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AI agent for it managers

Software License True-Up Agent

Know the true position for each licensed product and act on gaps before audits and renewals.

DecisionsAnalysisComplianceIT and developmentManagementOperations
See how it worksGet access
Software License True-Up Agent: what goes in, what the agent does and what you get

What it does

Software vendors audit license counts and renewals arrive on a fixed date, yet most teams only learn they are short or over when the vendor writes. This agent counts installed copies and active users for each product from device and sign-in data. It compares those counts to purchased entitlements and flags shortfalls and idle seats. For each gap it drafts options: reclaim idle seats, move users to a cheaper tier, or buy more. It recounts after reclaim actions to confirm the numbers moved. Nothing is bought or removed without the manager. Edge case: a design tool shows 40 installs but only 28 people signed in during the last 60 days, so the agent proposes reclaiming 12 seats before the renewal rather than renewing all 40.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueNo 1 STARTS WHEN Monthly review or renewal window starts 2 USES A TOOL Pull installs and active users for each product 3 USES A TOOL Match counts to entitlements in contracts 4 DOES Flag shortfalls and idle seats 5 DOES Draft reclaim, downgrade and purchase options withcosts 6 YOU APPROVE IT manager approves which seats are reclaimed 7 USES A TOOL Recount installs and active users after reclaim 8 CHECKS THE RESULT Are active users within entitlements after thechanges? If not: redraft the options with the remaining gap andcosts. Back to step 5. 9 DOES Prepare the renewal or audit position summary 10 RESULT License position report with approved actions
Read the steps as a list
  1. Monthly review or renewal window starts
  2. Pull installs and active users for each product
  3. Match counts to entitlements in contracts
  4. Flag shortfalls and idle seats
  5. Draft reclaim, downgrade and purchase options with costs
  6. IT manager approves which seats are reclaimedThe agent waits here for your OK.
  7. Recount installs and active users after reclaim
  8. Are active users within entitlements after the changes?If not: redraft the options with the remaining gap and costs. Back to step 5.
  9. Prepare the renewal or audit position summary
  10. License position report with approved actions

How it decides

It marks a seat idle when there is no use in 60 days. It recommends reclaim before purchase, and purchase only when active users exceed entitlements after reclaim.

  • Treat a seat as idle after 60 days without use
  • Flag a shortfall when active users exceed entitlements by any amount
  • Prefer reclaim over purchase when idle seats cover the gap
  • Flag any contract renewing within 90 days with idle seats above 10%

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Idle threshold in days (default 60)
  • Products in scope
  • Audit lead time (default 90 days)
  • Tier downgrade options allowed
  • Report recipients

What keeps you in control

It always asks you first

  • IT manager approves every reclaim, removal and purchase

Hard limits

  • Never uninstall software or buy licenses
  • Never use sign-in data for anything but license counts

It stops when

  • Done: active users are within entitlements for every product
  • Stop: a product's data source is missing and the count cannot be trusted

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensThe agent finds the design tool has 40 purchased seats, 40 installs and 28 active users, and the video tool has 55 active users on 50 seats. It proposes reclaiming 12 design seats and buying 5 video seats. After the manager approves, the recount shows 40 installs removed to 28, and the video tool still short by 5, which is bought.

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