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Expense and subscription review, with AI. A 30-day pilot you can measure.

Group recurring spend, duplicate tools and policy exceptions for owner review without allowing AI to cancel services or approve claims.

What the AI prepares

What the model drafts in a expense and subscription review pilot, and where a person steps in.

  • Recurring spend

    Recurring card payments are grouped by tool, owner and renewal date.

  • Duplicate tools

    Duplicate software categories are flagged for owner review.

  • Policy exceptions

    Expense-policy exceptions are listed with source notes.

  • Renewal questions

    Renewal questions are drafted for internal owners.

A short list to decide on

The budget owner gets duplicates, unused seats, renewals and policy exceptions in one place, and decides each one.

What the budget owner is asked to decide
  • Two video-call toolsSame job, both paid monthlyOwner picks one
  • Design software, 3 seatsOne seat unused for 60 daysOwner confirms
  • Cloud storageRenews in 14 daysRenewal question drafted
  • Taxi receiptOver the policy limitNeeds approval
  • Accounting softwareIn use, price unchangedNo action
Illustrative sample, not client data. Nothing is cancelled or approved by the AI.

Paid AI tools are a new cost line

The share of US businesses paying for AI tools rose from about a third in early 2024 to over half by August 2026, from card and bill-pay data.

Businesses paying for AI tools
  • 32.5%Jan 2024
  • 37.7%Jan 2025
  • 47.0%Jan 2026
  • 56.1%Aug 2026
Source: Ramp AI Index (opens in a new tab), Ramp (card and bill-pay transaction data), August 2026. More than 70,000 US businesses on Ramp.

Software on expenses is growing fastest

Software bought on expense claims grew 267% in a year and 36% of licences go unused. Vendor customer data, mainly large US firms.

36%of software licences go unused on average
Year-on-year growth in spend
  • Software bought on expenses+267%
  • AI-native apps+108%
Source: 2026 SaaS Management Index (opens in a new tab), Zylo (vendor customer data), January 2026. More than 40 million licences across Zylo customers, mainly large US organisations.

Start with one clear decision

The two-week diagnostic ends with build, pause, clean up first or do nothing, for this workflow.

See the rollout diagnostic

How the pilot runs

Track subscriptions reviewed, duplicates confirmed, policy exceptions and owner changes. Do not count unreviewed guesses as savings.

  1. 01

    What goes in

    Card export, subscription list, expense policy and owner map.

  2. 02

    What comes out

    Recurring spend table, duplicate-tool flags and owner questions.

  3. 03

    Who checks it

    Finance or operations owner.

  4. 04

    Never without approval

    Cancellation, approval or staff decision.

Common questions

Can the AI act on its own?

No. It prepares drafts and checks. A person signs off before any of this happens: cancellation, approval or staff decision.

What does it cost to start?

The AI Rollout Diagnostic is £1,500 fixed and takes two weeks. You get a clear answer for this workflow: build, pause, clean up first or do nothing.

How do we know it worked?

Track subscriptions reviewed, duplicates confirmed, policy exceptions and owner changes. The pilot is kept only if those numbers improve.

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Ready to test the expense and subscription review workflow?

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