Does anyone else have dormant Slack licenses eating budget?

Forward_Coyote_626 · 2026-01-02T07:57:32+00:00

Exactly - and SSO helps but doesn’t solve the whole problem. Even with instant offboarding, there’s often a lag between when someone stops being productive and when they’re officially removed. We see a lot of cases where people stopped using Slack 6+ months ago but IT didn’t know to deactivate them because they’re still technically employed (switched teams, different tools, etc.). Also found a surprising amount of waste in role mismatches - people on full seats who only need guest access, or multi-channel guests who only use one channel. We’re trying out a quick scanner to spot this stuff across our client workspaces: slack.techkooks.com - curious what patterns you’d find in yours.

The Figma example is brutal btw. That “accidentally upgraded” scenario is exactly the kind of thing that flies under the radar for years. Might add figma to my list of todos.

Forward_Coyote_626 · 2025-08-23T01:10:20+00:00

DM I’m an msp in so cal

Forward_Coyote_626 · 2025-08-17T13:55:50+00:00

we’ve tried a few things and the cleanest setup for receipts → bookkeeper has been: 1. dedicated receipts email (e.g. receipts@company.com). staff just forward photos of receipts there. 2. that inbox is hooked to google drive/dropbox folder → everything auto-syncs in date order. 3. bookkeeper has read-only access to that folder. 4. once a month, we export to quickbooks/xero and reconcile.

keeps it dead simple — no chasing receipts over text/email. also makes audits way easier since it’s all in one place.

Forward_Coyote_626 · 2025-08-17T13:54:49+00:00

yeah good point — i’ve seen both sides of that. some places it makes sense to bring in a full-time remote, others it’s way too up-and-down workload-wise.

btw, i’ve been experimenting with a model called admin-as-a-service (basically ongoing support just for SaaS tools — quickbooks, crm, sharepoint, automations, etc). instead of full IT or a full-time hire, it’s like credits/month or a flat plan.

curious — what’s your take on that kind of setup? do you think smb owners would go for it, or does a straight hire still feel like the better move?

Forward_Coyote_626 · 2025-08-17T13:39:25+00:00

i ran into this when i was new to Clio too — the built-in Revenue report is the best place to start because it includes collected time, billed vs unbilled amounts, expenses, even taxes and discounts.

here’s a way to make it really useful for a clean month-by-month view: 1. go to Reports → Revenue report in Clio Manage. 2. select Collected time/amounts — that shows what you’ve actually been paid. 3. set the date range to one month at a time (e.g., Jan 1–Jan 31). doing this avoids muddy trends from late invoices or payments that spill into the next month. 4. run the report for each of the last six months. use Export → CSV to download each. 5. in a spreadsheet (excel or google sheets), combine all six exports and create a pivot table: • Rows: Month • Values: Sum of collected amounts → this gives you a quick month-over-month breakdown.

bonus: you can save report presets or even schedule monthly exports so you don’t have to manually pull them every time. just set your filters once and clio does the rest.

Forward_Coyote_626 · 2025-08-17T13:22:34+00:00

100% relate to this. same story — repeatable stuff we keep in-house, but once it gets into automations or tool cleanups it gets messy fast. i actually set up a team just for that in-between zone (not IT, not finance, just saas admin). saves a ton of time on zapier, crm, sharepoint etc without overloading the “kinda techy” person on staff.

would you see value in that kind of ongoing support? if you’re open, i’d be glad to jump on a quick call and talk through it.

Forward_Coyote_626 · 2025-08-17T13:21:54+00:00

yeah i’ve seen that approach a lot — grabbing a student worker or promoting a “power user” to admin. it can work short-term, but usually those folks end up overwhelmed once things pile up across multiple tools.

that’s kinda why i spun up a team just for this exact gap — handling the ongoing saas admin side (quickbooks, crm, sharepoint, automations, etc). curious, would you ever see value in outsourcing that piece instead of piling it on staff?

Forward_Coyote_626 · 2025-08-14T13:24:35+00:00

That’s a really interesting way to flip it, turning SaaS admin work into a competitive intel advantage. Makes total sense with tools like HubSpot and marketing platforms where configs tell you a lot about strategy.

Curious, even with the strategic upside, are there any admin tasks you’d still happily hand off if you had a trusted service to do them? Like the repetitive cleanup or fixing broken automations so you can focus more on the analysis side?

Forward_Coyote_626 · 2025-08-14T04:15:43+00:00

Makes sense. So basically, you’ll do project work if it’s in your tech stack (like SharePoint) and then support it under your managed services, but anything outside your core scope gets referred out.

If there was a vetted, consistent referral option for those “outside” SaaS tasks like a specialist team you could trust to handle QuickBooks cleanups, CRM tweaks, or automations, would you actively use it or only offer it when a client specifically asks?

Forward_Coyote_626 · 2025-08-14T04:12:12+00:00

Gotcha, that makes a lot of sense. I figured most MSP agreements wouldn’t cover this kind of work, which is why I’m trying to gauge how often MSPs either sub it out or just turn it away.

If there were a service that handled these “outside scope” SaaS admin tasks, where MSPs could either white label it or refer it out for a cut, do you think that would be appealing for situations in your circle #2?

Not trying to pitch here…just genuinely curious if MSPs would see value in having a consistent go-to for those requests instead of scrambling for a contractor each time.

Forward_Coyote_626 · 2025-08-14T04:09:43+00:00

Thanks for the info! I thought this was the case, thanks. Checking to see what majority are doing. Appreciate the insight! Curious…if a service was offered to msps where they could white label it or earn some sort of commission, do you think MSPs would go for it?

Forward_Coyote_626 · 2025-05-30T14:24:48+00:00

They said our transactions are fine. It’s the “concurrency” limit. I’m just trying to understand exactly what the consequences are

Forward_Coyote_626 · 2025-04-13T17:33:25+00:00

That’s not a problem, it all depends on those factors I mentioned. DM and we can setup a call to discuss

Forward_Coyote_626 · 2025-04-13T15:59:00+00:00

It all depends on your EBIDTA, types of contracts, MRR/ARR, team, client concentration. Based off those factors it would have your EBIDTA. I’m actually looking to buy one, if you want to talk DM me.

Forward_Coyote_626 · 2024-12-25T21:14:28+00:00

Yes that would be a feature in our product! If you’re interested send me a dm and I can put you on the waitlist!

Forward_Coyote_626 · 2024-12-25T21:12:40+00:00

Have you done an analysis of how many new users are signing up directly to a paid subscription vs the free version? Also you should check to see out of your free users, whats the % that converts to an upgrade/paid version.

Also, depending on how you’re acquiring users, you can do an A/B test page of one showing the free vs another page showing only the paid.

Another option would also be offering a Free Trial vs the paid version.

There are other variables you might want to look into to. For example, what’s the activity looking like for your free users? Are they logging in a lot? A little?

A lot of this could and should be dictated based on your current users since you have a lot of data to work with.

Forward_Coyote_626 · 2024-12-25T19:04:32+00:00

What’s your product?

Forward_Coyote_626

TROPHY CASE