Spend, licences and inactive accounts

The Spend page (Dashboards menu) estimates what you pay for your SaaS over 12 months and what you could save. The amounts come first from what you enter, then from invoices found in emails, then from an estimate based on billing emails. Everything is shown in Canadian dollars.

Where the amounts come from

For each application, Sorvek uses the first available source, in this order:

An amount entered by hand is never overwritten by an invoice or by an estimate.

Invoices read from emails

During the scan, Sorvek finds billing emails in the mailboxes analyzed and reads the invoice, whether it is a PDF attachment or in the body of the message. It keeps the amount, currency, billing cycle, date and number, not the PDF or the text of the email (see Data retained, retention periods and deletion). The list of an application's invoices is in its License tab, under Invoices detected.

A few rules prevent false amounts:

• only SaaS vendors in Sorvek's catalogue are costed this way, because a mailbox also receives invoices that are not subscriptions;
• an application whose last invoice is more than 13 months old is no longer costed from its invoices; it is named under the Auto-detected costs table;
• an invoice much higher than the amount used (a multi-year contract, for example) is never adopted automatically: the row shows "Invoice of X not counted".

Currencies

Amounts in a foreign currency are converted with the rates entered in Settings, Spend settings, Exchange rates to CAD section. When no rate is entered, Sorvek applies a built-in approximate rate for USD, EUR, GBP, CHF and AUD; any other currency without a rate is excluded from the total. The CSV import, however, requires an entered rate for any currency other than CAD.

Enter your costs

On an application's detail page, License tab, Paid plan card (administrators):

1. Enter the Paid seats and the Cost per seat / month (CAD), or the Or flat annual cost (CAD) field for a contract billed as a lump sum.
2. Click Save.

The Budget & spend metadata card takes the cost centre, the annual budget, the billing contact and the renewal date. For several applications at once, use Settings, Spend settings, Import a CSV: the vendor_domain column is required; seats, cost_per_seat, currency, renewal_date (YYYY-MM-DD) and billing_email are optional. A preview appears before the import, 1,000 rows at most.

Active, inactive, not measured

Unused licences are calculated per person, over 90 days:

• Active: a sign-in seen (SSO or extension), an email triggered by the person themselves (welcome, verification, password reset, trial), an active status set by an administrator, or, with Google Workspace, an OAuth grant that was used.
• Inactive: account suspended or disabled in the directory, inactive or abandoned status set by an administrator, or no evidence at all for 90 days.
• Not measured: the access exists (assignment, OAuth grant, Microsoft 365 licence) but usage is not measured. It is never counted as waste.

People who have left, shared mailboxes and a mailbox that only receives invoices are not counted.

Unused licences

The SaaS licenses page (Risks menu) compares paid seats with active people, for applications whose seats have been entered. Unused seats = paid seats minus people who are active or not measured. Annual waste equals these seats × cost per seat × 12. A flat-fee plan has no waste amount: removing a person saves nothing on it.

On the Spend page, Potential savings adds up the unused seats, a prorated estimate for inactive people (marked "≈") and the Microsoft 365 share. In the panel of inactive accounts on paid apps, Run the playbook lists the applications and the estimated savings, without removing any account.

Microsoft 365 licence audit

The Microsoft 365 licenses page (Risks menu) requires a Microsoft source. At each scan, Sorvek collects the seats purchased and assigned per licence, then applies the Canadian public price (CSP). Your contract may be cheaper.

• TOTAL COMMITTED COST / YR: seats purchased × monthly price × 12.
• PURCHASED SEATS UNASSIGNED: paid seats that no one is using.
• INACTIVE SEATS (90 D): no Exchange, OneDrive, SharePoint, Teams, Yammer or Skype activity over 90 days. This figure requires the Microsoft permission Reports.Read.All; the list shows 500 people at most.

If the last collection is incomplete or more than 7 days old, the page says so and hides the figures that could be wrong. A licence with no known public price is excluded from the total cost. If Microsoft 365 masks names in its reports, the column shows Masked identity. This cost is not added to Total SaaS spend, but Microsoft 365 waste is included in Potential savings.