An AI SaaS discovery agent reads invoices, card and expense lines, contracts and vendor records, and identifies which payments are for software.
Card lines, expenses, logins and email receipts appear
Agent identifies software products from the signals
Agent checks each against contracts and approved lists
Agent lists unmanaged apps with owner and cost
IT and procurement decide to approve, replace or remove
The inventory is updated with each decision
It builds one entry per application with vendor, cost, renewal date and apparent owner, and merges variants of the same product.
It lists the entries it cannot explain and asks the likely owner to confirm what the tool is and who uses it.
The software inventory is nearly always incomplete. Tools arrive through cards, free trials and team budgets that never touch the central list.
Small subscriptions go on cards and never reach AP review.
The invoice shows a payment processor, not the product.
A tool continues to bill after the person who bought it has left.
A free plan quietly becomes a paid plan.
Lists age and nobody updates them.
Identify likely software charges in invoices, cards and expenses.
Match each charge to a named application and vendor.
Record cost, renewal date, plan and apparent owner.
Send unexplained entries to the likely owner to confirm.
Update the inventory as new charges and contracts appear.
Bring a small sample and watch Flo work through it.
| Aspect | By hand | With the agent |
|---|---|---|
| Coverage | Tools are listed from what IT knows | Apps are found from spend and usage signals as well as records |
| Identification | Names on card lines are cryptic | Product names are resolved from merchant and receipt details |
| Ownership | Nobody knows who uses a tool | An owner and team are named for each app |
| Risk | Risky tools are found after an incident | Apps handling data are listed for review early |
| Upkeep | Inventory is a one-off project | The inventory is refreshed as signals arrive |
| If | Then | Who decides |
|---|---|---|
| App appears with no contract | Lists it as unmanaged | IT lead reviews |
| App is on the approved list | Adds it to the inventory as managed | None needed |
| App handles company data | Flags for security review | Security lead decides |
| Many users sign up on their own | Marks the app as widely used | Procurement lead considers a contract |
| App is similar to an approved tool | Suggests the approved tool as a replacement | Business owner decides |
| Signal is ambiguous | Marks the match as possible | Analyst confirms |
Spend is zero, but the agent can still flag the app from sign-in or receipt signals. The security lead decides whether it is acceptable.
The agent lists extensions it can see from records. The IT lead decides which ones fall within policy.
When use appears to be on a personal account, the agent flags it for review. IT decides whether to ask the user to move to a company account.
The agent suggests likely products from the merchant name. An analyst confirms the identity.
Talk it through with the team. We will map it to your steps and show where a person stays in control.
Start with card spend and expenses, which most teams can supply.
Check the first discovered apps with their owners and refine the matching.
Include sign-in or email receipt data as policy and privacy allow.
Refresh the inventory regularly and track every decision.
It shows how much of the discovered estate is understood. Unconfirmed entries are where risk and waste sit.
Quick answers to what people ask most about saaS discovery.
Book a demoIt is the finding and listing of every software-as-a-service tool the organisation uses, including those bought without going through central procurement.
No. It builds the inventory and asks owners to confirm. People decide what stays.
Invoices, card and expense records, contracts and vendor records you provide.
It reads card lines for recurring and software-like charges and matches them to known applications.
Maverick spend is purchasing done outside the approved process, such as buying without a PO, from a non-approved vendor or around an approval.
→License utilization is the comparison between the licences or seats an organisation pays for and those people actually use.
→An existing license check is the step, before buying software, of finding out whether the organisation already owns a licence, seat or plan that meets the need.
→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.
