A client offboards an employee or retires a laptop, and nobody tells the MSP. The licenses keep billing across several systems until someone notices at renewal. SeatReaper finds those seats, puts a monthly dollar figure on each one, and confirms each saving once the next sync shows the seat is gone.
How it decides what is waste
- Users: Microsoft 365 (Entra ID) is the source of truth. A disabled, deleted or long-inactive user flags every paid seat tied to that person in the other tools you connect.
- Devices: a device is gone when nothing that knows about it (your RMM, your EDR and backup tools, and Entra ID) has seen it for a set number of days.
- Cost: the dollar figure comes from your own price book, because vendor APIs don't return what you actually pay.
What you get
One departed person or dead device becomes one item in a weekly queue. Each item lists every system still billing for it, the evidence, the monthly cost and an approve or snooze action. One person is one ticket, even if they hold four licenses across three systems.
Reports
- Client reports show waste and savings: a Prospect Waste Assessment, a Monthly Waste Summary, the Offboarding Queue, a Quarterly Savings Review and a Portfolio Rollup. You can print them or share a read-only link, and on Growth and up schedule them. See Reports.
- Compliance evidence reports (Growth and Pro) show access, offboarding, devices, backups, security training, MFA registration and changes for one client, with the HIPAA, CIS Controls v8, NIST SP 800-171 and cyber insurance safeguards each gives evidence for. They are evidence, not an audit or a statement of compliance. See Compliance evidence reports.
- The billing check compares what ConnectWise PSA or Autotask bills each client with what is in use. See The billing check.
What SeatReaper never does
SeatReaper flags; it never removes anything on its own. Retention policies, legal hold and leaves of absence make deletion your call, so every removal is made by your team, after you decide. Connections to your tools are read-only. On Growth and up an owner can let the team block sign-ins, remove Microsoft 365 licenses and lower Pax8 quantities from SeatReaper, each one confirmed and logged; see Removing licenses from SeatReaper.
Estimated and verified savings
A flagged seat's cost counts as estimated savings. Once a later sync confirms the seat is actually gone, it counts as verified. Reports always label which is which.