An AI existing license check agent reads a software request and identifies the product and the function being asked for.
A requester asks for new software or a licence
Agent identifies the product and the need
Agent searches licences, contracts and discovered apps
Agent shows any existing licence, spare seat or similar tool
The requester uses the licence or proceeds with the request
The check and the outcome stay on the request
It searches contracts, invoices and subscription records for the same product, an alternative that does the same job, or unassigned seats on an existing plan.
It reports what it found, with seat counts, plan tier and owner, and attaches the finding to the request before approval.
Many requests duplicate something already paid for, but the person asking cannot see the company's subscriptions. The purchase goes through, and the waste starts.
Requesters do not know what the company owns.
A plan has unused seats while another team buys a new one.
The need is met by a different product already licensed.
Approvers lack time to search before approving.
A feature is included in a bundle nobody remembered.
Identify the product, function, number of users and team.
Look through contracts, invoices and subscription data for matches.
Find seats, tiers and feature entitlements that could cover the need.
Attach what was found, or a clear note that nothing matches.
Pass it on with the finding to the approver.
Bring a small sample and watch Flo work through it.
| Aspect | By hand | With the agent |
|---|---|---|
| Check | Most requests go ahead with no search | A search of holdings runs on every software request |
| Spare seats | Unused licences sit idle while new ones are bought | Unassigned seats are shown on the request |
| Similar tools | Alternatives are not offered | Tools with the same function are listed |
| Speed | Checking with IT takes days | The result is attached to the request when it arrives |
| Record | No trace of why a new licence was bought | The request notes what was found and why it was approved |
| If | Then | Who decides |
|---|---|---|
| Product already licensed with spare seats | Suggests assigning a seat instead | Licence owner assigns |
| Product licensed but no seats free | Shows the cost to add seats | Budget owner decides |
| Similar product already in use | Lists it as an alternative | Requester chooses |
| Product appears in discovery but not in contracts | Flags it as unmanaged | IT lead decides |
| Requester's team already has an account | Points to the team owner | Requester contacts them |
| No match is found | Passes the request on unchanged | Approver decides |
The agent shows that a sister entity holds the licence. Procurement decides whether sharing is allowed by the contract.
The agent notes reserved seats and the reason. The licence owner decides whether to release them.
The agent still shows alternatives but does not block the request. The approver weighs the stated reasons.
If the product is used on a free plan, the agent flags it. The IT lead decides whether the paid plan is needed.
Talk it through with the team. We will map it to your steps and show where a person stays in control.
Make sure licence and seat records are reasonably current.
Run the check for a few common products and compare to what IT would say.
Attach the check result to requests and see how many change course.
Add more products and discovery sources over time.
It shows how often a check avoids a new purchase. A low rate may reflect a poor inventory rather than a lack of spare licences.
Quick answers to what people ask most about existing license check.
Book a demoIt is the practice of searching what the organisation already owns before buying a new software licence, to avoid paying twice for the same need.
No. It reports what exists. The plan owner decides who can use spare seats.
Contracts, invoices, subscription records and any usage data you provide.
At request intake, before approval, so the finding informs the decision.
Maverick spend is purchasing done outside the approved process, such as buying without a PO, from a non-approved vendor or around an approval.
→SaaS discovery is the process of finding every software application an organisation uses and pays for, including tools bought outside IT or procurement.
→License utilization is the comparison between the licences or seats an organisation pays for and those people actually use.
→License optimization is the adjustment of licence types, tiers, counts and plans so they match how software is actually used.
→Bring a small sample of real items. We will show what Flo handles on its own and where it hands over to your team.
