Spend and license data

Once your basic inventory is in place and some applications are connected it's time to think about importing some spend data, and entering some license data.
We differentiate between spend data, and license data.
Spend data
License data
Aggregate amounts (payment against an invoice)
Detailed breakdowns (price per seat, number of seats, renewal terms etc)
Backward looking
Forward looking
Typically comes from a finance system
Normally sourced from contracts
Can be imported from a spreadsheet or API connection
Typically must be manually entered
Can uncover applications not already in your inventory
Primarily driven by adding data to your existing inventory
Gives a quick picture of spend. Also a way to cross-check completeness of license data
More detailed breakdown combined with direct application connections means usage can be analyzed.
As you can see, spend and license data have pros and cons. Spend data can be imported quickly so is a good starting point.

Spend data

Connecting to your finance system

Trelica has integrations with widely used finance systems. You will likely need the support of an administrator in your finance team to get the connection set up.
Before you connect you should ensure that your Trelica base currency matches the base currency of your finance system.
Once in place, Trelica will import data for the account codes selected during setup. Where possible we automatically map transactions to applications. Sometimes the description for a transaction is ambiguous (e.g. 'Atlassian' won't tell us which Atlassian applications this relates to), or unclear. These transactions will need manually mapping. This process allows you to define rules so that you won't need to keep doing this.

License data

There are a number of reasons for entering license data:
  1. 1.
    Entering accurate contract renewal dates means Trelica can remind you to plan for renewals.
  2. 2.
    Uploading or linking to contract documents gets you organized if you don't have a formal contract management system.
  3. 3.
    Entering per-seat costs (when combined with a connection to an application) means Trelica can give a sense of actual savings you can realize from right-sizing contracts.
If you already have your license data in a central contract management system then please contact our Customer Success team about setting up an integration.

Entering license data against an application

The simplest approach is to add license plan data in the Licenses tab on an application profile. You can then enter basic details such as:
  • the license plan name
  • price per seat
  • number of seats
  • start date and duration (or monthly-rolling)
  • optional document upload (e.g. invoice)
Most of these fields are non-mandatory so you can enter as little or as much information as you have available.

Adding a full contract and associating license plan line items

Some contracts are more complicated with multiple line items. In these situations we recommend creating a Contract entity. For this:
  • upload contract documents
  • specify the type of contract (e.g. Order form or MSA)
  • select a vendor
  • enter agreement date and PO number
  • add individual license line items (as you would directly against an application)
Contracts can contain license line items relating to different applications. These line items will appear in the relevant application's Licenses tab.

Choosing which applications to upload license data for

You should aim to assign renewal dates and basic license details (e.g. plan) to all applications with the Managed status.

If you already have a well-structured contract management system

  • Keep all documents in the contract management system
  • Enter renewal dates for all applications
  • Enter full license plan line items for applications where you have usage data (e.g. via IdP or direct connection)

If contracts are stored on a more ad-hoc basis

  • Getting hold of Contracts might require some effort, so start with managed applications that IT owns
  • Upload documents as Contract entities
  • Add license plan line items to reflect the contract
  • Once you have a good core of renewals data for the core IT systems, you can use this as an example to share with other business users, to show the benefits of structuring SaaS contract data.