Software License Renewal Tracking and Alerts
A done-for-you everyday business automation built for the Systems Administrator, connecting Slack, Airtable, and Google Sheets so the work below happens on its own.
What this automation does, step by step
Every software license the company owns, from design tools to project management platforms, is logged in an Airtable base with its renewal date, seat count, and monthly cost.
Sixty, thirty, and seven days before a renewal date, an automated check compares today's date against the tracker and posts an alert to a dedicated Slack channel, tagging the systems administrator and the budget owner so nobody is caught paying for an auto-renewed seat nobody uses.
If a tool has zero logins recorded in the SSO provider over the last ninety days, the alert flags it as a cancellation candidate instead of a renewal.
Approved renewals get logged automatically in Google Sheets for the finance team, and cancellations trigger a follow-up task in Asana to revoke access before the next billing cycle.
The company stops quietly bleeding money on shelfware it forgot it was paying for.
- Make.com
- Airtable
- Okta
- Slack
- Asana
- Google Sheets
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Without automation, a systems administrator has to notice problems after they've already happened, then scramble to fix them manually one at a time. It rarely feels urgent in the moment, but it adds up fast.
With this automation
- Expiration and renewal alerts on a 90, 60, and 30 day countdown
- Signature and document chasers that escalate on their own
- Deadline tracking for filings, permits, and inspections
- An automatic audit trail of every notice sent
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