Worked example
Finding the seats you still pay for
Ridgeline Communications — same sample business, three departures this year
Ridgeline runs 14 SaaS vendors. Because the offboarding ledger already knows exactly who left, the seat map checks itself — no directory sync project, no spreadsheet audit.
This walkthrough follows a sample business. Where the engine is deterministic (statutory checklists, the filing calendar, the report arithmetic), the artifacts below are its actual output for the sample inputs — your dates and dollars come from your own setup.
1 · The register is built once, during setup
We build it from a card-statement export — vendor, cost, seat price, renewal date, and the cancellation-notice window buried in each contract.
Vendor register (excerpt)
| Vendor | Cost/mo | Seat | Renews | Notice |
|---|---|---|---|---|
| FieldServe CRM | $840 | $60 | Mar 1 | 60 days |
| RouteIQ dispatch | $390 | $65 | Nov 15 | 30 days |
| DocuVault e-sign | $228 | $38 | Sep 1 | — |
2 · A departure flags its seats automatically
The moment a worker offboards, every seat mapped to them is a zombie — flagged with the monthly dollar figure it leaks until released.
Daily health scan
⚠ FAIL · Zombie vendor seats: 3 seat(s) still paid for departed workers (~$163/mo known waste): Ridgeline/M. Webb · FieldServe CRM, Ridgeline/M. Webb · RouteIQ, Ridgeline/J. Tran · DocuVault
3 · Renewals alarm on the LAST SAFE CANCEL date
A contract renewing March 1 with 60 days' notice must be cancelled by December 31. That is the date that alarms — by the renewal date, the decision was already made for you.
Daily health scan — 8 days before the window closes
⚠ WARN · Vendor cancel-notice windows: Ridgeline/FieldServe CRM: last safe cancel Dec 31 (8d)
4 · The savings land on the monthly report
Seats released × seat price — checkable against the vendor invoice. Not a projected-value slide.
Monthly report line
| Line | Amount | Grade |
|---|---|---|
| 3 zombie vendor seat(s) cancelled | $234/mo (recurs going forward) | confirmed |
The takeaway
The offboarding ledger and the vendor bill finally talk to each other — and the difference is money.
$1,997/mo + $1,997 one-time setup, first automation included · no long-term contract · All examples →