Technology Cost and Automation Checkup
A review of your software subscriptions, cloud costs, vendor contracts, and recurring reporting work. You receive a written, prioritized list of what to cancel, renegotiate, right-size, automate, or keep, each with a financial or time value attached.
Signs a Checkup is worth doing now.
This is built for businesses with real software and cloud spend and no one specifically assigned to review it. Any of the following is a reasonable trigger.
You can't list, from memory, everything you pay for.
If naming every software subscription and cloud service your business pays for would take real effort, there is likely overlap or waste in there.
No one owns reviewing renewals.
Contracts and subscriptions auto-renew unless someone is specifically watching the dates. If that's no one's job, renewals are running on autopilot.
You're about to make an AI decision without a cost comparison.
If a cloud AI subscription or a private AI purchase is on the table, it's worth having the real cost comparison before signing anything.
Best fit: businesses with roughly 15-100 employees, meaningful software or cloud spend, and no in-house IT or data team dedicated to watching it. Businesses with very little software spend, or with an in-house team already tracking this closely, are less likely to see $1,900 in findings.
What's reviewed, and what isn't.
- Software subscriptions, seat counts, and usage
- Vendor agreements and renewal dates
- Cloud infrastructure and hosting costs
- Computers and servers currently in use
- Recurring reports and manual spreadsheet work
- AI usage, cost, and privacy fit (cloud, private, or hybrid)
- Executing cancellations or contract renegotiations
- Building automations or reporting pipelines
- Installing or configuring private AI
- Ongoing monitoring after the report is delivered
These are Software Spend Recovery, Reporting Automation, IntraSage Assessment and Implementation, and Technology Cost Governance — each scoped and priced separately once the Checkup findings are known.
Inputs, access, and analysis.
What we need from you
Read access to the accounts and documents needed to see actual spend and usage: billing or admin views for your major software subscriptions, cloud provider billing or usage exports, current vendor contracts, a rough headcount by department, and one or two examples of the reports your team rebuilds regularly.
How access is handled
Access is requested only for what the review needs, kept to read-only wherever the platform supports it, and is not retained once the engagement ends unless you ask us to keep something on file for follow-on work. If a system doesn't support scoped read-only access, we'll work with an export or a screen-share review instead of holding a standing credential.
Confidentiality
What we see during a Checkup is used only to produce your findings. We don't share client information across engagements, and anything used as an illustrative example elsewhere on this site is written generically, without identifying details, unless you've given permission to use your real results.
How we analyze it
We map subscriptions and cloud usage against who is actually logging in, check contract terms against renewal dates, time recurring reporting work against what it would take to automate, and weigh any AI question against your specific volume, budget, and privacy requirements. Every finding is written down with a value attached before it goes in the report.
Sample report structure.
The written report has four sections: an executive summary, the findings table below, a section explaining the math behind the guarantee total, and a prioritized action list. The rows below are illustrative — not a real client's findings.
| Finding | Current Cost | Recommendation | Annual Opportunity | Effort | Priority |
|---|---|---|---|---|---|
| Project management tool (unused seats) | $210/mo | Cancel unused seats | $1,680/yr | Low | High |
| Cloud storage tier (oversized) | $340/mo | Right-size to actual usage | $1,560/yr | Medium | Medium |
| CRM contract (auto-renewing in 45 days) | $4,200/yr | Renegotiate before renewal | $800-$1,200/yr | Low | High |
| Monthly billing report (manual assembly) | 6 hrs/mo staff time | Automate | ~$2,900/yr in recovered time | Medium | Medium |
| Document e-signature tool | $45/mo | Keep | N/A — actively used, competitively priced | Low | Low |
How access is protected during the engagement.
Credentials and access grants are used only for the systems and time window the review requires, kept to the minimum permission level a platform allows, and removed at the end of the engagement. We don't store client credentials in shared tools or forward them to anyone outside the engagement. No system is immune to risk, so we scope access narrowly rather than claim any setup is entirely risk-free.
2-3 weeks, start to delivery.
Kickoff
We confirm scope, request access, and collect the inputs above.
Review
We go through spend, usage, contracts, and reporting, documenting findings as we go.
Delivery
You receive the written report and a walkthrough call to go through it together.
After delivery
The report is yours either way. Acting on it, in whole or in part, and any follow-on work, is entirely optional.
If we don't find $1,900, the Checkup is free.
- Covers the Technology Cost and Automation Checkup only.
- Counts any specific, dollar-quantified finding — recurring items at their annual rate, one-time items at face value.
- Does not require you to implement anything.
- Disagreements are reviewed line by line against the underlying numbers.
- Refunds are processed in full within 5 business days of confirming a shortfall.
Outcome-based option: for engagements with clear, measurable savings, we'll take up to 20% of the first year's documented savings instead of part of the fixed fee, capped at the original quote and agreed upfront.
About the guarantee, answered directly.
What counts as "identified annual savings" toward the guarantee?
Any specific, dollar-quantified finding in your written report: a subscription to cancel, a server to right-size, a contract to renegotiate. Recurring items (subscriptions, contracts) are counted at their annual rate. One-time items are counted at face value. Every line shows its math, so you can check it yourself.
What if you don't find $1,900 in savings?
The fee is refunded in full. This is uncommon for a business with meaningful software or cloud spend, but if it happens, you keep the written report and pay nothing.
Do I have to implement the recommendations for the guarantee to apply?
No. The guarantee is based on what the Checkup identifies, not on whether you act on it. Acting on none, some, or all of the findings is your decision.
What if I disagree with how a finding was counted?
Tell us, and we'll walk through the calculation with you line by line. If a specific item doesn't hold up, it comes out of the total and you get the corrected number.
How and when is a refund processed?
In full, within 5 business days of confirming that total identified savings fell short of $1,900. No dispute process.
Does this guarantee apply to Software Spend Recovery, Reporting Automation, IntraSage Assessment and Implementation, or Technology Cost Governance?
No. It applies only to the Technology Cost and Automation Checkup, since that is the one stage where we commit to a dollar outcome before starting. Follow-on services are scoped and priced individually once the Checkup findings are known.
Ready to see what a Checkup would find?
Book a free consultation call. No obligation to continue after the report is delivered.