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Recognized by

IT Director,
Major Public Utility

We were struggling to understand why our ServiceNow licenses kept growing. CloudNuro showed us the root causes overlapping role assignments, dormant users, and hidden misconfigurations. These were costing us licenses without our knowledge. By acting on these insights, we unlocked close to 30% in savings while improving compliance

Key Benefits

Eliminate License Waste

Reclaim idle and overlapping licenses to cut unnecessary spend.
‍How it works: Dormant users and orphaned accounts are automatically flagged for recovery.

Optimize Role-to-License Assignments

Know exactly which roles consume licenses, so admins assign the right roles without overspending.
‍How it works: For ITSM, prevent accidental assignment of fulfiller roles (ITIL) to users who only need basic access.

Detect Misconfigurations

Identify role assignments that drive unnecessary license consumption.
‍How it works: Business stakeholders assigned high-cost Fulfiller roles can be corrected to reduce overconsumption.

Usage Visibility & Optimization

See which licenses are underutilized and which are overconsumed, reducing true-up risk.
‍How it works: Identify over-allocated licenses and unused seats across the organization.

Audit-Ready & Renewal Planning

Prepare confidently for ServiceNow license audits and renewal discussions.
‍How it works: CloudNuro provides exact usage data and role-to-license mapping to know precisely what you need.

Transparent Chargeback

Allocate license costs fairly across departments based on actual consumption.
‍How it works: Use license usage data to drive accurate chargebacks and departmental accountability.

Through 2027, organizations that fail to attain centralized visibility and coordinate SaaS lifecycles will overspend on SaaS by at least 25% due to unused entitlements and unnecessary overlapping tools.

Why Organizations Overspend on ServiceNow

Unclear Role-to-License Mapping

Because it’s not always transparent which roles trigger license consumption, administrators often unknowingly assign licensable roles to users who don’t actually need them. This lack of clarity results in costly misalignments between entitlements and responsibilities.
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‍Scenario: While it’s commonly known that the ITIL role consumes a Fulfiller license, there’s little clarity around many other roles. As a result, admins may assign them freely, unaware they also consume premium licenses. When replicated across hundreds of users, these “invisible” assignments lead to six-figure annual overspend.

Misconfigured Role Assignments

Unclear mapping between roles and license consumption can lead to costly Fulfiller licenses being assigned to users with only basic request or approval responsibilities. The complexity of the role-to-license model contributes to these inefficiencies.
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‍Scenario: A department head who only needs to approve requests is mistakenly given a Fulfiller license. Multiplied across 200 similar users, this misconfiguration locks up a large pool of premium licenses that could otherwise be optimized or reclaimed.

Lack of Usage Visibility

Dormant accounts, orphaned licenses, and underused modules often remain unnoticed, increasing true-up risk and unnecessary spend.
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‍Scenario: Many users retain costly licenses even though their only need is to view a handful of reports. These reports could be scheduled and emailed through automation, eliminating the need for licenses. Without this adjustment, organizations continue paying for low-value access, creating unnecessary spend and audit risk.

Sales Tactics & Renewal Pressure

Discounts tied to new purchases or bundled commitments can result in acquiring licenses that aren’t needed, increasing overall costs and limiting flexibility in contract terms.
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Scenario: To secure a bundle discount, a CIO agrees to purchase HR Service Delivery licenses, even though the HR team has no immediate plans to adopt the platform. Two years later, fewer than half of the licenses are in use, but the organization remains locked into the full commitment.

Opaque Pricing & Bundling

Bundled suites obscure module-level costs, creating complexity that makes it difficult to understand exactly what is being paid for and where budget is allocated.
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‍Scenario: An enterprise buys the ITSM Professional bundle but only uses Incident, Change, and Problem Management. Since module-level costs aren’t broken out, they continue paying for unused capabilities like Performance Analytics with no ability to opt out.

Limited Audit & Renewal Preparedness

Relying solely on ServiceNow audits without independent visibility can leave organizations unprepared for renewals and negotiations, potentially leading to higher costs.
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‍Scenario: During renewal, ServiceNow presents usage data showing 20% over-consumption. The customer has no independent visibility to challenge it and is pressured into purchasing extra licenses at premium rates.

Custom Roles Marked Fulfiller by Default

In ServiceNow, any custom role is automatically classified as a Fulfiller license. This applies even if the role lacks update or write permissions. As a result, customers must prove otherwise during audits. This creates both compliance risk and unnecessary license costs.

‍Scenario: An admin creates a custom role that only provides read-only access to a set of records. Despite the role not meeting the functional definition of a Fulfiller, ServiceNow still classifies it as such. Unless the organization can successfully dispute this in an audit, every user with the custom role is counted against premium license consumption, driving costs higher without added value.

Group-Based Over-Licensing

Licenses are often assigned at the group level for simplicity, without verifying whether all group members truly need premium entitlements. This blanket approach inflates costs and masks opportunities for optimization.
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‍Scenario: A large approval group is provisioned with Fulfiller licenses so everyone can access workflows uniformly. In practice, only a handful of members actually require full Fulfiller capabilities, while the majority could function with requester or approver access. By licensing the group instead of tailoring by role, the organization ends up paying for far more premium licenses than necessary.

Now it's your turn to unlock savings.

Start my free ServiceNow assessment

Start your free ServiceNow license assessment today and uncover immediate cost-cutting opportunities.

Frequently Asked Questions

CIO, Government Agency

CloudNuro helped us uncover significant inefficiencies in how our licenses were being used. We were able to right-size over 30% of our licenses, prevent a costly true-up, and ultimately reduce our annual spend. Beyond the savings, the insights gave us confidence that our license assignments now truly reflect user needs, which also improved compliance and accountability across the organization.

Now it's your turn to unlock savings.

Start my free ServiceNow assessment

Start your free ServiceNow license assessment today and uncover immediate cost-cutting opportunities.

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