Software license non-compliance fines average €280K per vendor audit — and true-up bills regularly reach six figures for mid-market companies. The reverse waste is just as large: 20-40% of licenses paid for are never used. Automated SAM aligned with ISO 19770 prevents both.

Without a structured workflow, nobody knows how many copies of each title are actually installed versus licensed — and the finance team only finds out at renewal or audit time, when negotiation leverage is zero.

Utilyx models software asset management as an executable decision tree aligned with ISO 19770: auto-count, compliance status, threshold alerts, AI optimization recommendations and audit-ready PDF reporting.

The workflow is structured as a decision tree with 4 main branches (Discovery, Compliance, Optimization, Reporting) running on every discovery cycle, with parallel alert sub-branches and 8 steps end-to-end. Every step is executed by a named actor (Discovery Agent, AI Copilot, IT Manager, Procurement) and every action is appended to the timeline_license audit subtable.

• Step 1 (Start — Discovery Agent): the discovery agent scans endpoints and servers for installed software titles, versions and editions, writing raw install records (title, version, edition, hostname, install_date) via sql-query into the install_inventory table.

• Step 2 (License catalog — Procurement): purchase orders and contracts are registered in the license catalog with fields title, edition, metric (per-device / per-user / per-core), entitlement_count, renewal_date, vendor, po_reference — validated by the workflow.

• Step 3 (Auto-count — AI Copilot): sql-query reconciles installed instances against licensed entitlements by title and edition — updated on every discovery cycle — producing installed_count, licensed_count, delta.

• Step 4 (Compliance status — AI Copilot): each title is flagged and the tree splits — Branch A (compliant, delta ≤ 0): no action; Branch B (at-risk, delta within 10% of threshold): alert at 90%; Branch C (non-compliant, delta > 0 = over-deployed): alert at 100% + remediation task.

• Step 5 (Threshold alerts): the Copilot sends alerts at configurable thresholds (90%, 95%, 100%) to the IT manager and procurement via email, with the delta and financial exposure.

• Step 6 (Optimization — ai-agent): the ai-agent identifies dormant installs (installed but unused for 90+ days via login/launch signals), over-licensed titles, and consolidation opportunities — with estimated_savings per recommendation. Sub-branch: if estimated_savings > €5K, route to procurement for action; otherwise log for next renewal cycle.

• Step 7 (usePDF SAM report): usePDF generates a SAM report aligned with ISO 19770 — installed vs licensed, compliance status, optimization actions — for audits and renewals, in 7 languages.

• Step 8 (useArchive): useArchive retains every license snapshot, entitlement proof and reconciliation record with index fields title, edition, compliance_status, scan_date for the audit trail.

Organizations deploying Utilyx cut software spend by 25-35% in the first year (eliminating dormant licenses and right-sizing renewals), avoid the €280K average audit fine (100% audit readiness, gaps surfaced continuously), and remove the manual reconciliation effort entirely.

The ITAM copilot builds the SAM workflow from a natural-language description — no SAM-certified consultant required, at 70% lower TCO than legacy SAM suites. The ai-agent optimization runs on every cycle, so savings opportunities are caught before renewal, not after.