Stop paying for software nobody uses — full visibility of your IT estate, renewals, and license compliance.
SaaS sprawl is the hidden cost in every technology budget. Subscriptions auto-renew. Licenses sit unused. Shadow IT purchases accumulate on expense reports. And when the CFO asks how much the company is spending on software, procurement doesn't have a clean answer. Proconomy's IT Procurement workflow brings the full software estate under management — from the IT catalogue of approved applications through to individual license allocations, renewal dates, and cost-per-seat tracking. Upcoming renewals are surfaced 90 days in advance. Unused licenses are flagged before renewal. And every SaaS contract is linked to its DPA compliance record — so legal and procurement are aligned on what data each vendor touches.
Every step is designed to eliminate manual effort, reduce errors, and give your team real-time visibility at every stage of the process.
All approved applications and software are catalogued centrally — with owner, cost, license model, contract expiry, and approved user groups.
AI identifies duplicate tools across the catalogue — two different video conferencing apps, three project management tools — and flags rationalisation opportunities.
IT and procurement share a single source of truth on what software the company is running and paying for.
Purchased licenses are inventoried and matched against active user assignments. Unused, unassigned, and duplicate licenses are surfaced for recovery.
AI identifies users who hold licenses for multiple overlapping tools (e.g. both Zoom and Teams video calling) and suggests de-duplication.
Reclaim licenses from leavers and inactive users before the next renewal — turning sunk cost into avoided spend.
Every SaaS contract renewal date is tracked with automated alerts at 90, 60, and 30 days. Procurement has time to renegotiate, retender, or cancel — not just auto-renew.
AI generates a renewal recommendation based on license utilisation rate, cost per active user, and available market alternatives.
Never auto-renew a SaaS contract without a conscious decision on whether it's still providing value at that price.
Each supplier's IT profile tracks what software they use to access your systems, what data they handle, and what security certifications they hold.
IT security reviews are faster when the supplier's profile is already structured — not discovered during the incident.
IT spend is categorised and reported by application, vendor, cost centre, and business unit. Cost-per-seat and cost-per-active-user metrics give a true picture of SaaS ROI.
AI benchmarks IT spend per employee against industry averages and flags categories where the company is a significant outlier.
Proconomy gives every stakeholder the right view, the right tools, and the right level of access — so no one is a bottleneck and nothing falls through the cracks.
These are not theoretical benefits — they are outcomes that procurement teams experience within the first quarter of deploying this workflow on Proconomy.
Unused and duplicate licenses reclaimed before renewal. The average organisation pays for 30% more software seats than are actively used.
Automated renewal alerts 90 days in advance give procurement time to renegotiate, retender, or cancel — not just absorb the invoice.
IT catalogue + intake workflow channels all new software requests through procurement. Shadow IT purchases surface through spend analytics and are brought into governance.
License inventory, supplier IT profiles, and DPA records mean software audits — vendor or regulatory — are answered in hours, not weeks.
High SaaS density with rapid tooling changes during NPI and product development cycles
CAD, ERP, and engineering software estate management with multi-site license tracking
PLM, simulation, and production management tools with supplier-accessed systems requiring DPA coverage
Software validation requirements and regulated system license compliance
Export-controlled software licence compliance and classified system access tracking
The end-to-end procurement engine — from demand signal to supplier payment, fully automated and audit-ready.
Explore 9 steps →Turn demand signals into purchase orders automatically — before shortages happen, not after.
Explore 6 steps →Qualify, approve, and activate new suppliers in days — not weeks — with AI-powered risk assessment built in.
Explore 6 steps →Draft, approve, sign, and manage every supplier contract in one place — with zero expiry surprises and full utilisation visibility.
Explore 6 steps →See how Proconomy transforms this workflow for your procurement team — live, with your own scenarios.