We have lost track of who has or pays which AI license
AI tools sneak into the company through expense claims, personal cards and free-tier invites. A quarterly license audit prevents duplicate cost, forgotten seats, and people keeping access after they leave.
Try this first
- 1Pull a list from your credit-card and invoice books of all AI vendors. OpenAI, Anthropic, Google AI, Microsoft, GitHub, Cursor, Perplexity, Notion, Slack are common. Also search 'AI' as a keyword in your finance system.
- 2Ask each tool admin for a seat export. Compare against the current staff list. Ex-employees or interns otherwise keep paying and keep access.
- 3Count the tiers: is someone on Pro, Team or Enterprise when the work fits Team? Is there a stray Pro seat that the Team license already covers?
- 4Verify per tool that business terms are active (no training, EU data location where possible). A personal Plus account doing company work is a policy violation, business card or not.
- 5Capture the result in a simple register: tool, tier, seats, monthly cost, contract length, owner. That doubles as your M365 and NIS2 overview.
When to bring us in
Want us to run the first audit and set up the register in your existing tooling, we can block half a day for it.
See also
- Can I paste a customer file or email into ChatGPT?Depends on the account and settings. Free ChatGPT and a Team tenant behave very differently from what most people assume.
- I want a one-page AI policy for my teamA real one-pager beats a thick document nobody reads. Four headers and concrete examples.
- How do I tell if an AI answer is made up?Models sound confident even when they are wrong. A few habits catch most mistakes.
None of the above fits?
Describe your situation below. We pass your input plus the steps you already saw to our AI and return tailored next-step advice. If it's too risky to DIY, we'll say so.
Or skip the DIY entirely
Our Managed IT clients do not look these things up. One point of contact, a fixed monthly price, resolved within working hours.