Time to kick some SaaS

Why you should be using SaaS vendors and licenses management software.

With the shift to the Cloud, it’s never been easier – or cheaper – to access and scale the software licenses needed to effectively power a small or medium-sized business. But of course, with a company’s growth comes an increase in its complexity. If you’re part of an IT or procurement team tasked with overseeing your organization’s growing list of SaaS vendors and licenses, this especially rings true.

We get it, we’ve been there too – fumbling with Google or Excel sheets and endless back-and-forths with every new access request, only to find out that barely a dozen people are actively using your pricey enterprise-level license. Thankfully, there are solutions and best practices to simplify the management of your company’s expanding SaaS footprint, which is why smart organizations are embracing and leveraging increasingly sophisticated SaaS vendor and license management software. But before we get to how these tools can make your life a whole lot easier, let’s look at two key challenges that you might be facing right now: SaaS visibility and costs.


On average, a company with 200 to 500 employees uses approximately 123 applications.

43% of the average company’s SaaS applications changed in the last two years, a number far greater than the typical employee churn rate.

It’s easy to see why staying on top of SaaS vendors, licenses, usage and renewals while keeping control over which employees are using which licenses can be complicated, frustrating and frankly, exhausting. With a growing SaaS stack, relying on separate “tools” that don’t communicate with each other like those below, only ensures chaos:

  • Excel sheets
  • Google apps
  • Ticket request tracking software
  • Vendor contract management solutions

If you’re an IT professional with other strategic priorities already on your plate, chasing down scattered vendor and SaaS usage information is also not the best use of your time. What’s needed to avoid shadow IT and SaaS sprawl is a detailed one-stop overview of your company’s SaaS inventory. That’s the only way to effectively manage vendors and licenses, and ensure that employees are only accessing the tools and licenses they need to get their work done.

Wasted budget

The average company with 200 to 500 employees has 32 different billing owners for its SaaS applications.

More than 70% of companies have SaaS subscriptions with no billing owner.

Estimates are that companies are wasting 30 to 35% of their SaaS spend.

There’s no doubt that upping your SaaS game is a seriously cost effective way to scale growth. But a poorly managed Saas stack may be costing your business big bucks, especially if you’re unknowingly using a multitude of applications that basically do the same thing.

Add to that auto-renewals for products that have become redundant, free software trials that turn billable, unregulated data transfers and connection points, and team members purchasing new apps themselves, and suddenly – you’ve somehow dismantled your impeccably planned SaaS strategy without even realizing it.

Take back control of your SaaS world

As we grew past the 200 employee mark, we struggled with all of these common SaaS pitfalls. So, we decided to do something about it. We built our own powerful SaaS vendor and license management software to address all of our team’s expanding needs.

SaaS vendor management platforms provide a complete overview of all the SaaS tools in your organization, while also giving you control of every access request within one centralized dashboard.

With data analytics and actionable insights, a SaaS management platform provides an all-in-one, seamless solution that finally takes the guesswork out of keeping track of SaaS vendors, licenses, and usage.

Products like our Custodian SaaS management platform allow you to easily manage vendors, access products and secure usage of all your SaaS tools from one place. Employees also gain enhanced visibility by having access to an IT-approved SaaS store, which aligns IT policies with organizational needs. Team members can be granted automatic approval for certain licenses based on their needs and position, and know the exact status of their own access requests. In short, the days of SaaS sprawl are over.

With a vendor and licenses management platform, you’ll finally have full control, security and visibility of your entire SaaS stack with none of the waste. What’s not to love?