Shadow IT and SaaS Intake Review

This concept illustrates a shadow IT review queue for IT, finance and security teams, and for managed service providers that look after a client's software estate. Subscriber Bot is designed to surface recurring charges and renewals that do not match a known relationship, and this queue turns each one into a decision: sanction the tool, consolidate its users onto an approved alternative, or schedule a cancellation before the notice period closes. The sample client is a law practice.

In IT, cloud and managed services, software bought outside procurement shows up as a card charge or an expense claim long before anyone reviews it. By then people depend on it, it may hold client documents or meeting content, and its renewal may be close. Blocking everything breaks work, while ignoring it leaves data and spend unmanaged. The concept gives every unrecognized charge the context needed for a proportionate decision.

The Shadow IT Review page names the client and its number of unrecognized recurring charges, with tiles for unreviewed tools, monthly spend under review and tools renewing in 30 days. Tabs separate tools to review from those sanctioned, consolidating and canceling. Each row shows the tool, its category, monthly cost and number of users, how it is paid, whether by a card identified only by its last four digits, expense claims or an invoice, the next renewal with its notice period where known, a data-risk tag such as client documents, meeting content, customer data or low, which the design has the reviewer set, and decision buttons. A design tool is marked as a duplicate of an approved tool, with a Consolidate action. A Decision panel for the selected tool names the owning team, counts seats still held by leavers and offers Sanction tool and Schedule cancellation.

Two other Burdenoff products appear in the Decision panel. A switch registers a sanctioned tool in the AssetHandler software register, where it is designed to be recorded with an owner and an entitlement count. A chip shows a leaver offboarding FluidGrids workflow as queued: offboarding is designed to run through FluidGrids so that seats held by people who have left are freed before the renewal date.

Within Subscriber Bot, the queue sits under Relationships and extends the product's untracked-charge detection and license utilization analysis into a governed intake step, where each decision leaves the tool with an owner and a renewal date.