An AI license optimization agent reviews each tool's plan against usage patterns, looking for users on higher tiers who use only basic features, and plans that could be shared or pooled.
Agent starts from usage, plan and renewal data
Agent compares the current plan with usage and alternatives
Agent models reclaim, downgrade, and reduced seat counts
Agent sets actions against notice dates
The tool owner and finance pick the option
Actions and results are logged
It reads pricing terms, minimums and notice periods, and tests each option against them to see whether it is allowed and when it could take effect.
It writes a recommendation for each tool with the change, the evidence, the constraint and the date by which action is needed.
Plans are chosen at purchase and left alone. By renewal, usage has moved but the tier and structure have not.
Users hold premium plans for features they do not use.
A reduction is limited by contract floors.
Tiers, volume bands and add-ons make options hard to compare.
A change is only possible at renewal or after a notice period.
Several small plans cost more than one combined plan.
Read the current tier, count, add-ons and price terms.
Group users by feature use and activity.
Test tier changes, pooling and reductions against the contract's terms.
Note minimums, notice periods and lock-ins that limit each option.
Set out the change, the evidence and the action date.
Bring a small sample and watch Flo work through it.
| Aspect | By hand | With the agent |
|---|---|---|
| Approach | Seats are cut across the board at renewal | Options are modelled tool by tool with usage evidence |
| Plan fit | Plans are chosen once and never revisited | The current plan is compared with actual feature use |
| Options | One option is considered | Reclaim, downgrade and reduced counts are shown with trade-offs |
| Timing | Changes miss the notice window | Actions are scheduled before notice dates |
| Result | Nobody checks the effect of a change | Results are checked against the expected outcome |
| If | Then | Who decides |
|---|---|---|
| Seats are inactive for the set period | Proposes reclaiming them | Tool owner approves |
| Features used fit a cheaper plan | Proposes a downgrade and lists the lost features | Tool owner and users agree |
| Usage is near the seat limit | Proposes keeping the count or adding a buffer | Tool owner decides |
| Notice date is approaching | Prioritises the tool in the list | Contract owner acts |
| Vendor offers a discount for a commitment | Shows the effect on flexibility | Category buyer decides |
| Changes affect a critical team | Flags the team and the tool's role | Business owner confirms |
The agent shows that fewer seats may raise the unit price. The category buyer weighs the trade-off.
When a team plans to grow, the agent notes expected demand from records and stated plans. The budget owner decides how many seats to hold.
The agent lists affected users and the feature. The tool owner decides whether to proceed.
The agent lays out the earliest opportunity and what can be changed at renewal. The contract owner confirms.
Talk it through with the team. We will map it to your steps and show where a person stays in control.
Pick the tools with the most seats and the clearest usage data.
Prepare option models and compare with what owners would choose.
Apply the chosen options at renewal and record the results.
Check that changes delivered what was expected and adjust the method.
It shows whether the analysis leads to change. Review the reasons why recommendations are declined.
Quick answers to what people ask most about license optimization.
Book a demoIt is the matching of software licence tiers, counts and plans to real usage and contract terms, so that the organisation pays for what it needs.
No. It recommends. Buyers negotiate and owners approve any change.
Contract minimums, notice periods, tier rules and renewal dates read from your agreements.
Utilisation shows how much is used. Optimisation proposes what to change as a result.
License utilization is the comparison between the licences or seats an organisation pays for and those people actually use.
→Unused license detection is the practice of finding paid software seats that are assigned but not being used.
→SaaS discovery is the process of finding every software application an organisation uses and pays for, including tools bought outside IT or procurement.
→Seat rightsizing is adjusting the number and tier of software seats so they match how people actually work.
→Bring a small sample of real items. We will show what Flo handles on its own and where it hands over to your team.
