Acme Operations — AI Stack Audit

Executive summary

Acme Operations is paying for 11 AI subscriptions across 6 functions (engineering, content, support, ops, sales, design). The team uses 4 of them daily. Three are paid for and not used at all. The remaining 4 see intermittent or duplicate-purpose usage. Total spend is $2,684/mo  ($32,208/yr).

This audit recommends dropping 3 subscriptions outright, replacing 2 with stronger Sovereign/Durable alternatives, and keeping 6 with a small consolidation pass. The projected annualized savings is $11,160 (a 34.7% reduction in AI line items) without any reduction in the team's actual AI capacity — in some cases, an increase.

The biggest single opportunity is the wrapper subscription pair: two thin GPT-wrapper SaaS products ($79/mo + $49/mo) the team is paying for but could replicate with their existing ChatGPT Enterprise seats. Eliminating both recovers $1,536/yr without losing any practical capability. The next-biggest opportunity is replacing a Fragile-tier transcription tool with a Durable alternative that has the same feature set, equivalent pricing, and substantially better compliance posture.

The team's Sovereign+Durable mix is currently 45% of subscriptions. After implementing this audit, that rises to 73% — meaning the post-audit stack has materially better sovereignty, compliance, and operational resilience than the pre-audit stack at lower cost.

Stack inventory

The 11 AI subscriptions Acme Operations currently pays for, ranked by monthly cost:

Total: $2,684/mo · $32,208/yr across 11 subscriptions. Usage frequency reflects the audit-period interview with the Acme Ops lead. "Unused (6mo)" tools are billable but show no activity logs.

Per-tool scorecards (sample)

Each tool in the inventory gets a full 1-page scorecard in the real deliverable. Three samples follow — one from each of the three verdicts (Keep, Replace, Drop). The full audit ships 11 of these.

The full deliverable ships 11 of these scorecards — one per tool in the inventory, formatted for inline screenshot into Slack or attached to a procurement ticket.

Sovereignty & compliance map

Where each tool is hosted, who owns the parent company, and which compliance regimes it currently satisfies. Surfaces exposure to US CLOUD Act, CFIUS, or jurisdictional concerns before they become procurement blockers.

Observations: Acme's stack is heavily US-jurisdictional with allied-infrastructure exposure (Synthesia/UK is the only allied non-US vendor). No CFIUS-exposed vendors in the inventory. The two notable gaps: (1) Murf AI's SOC 2 is in-progress rather than active, and (2) Otter.ai's training-privacy posture sits below the rest of the stack. Both reinforce the Replace recommendations in Section 5.

Keep / Replace / Drop verdicts

Each tool gets one of three verdicts with cited reasoning. Counts: 6 Keep, 2 Replace, 3 Drop.

Annualized savings table

Direct recovery from the Drop verdicts plus the cost-neutral Replace cases. Acme's transcription tool (Otter → Fireflies) is cost-neutral (~$240/mo either way); the net savings is from the 3 Drops + the Murf cancellation.

Assumptions are itemized so the buyer can stress-test each line. The directional total represents what a typical 75-employee SaaS would realize from this audit in the first 12 months. Real outcomes depend on which recommendations are implemented and external factors (vendor pricing changes, organizational adoption) outside the audit's control.

Replacement shortlists

For every tool with a Replace verdict, the audit ships 2–3 vendor-neutral alternatives scored on the same 9 dimensions so the buyer can compare apples-to-apples. Migration-effort notes included.

Real audits include a recommendation rank with cited reasoning. For Acme's profile (75 employees, weekly transcription use, compliance-sensitive sales calls), the audit recommends Fireflies.ai Enterprise as the primary candidate.

30 / 60 / 90-day action plan

The recommendations sequenced into an executable plan. Each step has an owner placeholder, estimated time investment, and dollar impact.

Caveats & assumptions

This composite was built to show the shape of a real Vannus Concierge audit deliverable. A few notes on how to interpret it:

• Acme Operations is fictional. Tool names are real; the customer, seat counts, usage frequencies, and cost figures are synthesized from typical 75-employee B2B SaaS stacks. No real client information appears here.
• The savings figure is directional. Realized savings depend on which recommendations are implemented and external factors (vendor pricing changes, organizational adoption) outside the audit's control. The Vannus Concierge audit produces a directional projection — never a forecast or guarantee.
• Real audits are bespoke. Each engagement is sized to the specific stack. An 11-tool stack like this one delivers in 11–12 business days; smaller stacks ship faster, larger stacks within the 14-day commitment.
• The five Pro+ seats are not shown here. Bundled into the $7,500 fixed price — 5 seats × 12 months at the then-current Pro+ rate — so the audit's recommendations land in a workspace your team can actually use. Provisioned at delivery.
• Outcome assurance. Every engagement is pre-screened on a 20-minute intake call before contract signing. If we don't believe we can find meaningful savings in your stack, we decline the engagement rather than take the fee. After delivery, if your post-audit review at the 90-day mark surfaces concerns, we provide a follow-up assessment at no additional charge.