Automation for finance · Runs on the 1st of every month at 09:00
Subscription review
Unused software seats, duplicate tools, and price increases flagged each month. Your assistant runs it on the 1st of every month at 09:00 and tells you when something needs your attention.
Subscription review — Sep 1
Automation run • Sep 1
Subscription review
Output
Theo, here is the August subscription review for Harbor & Pine. Data was pulled from Xero and cross-referenced with activity across Slack and Google Workspace.
Three subscriptions show potential savings totaling $190 per month, ranked below by potential savings. Nothing was cancelled or modified.
| Vendor | Spend | Monthly change | Status | Potential savings |
|---|---|---|---|---|
| HubSpot | $150 | $0 | 2 unused seats | $100 |
| Gorgias | $120 | +$20 | 1 unused seat, price increase | $60 |
| Linear | $60 | $0 | 2 unused seats | $30 |
Findings
- HubSpot: Billed at $150 monthly for 3 seats ($50 per seat). Google Workspace email logs confirm Cal Brook actively uses HubSpot for wholesale outreach. The other 2 seats show no user activity, email exchanges, or calendar events in August. Removing the 2 idle seats would save $100 monthly.
- Gorgias: Billed at $120 monthly for 2 seats ($60 per seat), reflecting a $20 price increase over July. Slack and email activity show Iris Rowan is the only team member handling support tickets. Releasing the unassigned second seat would save $60 monthly. It is uncertain whether the price rise was an unannounced tier adjustment.
- Linear: Billed at $60 monthly for 4 seats ($15 per seat). Slack channels confirm Ezra Holt and Mira Sand are the active engineers on the Web team. The remaining 2 seats show no assigned tasks or activity in the past 30 days. Trimming both seats would save $30 monthly.
No subscription tiers or seat counts have been changed.
Automation steps. Your assistant follows these 4 steps each time it runs, using your connected accounting.
- 01
On the first of each month, pull last month's spend from my accounting system and isolate recurring charges: software, seat licenses, anything that renews.
- 02
Roll it up by vendor with amount, cadence and change against prior months.
- 03
For each, look for evidence of use: seats against active users where you can see them, and whether anyone mentions the tool in email, chat or the calendar.
- 04
Flag what's worth a look (unused for 30 days, far more seats than users, a fresh price rise, or a duplicate of another tool), ranked by potential savings, and note where you're unsure.
Adjust the automation in chat
Tell your assistant what to do differently and it sets up that version for you.
- Only flag tools that have more than fifty dollars in potential monthly savings.
- Include software that has had no activity for sixty days instead of thirty.
- Alert me to any subscription price increase regardless of the dollar amount.
Results arrive as a message from your assistant. Each run posts to your conversation with your assistant, and can email you too. The automation keeps a log in your knowledge base and reads it before each run to see what has changed.
Adjustable schedule
Runs on the 1st of every month at 09:00 by default. Pick another time when you add it, or ask in chat for a custom schedule.
Only useful reports
When nothing needs attention, the run says so in a line or stays quiet. When there are findings, you get them with a link to the full run.
What it does on its own
Flags unused licenses and price increases for your review. Cancels and changes nothing. An automated run has no tool that sends, posts, shares, or deletes anything.
This automation reads your accounting. Connect Xero, Business Central, or QuickBooks to Fieldwork. The automation uses whichever you connect. It also uses your team chat, email and calendar when connected.
More automations for finance.
Questions about this automation.
- How do I set this up?
- Open your assistant on the Agents page in Fieldwork, locate Subscription review in the job library, and select Add. If your accounting platform like Xero, QuickBooks, or Business Central is not linked yet, you can connect it right on the card. The review runs on the first of each month at 9:00 AM, which you can adjust during setup.
- What does it do on its own versus what waits for me?
- It gathers recurring charges and flags inactive seats or rate jumps for your review. It never cancels accounts, removes licenses, or changes billing with vendors. You decide whether to adjust your plans and update subscriptions yourself.
- Where do the results arrive?
- Your monthly breakdown arrives in your chat conversation with your assistant, and Fieldwork can email it to you as well. If there are no idle seats or unexpected price rises to report, it sends a brief update or remains quiet.
- How does it detect whether a software seat is being used?
- It looks for recent activity by checking team messages, calendar events, and emails in connected platforms like Slack, Google Workspace, or Microsoft 365. When licensed seats show no trace of use or mention over the past thirty days, it flags them as potentially idle.
Security first
No training on your data
Neither we nor our model providers train on your data. Inference runs with zero retention wherever the provider supports it.
Access
Agents only see what the person asking can see. Conversations, files, apps and connections stay private until shared, and admins have no way into conversations.
Encryption and isolation
Data is encrypted at rest and in transit. Each user's code runs in its own microVM, and secrets reach models by name only.
Continuity
Continuous backups, replicated to a second region. Data is exported on request and deleted within 30 days of a contract's end.