# Audit and cancel unused SaaS seats with Google Sheets: n8n workflow

> Started by a clock, and works across Google Sheets and Slack. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/audit-and-cancel-unused-saas-seats-with-google-sheets (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Chat assistants](https://millionrounds.com/workflows?category=Chat+assistants#library)

# Audit and cancel unused SaaS seats with Google Sheets

Started by a clock, and works across Google Sheets and Slack. It hands the judgement calls to OpenAI. 24 steps, 4 branches, 2 loops or waits: large, and worth reading before you trust it with anything live.

Large Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Faudit-and-cancel-unused-saas-seats-with-google-sheets)

**24 steps** Large: read it before trusting it with anything live

**4** Branches: places the flow splits

**2** Loops or waits

**2** Services it connects to

## The flow

Starts it 2 Model 1 Logic 9 Service 12

The steps in the order they run, from what starts it.

- 1 **Weekly Audit Trigger** Schedule trigger *Starts it*
- 2 **Error Trigger** Error trigger *Starts it*
- 3 **Get Subscription Inventory** Google Sheets *Service*
- 4 **Send Failure Alert - Slack** Slack *Service*
- 5 **Loop Over Subscriptions** Split In Batches *Logic*
- 6 **Aggregate Run Summary** Code *Logic*
- 7 **Route By Platform** Switch *Logic*
- 8 **Send Summary Report - Slack** Slack *Service*
- 9 **Google Workspace - Get Last Login** Http Request *Service*
- 10 **Slack - Get User Activity** Http Request *Service*
- 11 **Zoom - Get User Activity** Http Request *Service*
- 12 **Generic SaaS - Get Usage** Http Request *Service*
- 13 **Normalize Usage Data** Code *Logic*
- 14 **AI - Assess Seat Usage & Recommend Action** Open Ai *Model*
- 15 **Parse AI Decision** Code *Logic*
- 16 **Is Unused Seat?** If *Logic*
- 17 **Is High Cost Seat?** If *Logic*
- 18 **Log Active Seat** Google Sheets *Service*
- 19 **Request Approval - Slack** Slack *Service*
- 20 **Cancel Seat Via API** Http Request *Service*
- 21 **Wait For Approval** Wait *Logic*
- 22 **Log Cancellation** Google Sheets *Service*
- 23 **Approved?** If *Logic*
- 24 **Log Rejected Cancellation** Google Sheets *Service*

## How it's built

- **Starts on:** A clock
- **Steps:** 24, with 4 branches, 2 loops or waits
- **Size:** Large: read it before trusting it with anything live
- **Connects to:** Google Sheets, Slack
- **Model:** OpenAI

## Questions

What does it need to run?

An n8n account, plus your own Google Sheets and Slack accounts, and a key for OpenAI. You connect your own accounts after importing it; none are included.

What starts it?

It starts on a clock.

Does it use AI?

Yes. It calls OpenAI. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Take your time. At 24 steps it is large: read it before trusting it with anything live.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

**Before you run it**

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 24 steps before you point it at anything that matters.

## Run it in n8n

- **Create your n8n account** Free to start. n8n is where the workflow runs. [Create an n8n account ↗](https://millionrounds.com/n8n)
- **Download the workflow** Free with a Millionrounds account. [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Faudit-and-cancel-unused-saas-seats-with-google-sheets)
- **Paste it into n8n** Open a new workflow in n8n and paste. Then connect your own accounts.

Stored with the author's traces removed: canvas notes, instance identifiers, saved credential names and any live document they had left behind.

## Connects to

Each opens the other workflows that use it.

[Google Sheets](https://millionrounds.com/workflows?service=Google+Sheets#library)[Slack](https://millionrounds.com/workflows?service=Slack#library)

## Workflows like it

Also chat assistants, with the same services where possible, closest in size first.

- [**AI-Powered NPM Package Intelligence Agent with OpenAI** 24 steps · calls a model · GitHub, Slack](https://millionrounds.com/workflow/ai-powered-npm-package-intelligence-agent-with-openai)
- [**AI-powered fuzzy matching, and assigns confidence scores.** 24 steps · calls a model · Google Sheets, Slack](https://millionrounds.com/workflow/ai-powered-fuzzy-matching-and-assigns-confidence-scores)
- [**Analyze pharma label change impact with Claude and Slack** 24 steps · calls a model · Email, Slack](https://millionrounds.com/workflow/analyze-pharma-label-change-impact-with-claude-and-slack)
- [**Benchmark employer brand on Glassdoor with Bright Data** 24 steps · calls a model · Slack, n8n data table](https://millionrounds.com/workflow/benchmark-employer-brand-on-glassdoor-with-bright-data)
- [**Compare products and generate visual scorecards in Telegram** 24 steps · calls a model · Google Sheets, Telegram](https://millionrounds.com/workflow/compare-products-and-generate-visual-scorecards-in-telegram)
- [**Detect and enforce abuse cases with OpenAI and Slack** 24 steps · calls a model · Email, Slack](https://millionrounds.com/workflow/detect-and-enforce-abuse-cases-with-openai-and-slack)