Software License Compliance Tracker

The problem this kills

You bought 250 seats of a design app. You think maybe 180 are in use. Finance thinks it's 200. Nobody actually knows - the truth is scattered across a vendor portal, an admin console, three CSV exports with mismatched names, and a leaver who left six months ago but still holds a license.

Then the vendor emails: "We'd like to schedule a license review." Now you're scrambling across spreadsheets at midnight trying to prove you're compliant, while quietly terrified you're 40 seats over and about to get a true-up bill (the back-charge a vendor sends when you've used more than you paid for).

This tool replaces the midnight scramble. It lines up what you own against what you've actually assigned, per product, and tells you exactly where you're exposed - before anyone audits you.

What you'll build

A private web app, just for your team, that:

• Imports your entitlements (per product: seats purchased, term/renewal) and your assignments (who has which app) from CSVs or Google Sheets.
• Matches messy exports together - reconciling user names/emails and product names that never quite line up - and dedupes on (product + user) so the same person isn't counted twice.
• Computes used vs owned for every product and flags each one as over-licensed (paying for seats nobody uses), under-licensed (more people assigned than seats owned - your audit risk), or balanced.
• Flags seats assigned to inactive users (leavers, disabled accounts) - the easiest seats to reclaim.
• Shows your true-up cost exposure in dollars, so you can put a number in front of finance.
• Puts an IT admin approval gate in front of every remediation action - buy, reclaim, or reassign - so nothing changes until a human signs off.
• Exports the approved buy/reclaim/reassign list as a clean CSV in the exact columns your procurement or admin console expects.

What's inside the Implementation Plan

A complete, paste-and-go runbook. You don't need to know how to code - you paste the plan into an AI coding agent and answer its questions.

• It opens by interviewing you about your business. Before writing a single line, the agent asks how you track licenses today, which apps and vendors matter most, exactly how your export columns are named, your per-seat costs, and your messiest edge cases - then tailors the data model and rules to your setup instead of dropping a generic template on you.
• Step-by-step build instructions, each ending with a ready-to-copy prompt.
• The full data model for entitlements, assignments, the matching/reconciliation layer, and the remediation queue.
• The compliance math: used vs owned, over/under flags, inactive-seat detection, and true-up exposure.
• The governance layer (login, per-org data isolation, audit trail, approval gate, duplicate guards) baked in from the start.
• A "No API yet?" fallback so you can build the whole thing today from sheets, with CSV export - no integration to your vendor portals required.

The governance it includes (this is the point)

This isn't a throwaway spreadsheet macro. It's built like real internal software:

• Login so only your team can open it.
• Row-level security so each organization only ever sees its own license data.
• A complete audit trail - who imported what, who approved which remediation, and when.
• A hard human-in-the-loop approval gate - the tool drafts the buy/reclaim/reassign list, but an IT admin reviews every gap and approves each action before anything is committed.
• Duplicate guards on (product + user) so re-importing an export can't double-count or double-charge.

Who it's for

IT asset managers, software-license (SAM) managers, and IT finance teams who own renewal and true-up risk - anyone who has ever been asked "are we compliant on this product?" and couldn't answer with confidence.

You've got this - paste the first prompt and let the agent interview you.