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Saas tool spend audit

@ledgerly/saas-tool-spend-audit

Audit your SaaS subscriptions from a simple list: annual spend, owners, upcoming renewals with decide-by dates, unused seats, stale tools, overlapping tools, and the savings from each fix. Writes a prioritized action list.

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  1. 1#!/usr/bin/env node
  2. 2// SaaS tool spend audit: owners, renewals, unused seats, stale tools, overlaps, savings.
  3. 3// Usage: node scripts/audit.mjs <tools.csv> [--as-of 2026-11-01] [--renewal-days 90] [--stale-days 60] [--notice-days 30] [--headroom-pct 5] [--out out/tool-audit]
  4. 4// Columns: tool, category, owner, cost, billing (monthly | annual), seats, active_seats,
  5. 5// renewal_date, last_used, auto_renew (yes | no). Only tool, cost, and billing are required.
  6. 6import { DAY_MS, dayKey, fail, mdTable, money, num, parseArgs, parseDate, readCsv, round, toCsv, writeOut } from "./lib.mjs";
  7. 7
  8. 8const args = parseArgs(process.argv.slice(2));
  9. 9const input = args._[0];
  10. 10const outPrefix = args.out || "out/tool-audit";
  11. 11if (!input) fail("usage: node scripts/audit.mjs <tools.csv> [--as-of 2026-11-01]");
  12. 12const asOf = args["as-of"] ? parseDate(args["as-of"]) : new Date(Date.UTC(new Date().getUTCFullYear(), new Date().getUTCMonth(), new Date().getUTCDate()));
  13. 13if (!asOf) fail("--as-of must be a date like 2026-11-01.");
  14. 14const renewalDays = Number(args["renewal-days"] ?? 90);
  15. 15const staleDays = Number(args["stale-days"] ?? 60);
  16. 16const noticeDays = Number(args["notice-days"] ?? 30);
  17. 17const headroom = Number(args["headroom-pct"] ?? 5) / 100;
  18. 18
  19. 19const rows = readCsv(input, "tools CSV", ["tool", "cost", "billing"]);
  20. 20const tools = rows.map((r, i) => {
  21. 21 const cost = num(r.cost);
  22. 22 if (!Number.isFinite(cost)) fail(`row ${i + 2} (${r.tool}): cost is not a number.`);
  23. 23 const billing = (r.billing || "monthly").toLowerCase().startsWith("a") ? "annual" : "monthly";
  24. 24 const annual = billing === "annual" ? cost : cost * 12;
  25. 25 const seats = num(r.seats);
  26. 26 const active = num(r.active_seats);
  27. 27 const renewal = parseDate(r.renewal_date);
  28. 28 const lastUsed = parseDate(r.last_used);
  29. 29 const t = {
  30. 30 tool: r.tool,
  31. 31 category: r.category || "Uncategorized",
  32. 32 owner: r.owner || "",
  33. 33 billing,
  34. 34 annual_cost: round(annual),
  35. 35 seats: Number.isFinite(seats) ? seats : null,
  36. 36 active_seats: Number.isFinite(active) ? active : null,
  37. 37 renewal_date: renewal ? dayKey(renewal) : "",
  38. 38 days_to_renewal: renewal ? Math.round((renewal - asOf) / DAY_MS) : null,
  39. 39 last_used: lastUsed ? dayKey(lastUsed) : "",
  40. 40 days_since_used: lastUsed ? Math.round((asOf - lastUsed) / DAY_MS) : null,
  41. 41 auto_renew: /^(y|yes|true|1)$/i.test(r.auto_renew || ""),
  42. 42 flags: [],
  43. 43 likely_savings: 0,
  44. 44 possible_savings: 0,
  45. 45 action: "keep",
  46. 46 };
  47. 47 return t;
  48. 48});
  49. 49
  50. 50for (const t of tools) {
  51. 51 if (!t.owner) t.flags.push("no owner");
  52. 52 if (t.days_since_used !== null && t.days_since_used > staleDays) {
  53. 53 t.flags.push(`not used in ${t.days_since_used} days`);
  54. 54 t.likely_savings = t.annual_cost;
  55. 55 t.action = "cancel";
  56. 56 } else if (t.seats && t.active_seats !== null && t.active_seats < t.seats) {
  57. 57 const target = Math.min(t.seats, Math.ceil(t.active_seats * (1 + headroom)));
  58. 58 const unused = t.seats - target;
  59. 59 if (unused > 0) {
  60. 60 t.flags.push(`${t.seats - t.active_seats} of ${t.seats} seats unused`);
  61. 61 t.likely_savings = round((t.annual_cost / t.seats) * unused);
  62. 62 t.action = `cut to ${target} seats`;
  63. 63 }
  64. 64 }
  65. 65 if (t.days_to_renewal !== null && t.days_to_renewal >= 0 && t.days_to_renewal <= renewalDays) t.flags.push(`renews in ${t.days_to_renewal} days`);
  66. 66 if (t.days_to_renewal !== null && t.days_to_renewal < 0) t.flags.push("renewal date passed: update it");
  67. 67}
  68. 68
  69. 69// Overlap: several tools in the same category. Keep the one with the most active seats (then the most expensive).
  70. 70const byCat = new Map();
  71. 71for (const t of tools) {
  72. 72 if (t.category === "Uncategorized") continue;
  73. 73 if (!byCat.has(t.category)) byCat.set(t.category, []);
  74. 74 byCat.get(t.category).push(t);
  75. 75}
  76. 76const overlaps = [];
  77. 77for (const [cat, list] of byCat) {
  78. 78 const live = list.filter((t) => t.action !== "cancel");
  79. 79 if (live.length < 2) continue;
  80. 80 const keep = [...live].sort((a, b) => (b.active_seats ?? 0) - (a.active_seats ?? 0) || b.annual_cost - a.annual_cost)[0];
  81. 81 const free = live.filter((t) => t !== keep && t.annual_cost === 0).map((t) => t.tool);
  82. 82 overlaps.push({ category: cat, tools: live.map((t) => t.tool), keep: keep.tool, keep_annual_cost: keep.annual_cost, free_alternatives: keep.annual_cost > 0 ? free : [] });
  83. 83 for (const t of live) {
  84. 84 if (t === keep) continue;
  85. 85 t.flags.push(`overlaps with ${keep.tool} (${cat})`);
  86. 86 t.possible_savings = round(t.annual_cost - t.likely_savings);
  87. 87 if (t.action === "keep") t.action = `consider moving to ${keep.tool}`;
  88. 88 }
  89. 89}
  90. 90
  91. 91const sum = (k) => round(tools.reduce((a, t) => a + t[k], 0));
  92. 92const renewals = tools
  93. 93 .filter((t) => t.days_to_renewal !== null && t.days_to_renewal >= 0 && t.days_to_renewal <= renewalDays)
  94. 94 .sort((a, b) => a.days_to_renewal - b.days_to_renewal)
  95. 95 .map((t) => ({ tool: t.tool, renewal_date: t.renewal_date, days: t.days_to_renewal, annual_cost: t.annual_cost, auto_renew: t.auto_renew, decide_by: dayKey(new Date(Date.parse(t.renewal_date) - noticeDays * DAY_MS)), notice_passed: t.days_to_renewal < noticeDays, owner: t.owner, action: t.action }));
  96. 96
  97. 97const result = {
  98. 98 as_of: dayKey(asOf),
  99. 99 tool_count: tools.length,
  100. 100 annual_spend: sum("annual_cost"),
  101. 101 likely_savings: sum("likely_savings"),
  102. 102 possible_savings: sum("possible_savings"),
  103. 103 no_owner: tools.filter((t) => !t.owner).map((t) => t.tool),
  104. 104 stale: tools.filter((t) => t.action === "cancel").map((t) => t.tool),
  105. 105 unused_seats: tools.filter((t) => t.action.startsWith("cut")).map((t) => ({ tool: t.tool, action: t.action, savings: t.likely_savings })),
  106. 106 overlaps,
  107. 107 renewals,
  108. 108};
  109. 109writeOut(`${outPrefix}.json`, JSON.stringify(result, null, 2) + "\n");
  110. 110writeOut(
  111. 111 `${outPrefix}.csv`,
  112. 112 toCsv(
  113. 113 tools.map((t) => ({ ...t, flags: t.flags.join("; ") })),
  114. 114 ["tool", "category", "owner", "billing", "annual_cost", "seats", "active_seats", "renewal_date", "days_to_renewal", "last_used", "days_since_used", "auto_renew", "action", "likely_savings", "possible_savings", "flags"],
  115. 115 ),
  116. 116);
  117. 117
  118. 118const byCategory = [...byCat.entries()].map(([c, l]) => [c, l.length, money(l.reduce((a, t) => a + t.annual_cost, 0))]).sort((a, b) => Number(b[2].replace(/[$,]/g, "")) - Number(a[2].replace(/[$,]/g, "")));
  119. 119const actions = tools.filter((t) => t.action !== "keep").sort((a, b) => b.likely_savings + b.possible_savings - (a.likely_savings + a.possible_savings));
  120. 120const md = [
  121. 121 `# SaaS tool audit as of ${result.as_of}`,
  122. 122 "",
  123. 123 `${tools.length} tools, ${money(result.annual_spend)} a year. Likely savings ${money(result.likely_savings)} a year (stale tools and unused seats). Possible savings ${money(result.possible_savings)} more if overlapping tools are consolidated.`,
  124. 124 "",
  125. 125 `## Renewals in the next ${renewalDays} days`,
  126. 126 "",
  127. 127 renewals.length ? mdTable(["Tool", "Renews", "Decide by", "Annual", "Auto-renew", "Owner", "Suggested action"], renewals.map((r) => [r.tool, r.renewal_date, r.notice_passed ? `${r.decide_by} (**passed**, act now)` : r.decide_by, money(r.annual_cost), r.auto_renew ? "yes" : "no", r.owner || "**none**", r.action])) : "None.",
  128. 128 "",
  129. 129 "## Actions, biggest savings first",
  130. 130 "",
  131. 131 actions.length ? mdTable(["Tool", "Action", "Likely savings", "Possible savings", "Why"], actions.map((t) => [t.tool, t.action, money(t.likely_savings), money(t.possible_savings), t.flags.join("; ")])) : "Nothing to change.",
  132. 132 "",
  133. 133 "## Overlapping tools",
  134. 134 "",
  135. 135 overlaps.length ? overlaps.map((o) => `- **${o.category}:** ${o.tools.join(", ")}. Most used: ${o.keep}.${o.free_alternatives.length ? ` You already have ${o.free_alternatives.join(" and ")} at no extra cost; moving off ${o.keep} would save up to ${money(o.keep_annual_cost)} a year.` : ""}`).join("\n") : "None found.",
  136. 136 "",
  137. 137 "## No owner",
  138. 138 "",
  139. 139 result.no_owner.length ? result.no_owner.map((t) => `- ${t}`).join("\n") : "Every tool has an owner.",
  140. 140 "",
  141. 141 "## Spend by category",
  142. 142 "",
  143. 143 mdTable(["Category", "Tools", "Annual"], byCategory),
  144. 144 "",
  145. 145].join("\n");
  146. 146writeOut(`${outPrefix}.md`, md);
  147. 147
  148. 148process.stdout.write(`Wrote ${outPrefix}.md, ${outPrefix}.csv, ${outPrefix}.json\n`);
  149. 149process.stdout.write(`${tools.length} tools, ${money(result.annual_spend)}/yr. Likely savings ${money(result.likely_savings)}/yr, possible ${money(result.possible_savings)}/yr. ${renewals.length} renewal(s) in ${renewalDays} days.\n`);
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