Getting started with InventorIA: from empty account to full visibility in 1 hour
A focused setup path for IT or finance leaders. By the end of this hour, you'll have every employee, every laptop, every license, and every contract in one dashboard — and your first round of cost-saving recommendations on screen.
Most ITAM tools stall in onboarding because they ask you to do everything at once. The trick is sequencing: identity first, hardware second, licenses third, contracts last. Each step gives you something usable on its own, and each one makes the next step easier.
Before you start
- Admin access to your identity provider (Google Workspace, Microsoft 365, or Okta).
- A list of your top 10 SaaS subscriptions by spend (you almost certainly already have this from finance).
- A folder of your active vendor contracts (PDFs).
- Your existing asset register, however janky, in CSV or spreadsheet form.
If you have everything above, you're 60 minutes from a working dashboard.
The hour, step by step
Sign up 2 min
Create your account at inventoria-app.com/signup. Free tier covers 10 users and includes hardware, software, license, and contract modules. No credit card.
Connect your identity provider 5 min
Settings → Integrations → Identity. Pick Google, Microsoft, or Okta and authenticate. InventorIA imports every active employee with name, email, role, department, and manager. This is the spine — every asset and license attaches to a user from this list.
Import your hardware register 10 min
Inventory → Hardware → Import CSV. Map your existing columns to InventorIA fields (asset tag, model, serial, assignee, location, warranty end). The matcher resolves assignees by email automatically. If your register is messy, you'll see exactly where (unassigned devices, mismatched names) — that's a feature, not a bug.
Connect your top SaaS integrations 15 min
Settings → Integrations → SaaS. Connect Microsoft 365 / Google Workspace first (they cover the bulk of the workforce). Then Slack, Zoom, GitHub, Adobe, Notion, Asana — whichever apply. Each integration takes 60–90 seconds and pulls seat count, assigned users, and last-login data within minutes.
Upload contracts 10 min
Contracts → Upload. Drag in your PDF folder. The contract parser extracts dates, auto-renewal flags, notice periods, and pricing. Review and confirm — you'll fix maybe 10% of the parsed fields. Assign each contract an owner (a real human, not a shared inbox).
Open the dashboard 3 min
You'll see your first four KPIs: total spend, utilisation rate, renewal pipeline, asset coverage. The system already has its first cost-saving recommendations on the right side — dormant seats, contracts in the next 90-day window, tier-mismatch flags.
Ask InventorIA AI a real question 5 min
Try: "Which Adobe seats haven't logged in for 60 days?" Or: "What's renewing in the next 90 days, sorted by spend?" The AI runs the query against your real data and returns a list with one-click action buttons.
Invite your team 5 min
Settings → Users. Add finance (read-only on costs), IT operations (full access), and contract owners (scoped to their contracts). Permissions are role-based and audited — every change has a who/what/when log.
Set up renewal alerts 5 min
Notifications → Renewal alerts. Default to 90/60/30-day cadence. Alerts route to the contract owner and finance, not to a shared mailbox. Done.
What "done" looks like
By minute 60 you have: every employee in the system, every laptop accounted for, every paid SaaS connected with utilisation data, every contract uploaded with parsed terms, and the team invited. Your first cost-saving recommendations are already on screen.
Week one — the natural follow-ups
- Reconcile the unassigned: laptops with no owner, accounts with no person. Usually 5–10% of your fleet — fix this row by row.
- Run your first license sweep: review the dormant-seat list, decide who to email, who to reclaim.
- Open one contract for renegotiation: pick the highest-value contract due in the next 90 days. Use the utilisation data to start the conversation.
Week two — institutionalise
- Add the procurement policy: anything new above $500/month enters InventorIA before the credit card hits.
- Wire offboarding to InventorIA so leavers automatically trigger a license reclaim sweep.
- Schedule the monthly renewal review meeting — first Tuesday, 30 minutes, just the contract owners.
From here, the dashboard runs the discipline. Your job is to react to alerts, not to remember anything.
Common first-day questions
What if my data is messy?
Most teams' data is messy. InventorIA flags the gaps explicitly (unassigned, no warranty end, missing cost centre) — you fix them in place rather than fighting a CSV.
Can I scope access by team?
Yes. Roles are configurable. Finance can have read-only on costs, IT ops can have full access, contract owners can be scoped to their own contracts.
What if I outgrow Free?
Plus is $79/month and adds the AI assistant, more users, and more integrations. Pro is $259/month and adds the autonomous Agent and full API. The buyer's guide compares tiers in detail.
Run the hour. See your real IT picture.
Free tier, no credit card. The hour above is the same one our customers actually run.
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