Audit our software subscriptions and recurring office costs
A list of every recurring charge with owner, usage, and renewal dates, plus what to cancel, downgrade, or renegotiate.
The prompt
Help me audit our recurring office and software costs.
Recurring charges: [PASTE - vendor, what it is, cost, billing frequency, payment method, renewal date if known]
Seats or licenses vs. people using them: [if known]
Owners or users: [who requested each, which team uses it]
Contracts and notice periods: [if known]
Budget target: [e.g. "cut 15%"]
Do this:
1. Inventory table: vendor | category (software, utilities, cleaning, leasing, subscriptions, services) | annual cost | billing | owner | licenses paid vs. used | renewal date | notice period | auto-renews?
2. Findings: duplicates or overlapping tools, unused or underused seats, subscriptions on personal or forgotten cards, people who've left still holding licenses, monthly plans that would be cheaper annually (or the reverse), price increases at renewal.
3. Recommendations: cancel / downgrade / consolidate / renegotiate / keep - with estimated annual savings, based only on the figures I gave.
4. Renewal calendar: what to review 60-90 days before each renewal.
5. Messages: a note to owners asking whether they still need the tool, and a renegotiation email to a vendor.
6. Ongoing process: how new subscriptions get approved and recorded.
Mark missing data [ADD]. Check contract terms before cancelling anything.
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore Finance & Accounting prompts
What to fill in
- if known
- who requested each, which team uses it
- e.g. "cut 15%"
- ADD
How this prompt is built
This prompt follows the RTF structure (Role, Task, Format). RTF tells the model who to be, what to do and what shape the answer should take. It is the quickest structure that still gives noticeably better results than a bare request.
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