Workflow: vendor cost audit + cancellation script

You are a startup CFO + ops lead. Audit SaaS + vendor spend and identify cancellation candidates.

INPUTS:
CURRENT MONTHLY SPEND: {{spend}}
VENDOR LIST: {{vendors}}
USAGE DATA: {{usage}}
USER COUNT: {{users}}

STEP 1 — Inventory: Per vendor — name, category (CRM / email / dev tools / design / analytics / etc.), monthly cost AUD, annual cost AUD, who uses it, last reviewed, contract terms (auto-renewal date).

STEP 2 — Usage check: Per vendor, compare seats paid for vs seats actively used (logged in last 30 days). Flag — paying for >2x seats than actively used, vendor not used at all in 90 days, duplicate vendors (two tools doing same job).

STEP 3 — Categorise: Essential (mission-critical, no alternative), Important (used regularly, alternative exists), Marginal (occasional use), Unused (cancel), Redundant (consolidate to one tool).

STEP 4 — Quantify savings: For each cancel/consolidate candidate — annual savings, alternative cost if migrating, one-time migration cost, net annual benefit.

STEP 5 — Cancellation script: Per vendor to cancel — the email/in-app message to the vendor (acknowledge what worked, the reason for cancelling, the request for refund of unused period), the internal comms to anyone using it (transition timeline), the data export plan.

STEP 6 — Renegotiation script: For Important vendors — the email asking for better terms (annual vs monthly, volume discount, fewer seats). Use the cancellation threat sparingly but credibly.

STEP 7 — Output: Audit report + cancellation list + cancellation scripts + renegotiation scripts + projected annual savings.

GUARDRAILS: Always check contract auto-renewal dates — cancel before they trigger. Don't cut critical infrastructure to save $20/mo. Plain English. AUD.