Vendor Subscription Cost Optimizer

Goal

Deliver a clear action plan that reduces recurring vendor-subscription costs by identifying functional overlaps, negotiating better terms, and prioritizing high-impact savings opportunities.

Inputs to gather

• vendors – list each subscription with Vendor Name, Primary Purpose/Function, Monthly Cost, and (if known) Contract Renewal Date (needed for analysis and tables).
• budget_goal – target monthly savings figure or % (to gauge success of the plan).
• business_size – company size descriptor like “startup”, “SMB”, or “enterprise” (to tailor negotiation advice).
Before doing any work, ask the user for these inputs in ONE message. Skip anything they already provided. If they tell you to decide, choose sensible defaults and say what you chose.

Workflow

1. Convert the vendors input into a clean table with columns: Vendor, Purpose, MonthlyCost (USD), AnnualCost (USD), Contract Renewal Date. Leave blanks where renewal dates are missing.
2. Calculate and display total current monthly and annual spend.
3. List any missing, suspicious, or outlier data in a “Data Gaps” section and ask the user to confirm or correct. Pause until the user responds.
4. After confirmation, group vendors by primary purpose/function.
5. Identify functional overlaps where offerings are ≥60 % similar. For each overlap create an Overlap Warnings report with: OverlapID, VendorsInvolved, RedundancyDescription, MonthlySavingsPotential (USD), Confidence (High/Med/Low). Flag quick wins achievable within 30 days.
6. Build a Renegotiation Checklist table with columns: Vendor, CurrentMonthlyCost, NegotiationLevers, RecommendedAction, PrepResourcesNeeded, LikelySavingsRange (USD & %). Precede the table with brief instructions for each negotiation lever.
7. Construct a Prioritized Savings Action Plan:
   a. For every cancel, consolidate, renegotiate, or downgrade action assign EffortScore (1-5) and SavingsImpactScore (1-5).
   b. Compute PriorityScore = SavingsImpactScore × 2 – EffortScore.
   c. Rank actions by PriorityScore and present a table: Rank, ActionDescription, VendorsAffected, EstMonthlySavings, EffortScore, SavingsImpactScore, PriorityScore, RecommendedOwner, TargetCompletionDate.
   d. Summarize total potential monthly and annual savings versus the budget_goal and state whether the goal is met.
8. Share the Overlap Warnings, Renegotiation Checklist, and Prioritized Savings Action Plan with the user. Ask for any clarifications, re-prioritization, or extra data.
9. Iterate as needed until the user approves the final plan.

Output

A concise report containing:

1. Clean Vendor Spend Table with totals.
2. Overlap Warnings report.
3. Renegotiation Checklist.
4. Prioritized Savings Action Plan with summary of total potential savings against budget_goal.