Finance and spend dashboard
See what your hardware is worth, how fast it depreciates, what your software portfolio costs each year, and where the waste is — all from one read-only section. The dashboard draws entirely on records you already keep in OnTrackio: purchase prices on hardware, seat counts and costs on licenses, and usage signals from assignments and the agent.
Open it at Admin → Finance. A sub-nav at the top of every finance page switches between three tabs: Overview (hardware value and depreciation), SaaS & software (license spend and risk), and Carbon footprint (fleet emissions).
:::note Before you begin
- You have an admin role (
admin,it-admin, orsuper-admin). - For the figures to be meaningful, your records need the underlying data: purchase price and purchase date on hardware, and seats, cost, billing cycle, and renewal dates on licenses. Assets and licenses without these are excluded from the relevant totals.
- For seat-utilization and reclaim signals to reflect real app usage, the OnTrackio Agent must be reporting on assignees' devices. Without it, the dashboard falls back to portal sign-in activity. See Agent overview. :::
The whole section is read-only — it reports and links out, but takes no destructive action. Every fix happens on the record the figure links to. Money is shown in euros and rounded to whole units.
Overview tab: hardware value and depreciation
The Overview tab values your hardware fleet on a straight-line depreciation basis and sets it next to your recurring software spend. It excludes disposed assets and BYOD (personal) assets from the balance-sheet totals — personal hardware isn't a company asset, so it never inflates the fleet value or depreciation figures.
Set the useful life
Depreciation needs a useful life — how many years an asset is written down over. A selector at the top of the tab recomputes every figure on the page when you change it.
| Control | Options | Default | Notes |
|---|---|---|---|
| Depreciation useful life | 3, 4, 5, or 7 years (straight-line) | 4 years | Recalculates current book value, depreciation to date, the schedule, and the per-category and per-asset book values. The choice lives in the URL, so a bookmarked link keeps it. |
Depreciation is straight-line: an asset loses an equal share of its purchase price each year until it reaches zero at the end of the useful life. Assets with no purchase date can't be timed, so they hold their full purchase price.
Read the KPI tiles
Four tiles summarize the fleet at the useful life you picked.
| Tile | What it counts |
|---|---|
| Total purchase value | Sum of purchase price across active, company-owned hardware (excludes disposed and BYOD). |
| Current book value | What that hardware is worth today after depreciation at the selected useful life. |
| Depreciation to date | Purchase value minus current book value — the amount already written off. |
| Annual software spend | Recurring subscription cost for active licenses, normalized to a year. One-time purchases are excluded. |
Read the rollups and schedule
Below the tiles, the tab breaks the same numbers down so you can see where value sits and where it's heading.
| Section | What it shows |
|---|---|
| 5-year depreciation schedule | A bar per year for the next five years, showing the fleet's projected book value as it depreciates. |
| Hardware spend by category | Each hardware category with its asset Count, Purchase total, and current Book value, ordered by purchase total. |
| Hardware spend by department | The top 15 departments by spend, attributed through each asset's current assignee. Unassigned-but-costed assets fall under Unassigned. |
| Top 10 most valuable assets | The ten highest-priced assets, each linking to its hardware record, with purchase price and current book value. |
| Renewals in the next 90 days | Licenses renewing within 90 days, each linking to its license page, with the renewal date and cost — a budget heads-up. |
Use Hardware spend by department for internal chargeback. Spend is attributed to the department of whoever currently holds each asset, so it follows the equipment as it's reassigned.
SaaS & software tab: license spend and risk
The SaaS & software tab is the financial command center for your software portfolio. It covers licenses whose status is Active, Trial, or Pending renewal, and annualizes every cost so a monthly Slack bill and an annual Adobe contract compare directly.
Two shortcuts sit in the page header: Utilisation report (the per-seat dormancy view) and All licenses (the full license list).
Read the hero KPIs
| KPI | What it counts |
|---|---|
| Annual SaaS spend | All recurring subscriptions, each normalized to a yearly figure. |
| Active licenses | Count of billable licenses, with the number of distinct apps they cover. |
| Seat utilisation | Seats in use as a percentage of seats purchased across the portfolio. Green at 75% or above, amber at 50–74%, red below 50%. |
| Renewing in 90 days | How many licenses come up for renewal within 90 days, and their annualized value at decision time. |
Triage the risk strip
Four tiles flag the things that cost money or break compliance if no one looks. The Under-utilised tile links straight to the utilization report.
| Tile | Flag | What it counts |
|---|---|---|
| Under-utilised | Risk | Licenses using less than 50% of their seats, and the annual spend tied up in them. |
| Over-allocated | Compliance | Licenses where seats used exceed seats purchased — a vendor-audit exposure. |
| Manual renewals | Action | Active licenses with auto-renew off, expiring within 60 days. |
| Awaiting approval | Governance | Catalog apps flagged as requiring approval that aren't yet approved. |
Read the spend rollups and forecast
| Section | What it shows |
|---|---|
| 12-month renewal forecast | A bar per month for the next year, sized by the annualized spend coming up for renewal. The current month is highlighted. |
| Spend by publisher | The top 10 publishers by annual spend, with license count and seats used / total. |
| Spend by category | Annual spend, license count, and seats per catalog category. |
| Spend by department | Annual cost split per active seat, grouped by the holder's department (top 15). Unassigned seats get their own row. |
| By license type & billing cycle | The mix of subscription / perpetual / open-source, and how the recurring spend is paced across billing cycles. |
| Top 10 most expensive licenses | The priciest licenses by annualized cost, each with its status chip and a link to the license page. |
Work the risk lists
Three lists turn the risk tiles into rows you can act on. Each license name links to its detail page.
| List | Shows | What to do |
|---|---|---|
| Under-utilised licenses | Up to 8 licenses below 50% seat use, worst first, each with a utilization bar and annual cost. | Drop seats at the next renewal. Select the link to the utilization report to see the rest. |
| Over-allocated licenses | Up to 8 licenses consuming more seats than purchased, with the overage count. | Buy more seats, or revoke some before a vendor audit. |
| Manual renewal queue | Active, auto-renew-off licenses expiring within 60 days, with vendor, expiry date, days remaining, seats, and cost. | Renew, or transition users off before the date. Appears only when there's at least one. |
Read the governance and reclaim sections
| Section | What it shows |
|---|---|
| Portfolio governance | Catalog-level counts across apps with at least one billable license: Contains PII, Business-critical, Approved, and Awaiting approval, plus a license-status mix. |
| Top reclaim candidates | Up to 10 users holding a paid seat they haven't used in 30+ days, priciest first, with last-active time and annual cost per seat. |
The reclaim list reads usage the same way the utilization report does: it prefers the agent's per-app last used signal and falls back to the user's last portal sign-in.
To act on a candidate, select Review seat on the row — it opens that license's assignments view, pre-filtered to the user, where you can revoke the seat. To pull the full list (not just the top 10), select Export CSV.
Reclaiming a seat removes the user's access and notifies them. Confirm the seat is genuinely unused — check the last active signal — before you revoke, especially for licenses without agent telemetry, where dormancy is only inferred from portal sign-ins.
Carbon footprint tab
The Carbon footprint tab rolls up fleet emissions from per-category lifecycle factors you maintain. It's an ESG-reporting companion to the spend view, not a financial figure.
| KPI | What it counts |
|---|---|
| Annual footprint | Amortized embodied emissions plus annual use-phase electricity, in kg CO₂e. The headline figure for ESG reports. |
| Embodied (total) | One-off manufacture-and-ship emissions across the active fleet. |
| Use-phase / year | Annual electricity (scope 2) emissions across the fleet. |
| Coverage | How many active assets sit in categories that have carbon factors set, and how many don't. |
Factors live on hardware categories, not here. Select Edit category factors in the header to set the embodied and annual kg CO₂e per category — enter figures from the vendor's Product Carbon Footprint report or a published dataset.
Categories without factors are excluded from totals and show as em-dashes in the table, so missing data never reads as zero emissions. The Coverage KPI tells you how much of the fleet is accounted for.
Verify
- On the Overview tab, change the Depreciation useful life and confirm the Current book value, Depreciation to date, and the 5-year schedule all update.
- On the SaaS & software tab, the Seat utilisation KPI should match seats used over seats total across your active licenses; selecting Under-utilised opens the utilization report.
- After exporting reclaim candidates, the CSV downloads as
saas-reclaim-candidates-<date>.csvand lists every dormant seat, not just the on-page top 10.
Troubleshooting
| Symptom | What to do |
|---|---|
| Hardware totals look too low | Only active, company-owned assets with a purchase price are counted. Add prices to your hardware records; BYOD and disposed assets are excluded by design. |
| An asset shows its full price as book value | Book value needs a purchase date to measure elapsed time. Add the purchase date on the asset's record. |
| Annual software spend seems off | The figure annualizes recurring cycles and excludes one-time purchases. Check each license's billing cycle and total cost, and confirm its status is Active, Trial, or Pending renewal. |
| Spend by department shows mostly Unassigned | Spend is attributed through the holder's department. Set departments on your users, and assign the assets and seats. |
| A license is missing from the SaaS rollups | Only Active, Trial, and Pending renewal licenses are included. Check the license's status on its detail page. |
| Reclaim candidates look too high | Without agent telemetry, dormancy falls back to portal sign-in, so people who work without signing into OnTrackio look idle. Deploy the agent on their devices. |
| Carbon totals read as em-dashes | The relevant categories have no carbon factors. Select Edit category factors and fill them in. |