SaaS spending out of control? Here’s how to reclaim your budget
Embrace a holistic approach to SaaS management and leverage the power of a SaaS Management Platform to optimise any spiralling costs.
Published on 19th March 2025
The cloud revolution has brought incredible flexibility and scalability to businesses of all sizes. SaaS applications have become indispensable tools, empowering teams and driving innovation. However, this explosion of SaaS adoption has also introduced a new set of challenges, particularly when it comes to managing costs. Left unchecked, SaaS spending can quickly spiral out of control, leading to wasted resources, security vulnerabilities, and a drain on the bottom line. If you’re struggling to keep your SaaS budget in check, you’re not alone.
The Rising Tide of SaaS Costs: Understanding the Problem
SaaS costs are rising for several reasons. First, the sheer number of SaaS applications in use within organisations has skyrocketed. Departments often procure their own SaaS tools without centralised oversight, leading to redundancy and overlapping functionalities. This phenomenon, often referred to as “SaaS sprawl,” creates a complex web of subscriptions that are difficult to track and manage.
Adding fuel to the fire is the rise of “Shadow IT.” This occurs when employees use unauthorised SaaS applications, often without the knowledge or approval of IT. While these tools might seem like convenient solutions, they can introduce significant security risks and compliance issues, further exacerbating uncontrolled SaaS spending.
The SaaS Management Struggle: Common Pain Points
Many organisations struggle with basic SaaS management tasks. They lack visibility into their SaaS landscape, making it difficult to understand what applications are being used, who is using them, and how much is being spent. This lack of visibility creates several pain points:
- Overspending: Without a clear picture of SaaS usage, organisations often end up paying for unused or underutilised licenses. Duplicate subscriptions and redundant applications further contribute to wasted spending.
- Budgeting Difficulties: Predicting and controlling SaaS costs becomes a major challenge when you lack visibility into usage patterns and spending trends. This makes accurate budgeting and forecasting nearly impossible.
- Security Risks: Shadow IT applications often lack the security controls of enterprise-grade software, increasing the risk of data breaches and compliance violations. This can expose sensitive information and lead to hefty fines.
- Compliance Challenges: Many industries have strict regulations regarding data privacy and security. Without proper SaaS management, it’s difficult to ensure compliance with these regulations, potentially leading to legal and financial repercussions.
- Renewal Management Headaches: Keeping track of SaaS renewals can be a logistical nightmare. Missed renewals can disrupt critical business processes, while auto-renewals can lead to unnecessary costs for unused applications.
Traditional Approaches: Are They Enough?
Historically, organisations have relied on manual methods like spreadsheets and email to manage their SaaS subscriptions. While these approaches may have been sufficient in the early days of SaaS, they are no longer adequate for the scale and complexity of today’s SaaS landscape. Spreadsheets are prone to errors and quickly become outdated, and email-based tracking is inefficient and lacks the centralised visibility needed for effective management.
Some organisations have attempted to address the SaaS management challenge with point solutions that focus on specific aspects, such as spend management or security. While these tools can be helpful, they often lack the comprehensive view needed for true cost optimisation. They may also introduce additional complexity by requiring integration with multiple systems.
The Solution: Embracing a Holistic SaaS Management Platform
The key to effectively managing SaaS costs lies in adopting a holistic approach and leveraging the power of a dedicated SaaS Management Platform (SMP). An SMP provides a centralised platform for discovering, managing, and optimising all SaaS applications within an organisation. Here’s how it can help:
- Discovery and Visibility: An SMP automatically discovers all SaaS applications in use, including both sanctioned and shadow IT. This provides a comprehensive view of the SaaS landscape, eliminating blind spots and enabling organisations to understand their true SaaS footprint.
- Spend Management: An SMP provides detailed insights into SaaS spending, allowing organisations to identify areas of waste and optimise their licensing agreements. It helps uncover unused or underutilised licenses, identify opportunities for consolidation, and negotiate better pricing with vendors.
- Usage Monitoring: By tracking SaaS usage patterns, organisations can identify underutilised applications and reclaim licenses. This ensures that they are only paying for the resources they actually need.
- Security and Compliance: An SMP can help identify and mitigate security risks associated with shadow IT. It can enforce security policies, monitor user access, and ensure compliance with relev0ant regulations.
- Automation: SMPs automate many of the tedious tasks associated with SaaS management, such as license provisioning, deprovisioning, and renewal management. This frees up IT resources and reduces the risk of errors.
The Path to SaaS Cost Optimisation
Implementing an SMP is not a magic bullet, but it’s a critical first step toward regaining control of SaaS costs. Here are some key considerations for organisations looking to optimise their SaaS spending:
- Centralised Ownership: Establish a clear owner or team responsible for SaaS management. This ensures accountability and prevents SaaS sprawl from spiraling out of control.
- Comprehensive Inventory: Use an SMP to create a comprehensive inventory of all SaaS applications in use. This provides the foundation for effective management.
- Usage Analysis: Analyse SaaS usage patterns to identify areas of waste and optimise licensing agreements. This can uncover significant cost savings.
- Security and Compliance: Prioritise security and compliance by identifying and mitigating risks associated with shadow IT. This is crucial for protecting sensitive data and avoiding legal repercussions.
- Continuous Optimisation: SaaS management is an ongoing process. Regularly review usage patterns, optimise licenses, and ensure that your SaaS strategy aligns with your business goals.
By embracing a holistic approach to SaaS management and leveraging the power of an SMP, organisations can tame the SaaS beast, optimise costs, and unlock the true potential of the cloud. It’s time to move beyond reactive management and embrace a proactive strategy that empowers your business and drives innovation.
