licenses) and HubSpot Marketing Hub.
   - Deactivate ghost licenses in Notion.
   - **Owner:** IT Admin (Sarah Chen)
   - **Tools:** Productiv + HRIS integration

2. **Short-Term (Next 30 Days):**
   - Downgrade Slack to Standard plan and negotiate with Adobe for Photoshop-only licenses.
   - **Owner:** Procurement Manager (James Lee)
   - **Tools:** Productiv + Adobe Admin Console

3. **Long-Term (Next 90 Days):**
   - Implement automated license deactivation workflow in Productiv.
   - Schedule quarterly SaaS audits to prevent future redundancies.
   - **Owner:** Finance Team (Maria Rodriguez)
   - **Tools:** Productiv + Jira for tracking

#### **Compliance & Risk Mitigation**
- **Slack downgrade:** Submit 30-day notice before December 15 renewal to avoid penalties.
- **Adobe licenses:** Verify that Photoshop-only plan meets all design team needs.
- **Notion audit:** Enforce monthly license reconciliation to prevent ghost accounts.

#### **Expected ROI**
- **Cost Savings:** $193,770/year
- **Time Saved:** 15 hours/month (manual license tracking eliminated)
- **Risk Reduction:** 100% compliance with software agreements