SaaS Management Platforms (SMPs) are tools or software solutions designed to help businesses effectively manage, monitor, and optimize their Software-as-a-Service (SaaS) applications. With more organizations adopting various SaaS tools for different purposes – such as collaboration, customer relationship management, or accounting – SMPs provide visibility and control over all these subscriptions.
Discover the 11 of the top SaaS Management Platforms
Zluri
Zluri – A next-gen Identity Governance & Administration platform designed for IT and Security teams to easily discover identities and applications, simplify access management, and automate access reviews – all in one unified solution.
- Implement intelligent access policies with no-code workflows. Automate Joiners, Movers, and Leavers (JML), enable self-service access requests, and manage granular controls all from a single dashboard
- Reduce audit preparation time with automated access controls, user access reviews, risk insights, and one-click compliance reporting
- Get up and running with Zluri’s modern IGA solution in weeks, not months, and at a fraction of the cost of traditional IGA solutions
Trelica
Trelica – Designed for IT teams, Trelica is the trusted platform that helps businesses – from startups to global enterprises, discover, optimize, and automate their SaaS management.
- Discover hidden SaaS applications and take full control of your software ecosystem
- Identify inefficiencies and optimize ROI from every application
- Eliminate manual tasks and simplify IT processes with Trelica’s customizable, purpose-built workflow tools
Axonius
Axonius – Uncover all your SaaS applications, both known and unknown, detect misconfigurations and data security risks, and gain actionable insights to improve IT management and optimize costs.
- Axonius provides complete visibility and management of your entire SaaS app stack, including unsanctioned, shadow, and unmanaged apps, extensions, OAuth tokens, users with excessive permissions, and those accessing apps outside of approved SSO and authentication protocols
- Axonius helps customers quickly identify SaaS security risks, such as misconfigured app settings, compliance gaps with providers, and suspicious access patterns, to protect sensitive data
- With Axonius, optimize your SaaS spend by gaining insights into licensing and usage, eliminating redundant apps, and managing shadow apps and users effectively
Rippling
Rippling removes the complexity of running a business by integrating HR, IT, and Finance apps into a single unified data platform.
- Create any report you need, then analyze your data with powerful visualizations, filters, drilldowns, pivots, and more
- Group employees by attributes like level and location, and let Rippling enforce your policies automatically
- Design custom triggers using employee and app data to automate workflows that are more advanced than any other system
- Automatically close straightforward approvals and route critical requests to the right approvers
Bettercloud
BetterCloud is the top SaaS Management Platform for optimizing SaaS spend, automating user lifecycle management, and securing SaaS applications.
- Optimize and manage SaaS licenses and contract renewals based on industry benchmarks
- Prevent subscription overlap and maximize spending efficiency
- Identify underutilized resources and reduce costs
- Gain centralized visibility of user access to applications and files containing sensitive data
- Identify and remove unnecessary “super admins” while fine-tuning account permissions
- Provide controlled, time-limited external user access to enhance productivity without compromising the security of your sensitive business data
- Use a no-code, drag-and-drop workflow builder to set up automations
- Streamline employee onboarding and offboarding with dynamic workflow decision-making and scheduling
- Access a comprehensive library of workflow actions, triggers, and templates
- Build custom integrations to automate additional tasks for your IT team
- Configure workflows with thousands of actions and alerts across multiple apps
- Benefit from continuous updates and extensions to existing integrations by BetterCloud
Spendflo
Spendflo is a platform designed to help businesses manage and optimize their SaaS subscriptions and procurement processes. Spendflo aims to streamline SaaS management by offering visibility into spending, contract terms, usage patterns, and helping businesses negotiate better deals.
- A customized intake process that feels as simple as a conversation, ensuring procurement compliance
- Drive process adoption and enable teams to collaborate seamlessly, with full context
- Sync all upcoming renewals to Google Calendar and access consolidated insights for smarter renewal decisions
- Identify and eliminate unauthorized software spending, spot duplicates in your stack, and reduce costs on unused licenses with precise data
Toriihq
Toriihq – Equip your organization with the all-in-one platform that uncovers every app, provides cost-saving insights, fosters collaboration, and automates SaaS operations.
- Get the most accurate and up-to-date view of your SaaS stack and software licenses from a wide range of data sources
- Torii helps you map, track, and optimize your SaaS spend by integrating with ERP, accounting, and reimbursement systems
- Rationalize and optimize all your cloud applications, including both approved and Shadow IT, across your organization
- With Torii’s fully automated and highly customizable workflows, you can easily define triggers and actions without needing any technical expertise
Spendbase
Spendbase – Now, you can access the SaaS management tool that enhances visibility, relevance, and cost-efficiency across your corporate SaaS portfolio.
- Integrate Google Workspace, OKTA, or Microsoft Entra with Spendbase for full transparency into software usage, like having a quick corporate software audit
- Set subscription plans for apps and import expense records from your accounting platform to compare planned versus actual spending
- Track SSO logins via Microsoft Entra and Google Workspace, or through app public APIs
Lumos
Lumos is a company that provides AI-driven solutions designed to improve the efficiency and effectiveness of legal operations. Platform offers tools that help law firms and legal teams manage contracts, automate workflows, and streamline document review processes.
- Eliminate the complexity of managing outdated and overly broad access rules with AI-powered dynamic policy enforcement
- Ensure seamless compliance with standards like SOX, SOC 2, ISO 27001, HITRUST, and more, with precise reports driven by advanced access intelligence
- Provide employees with instant, appropriate access through an intuitive App Store, CLI, Slack, Teams, or your ITSM
- Create a unified source of truth for all your apps, including both managed and shadow IT
- Achieve continuous cost savings with an ongoing optimization program
Cloudeagle
Gain full visibility into your SaaS stack and effortlessly manage your applications, SaaS spend, contracts, licenses, and renewals with CloudEagle.
- Say goodbye to Excel sheets – CloudEagle automatically identifies and categorizes every app, along with user details
- Easily view and deprovision unused apps and licenses with just a click
- Make sure you’re not paying for redundant apps that serve the same purpose
- Receive instant notifications whenever a user signs up for unauthorized apps
- CloudEagle’s AI consolidates all your renewal dates and contract metadata into one view, with reminders starting up to 90 days before renewal
- Automatically adjust app access based on employee joining or termination dates
Activtrak
Activtrak – Gain the insights you need to see which applications employees are using, how frequently, and how they affect productivity.
- Discover which applications and tools are widely adopted and drive productivity
- Access usage insights to make informed decisions on subscription renewals and license purchases
- Identify inactive accounts, unused licenses, and apps with overlapping functionalities
- Reveal applications that don’t meet privacy and security standards
- Automatically block or terminate apps that pose a malware risk
- Spot apps with overlapping functions to uncover cost-saving opportunities
- Track the introduction of new applications in your environment and set custom usage limits
- Utilize pre-built alerts for common activities like USB device use, unauthorized file sharing, access to blocked domains, and user deletions from computers
- Monitor user activity and set up automated actions based on risk scores, suspicious activities, or key actions of interest
- Receive real-time alarm notifications via Slack, MS Teams, or a custom webhook URL
Definition of SaaS Management
SaaS Management refers to the process of overseeing and optimizing an organization’s use of Software-as-a-Service (SaaS) applications.
Key components of SaaS Management include:
- Subscription Management: Tracking which SaaS tools the organization uses, how many licenses are needed, and when renewals or contract expirations are approaching.
- Cost Optimization: Monitoring usage and spending to avoid overpaying for underutilized tools or redundant applications.
- Security and Compliance: Ensuring that the SaaS tools meet internal security policies and adhere to industry regulations.
- User Access and Permissions: Managing who has access to which SaaS applications and ensuring users only have the permissions they need.
- Integration and Automation: Integrating SaaS tools with other business systems (e.g., HR, IT, finance) and automating workflows to improve efficiency.
Essentially, SaaS management is about maximizing the value derived from SaaS subscriptions while ensuring they’re used securely, efficiently, and within budget.
Challenges SaaS Management Helps Solve
SaaS management helps solve several challenges businesses face when using multiple software tools:
- Subscription Overlap & Wastage: Many businesses unknowingly pay for redundant or underused SaaS tools. SaaS management helps track and eliminate unnecessary subscriptions, saving costs.
- License Tracking & Compliance: Managing multiple software licenses can be complex. SaaS management platforms ensure the right number of licenses are in use and help with renewal tracking and compliance with licensing agreements.
- Security Risks: Without proper oversight, organizations may unknowingly use risky or non-compliant SaaS apps. SaaS management helps assess security and compliance to reduce vulnerabilities.
- Shadow IT: Employees may adopt unauthorized SaaS tools without IT’s knowledge. SaaS management gives visibility into all tools being used, ensuring proper oversight and reducing risks.
- Cost Overruns: Untracked usage can lead to overspending on subscriptions. SaaS management platforms identify underutilized tools and optimize expenses.
- User Access & Permissions: Managing user access across various platforms can be cumbersome. SaaS management ensures proper access control and user permissions, enhancing security.
- Integration & Workflow Efficiency: Disconnected SaaS tools can lead to inefficiencies. SaaS management helps streamline integration and automates workflows across multiple tools.
By addressing these challenges, SaaS management enables organizations to make smarter, more informed decisions about their software usage, security, and costs.
Signs You Need a Clear SaaS Management Strategy
- Rising Software Costs: If your SaaS expenses are increasing without a clear understanding of where the money is going, it’s time to assess and optimize subscriptions.
- Too Many SaaS Tools: If you’re using multiple tools that perform similar functions (e.g., several project management apps), you might have tool overlap and inefficiencies.
- Lack of Visibility: If IT, finance, or leadership can’t get a clear view of which SaaS apps are being used, by whom, or how much is being spent, a strategy is needed for visibility and control.
- Unmanaged Shadow IT: When employees sign up for tools without going through IT or procurement, you risk data security and compliance issues. A clear strategy can help manage these tools.
- Unclear User Access and Permissions: If you’re struggling with who has access to what apps or if permissions are inconsistently managed, a strategy will ensure proper access control.
- Difficulties with Renewals and Contracts: If you’re missing renewal dates or scrambling at the last minute to renegotiate contracts, a strategy helps streamline renewals and manage contracts effectively.
- Underutilized Tools: If you’re paying for tools that aren’t being fully utilized, it’s time to assess usage and either optimize or eliminate unnecessary apps.
What Holistic SaaS Management Looks Like in Practice
Holistic SaaS Management involves taking a comprehensive, strategic approach to managing all aspects of a company’s Software-as-a-Service (SaaS) environment. This means not just tracking subscriptions or managing renewals, but looking at the entire lifecycle and ecosystem of SaaS usage – from procurement to cost optimization, security, and integration – ensuring everything works together in a cohesive and efficient manner.
Centralized SaaS Inventory
- All SaaS tools are tracked and monitored from a central location. This gives leadership and IT teams visibility into which applications are in use, by whom, and how much they cost.
- A comprehensive tool (like a SaaS Management Platform) consolidates all data, eliminating silos and providing real-time insights into usage, billing, and renewals.
Strategic Procurement & Evaluation
- A clear, standardized process for evaluating new SaaS tools based on business needs, security, cost, and integration capabilities. Every new purchase is aligned with the company’s goals and integrated with other tools already in use.
- Procurement includes evaluating vendor reputation, service-level agreements (SLAs), and contract terms to ensure both cost-effectiveness and high-quality service.
Cost Optimization & Budgeting
- Continuous monitoring of SaaS usage to identify underutilized, redundant, or unnecessary subscriptions, which can then be eliminated or consolidated.
- Regular audits to ensure that the organization isn’t overpaying for tools and that renewals are optimized (e.g., negotiating better pricing, reducing overages).
- Budgeting tools and processes to keep SaaS expenses within planned limits and to forecast future SaaS spending.
User Access & Role Management
- Centralized user access management, where permissions and access are controlled based on roles within the company. This includes setting up workflows for onboarding and offboarding employees and managing licenses as needed.
- Regular audits to ensure users have the appropriate level of access to avoid any security or operational issues.
Seamless Integration & Automation
- Ensuring all SaaS tools work seamlessly together, integrating with other enterprise systems like HR, finance, and IT, to enable smooth data flow and improved workflows.
- Automating tasks and processes across SaaS tools to reduce manual work, improve accuracy, and boost productivity.
Performance Monitoring & Optimization
- Monitoring the performance of each SaaS tool to ensure that they are being used effectively. This includes tracking user engagement, gathering feedback, and measuring the tool’s impact on business outcomes.
- Optimizing workflows and processes within SaaS applications to maximize productivity and collaboration.
Vendor Relationship Management
- Developing strong, proactive relationships with SaaS vendors to ensure service quality, smooth contract negotiations, and understanding of any new product updates or features.
- Engaging with vendors for feedback and to resolve any issues related to performance, support, or pricing.
Training & Support
- Providing ongoing training for employees to ensure that they are using SaaS tools effectively.
- Establishing a clear support structure so users can easily get help when they encounter issues with a SaaS tool.
Ongoing Governance & Policy Development
- Creating and enforcing internal SaaS policies that define how SaaS tools should be used across the organization, including rules for procurement, usage, security, and compliance.
- Ensuring these policies are updated as new tools are introduced or regulations change.
In Practice: Example of Holistic SaaS Management
Imagine a company using 15 different SaaS tools for various functions: CRM, project management, HR, accounting, and marketing.
- Have a centralized dashboard to track all tools and usage.
- Ensure that all apps integrate properly with the company’s existing systems.
- Regularly audit subscriptions to ensure that they are only paying for active users.
- Monitor the security status of each tool to ensure compliance with industry regulations.
- Offer training to employees to ensure they’re using the tools effectively.
By managing everything centrally and holistically, the company can improve collaboration, reduce costs, enhance security, and ensure that all tools align with business objectives.
Your Guide to Starting A SaaS Management Program
Starting a SaaS Management Program involves setting up a structured approach to monitor, control, and optimize the various Software-as-a-Service (SaaS) tools your organization uses.
Assess Your Current SaaS Usage
- Inventory All SaaS Tools: Start by identifying every SaaS application currently in use across the organization. This can include everything from CRM systems, project management tools, communication platforms, to accounting software.
- Gather Data: Collect information on the number of users, subscription costs, usage frequency, and renewal dates for each tool. You’ll need visibility into your SaaS ecosystem to understand where your investments are going.
Define Clear Objectives
- Cost Control: One of the main objectives will be to reduce unnecessary spending and avoid paying for tools that aren’t being fully utilized.
- Security & Compliance: Ensure that the tools in use meet necessary security standards and comply with relevant regulations.
- Performance Optimization: Make sure the tools are effectively serving their intended purpose and supporting productivity.
- Scalability: Ensure the program can grow as your organization scales. This might include adding new tools, managing user access, or adjusting subscription levels.
Choose the Right SaaS Management Tools
- SaaS Management Platforms (SMPs): Consider implementing a SaaS management platform that offers centralized visibility into your subscriptions, users, and usage data.
- Budget for Tools: Evaluate whether the tools you need to implement for management (e.g., license tracking, usage monitoring) fit within your organization’s budget.
Establish Governance & Policies
- SaaS Procurement Policy: Develop a policy for how new SaaS tools will be evaluated, selected, and purchased. Ensure that every tool has a valid business case and that contracts are reviewed for pricing and terms.
- Usage Guidelines: Create guidelines that define acceptable usage for employees, such as which tools are authorized and how they should be used.
- Security & Compliance Policies: Ensure that all tools meet your organization’s security requirements and comply with industry regulations (e.g., GDPR, HIPAA). Implement standards for monitoring compliance.
- Renewal Management: Set up a clear process for tracking renewals and ensuring that subscriptions are only renewed when necessary.
Monitor & Optimize SaaS Usage
- Track Usage Patterns: Regularly monitor how often tools are used, by whom, and whether they’re serving their intended purpose. Identify underused tools or redundant applications.
- Conduct Periodic Audits: Regular audits are necessary to identify opportunities for cost-saving or improving efficiency. Look for tools that can be consolidated or replaced by a more efficient option.
- Analyze Vendor Relationships: Review contracts periodically to negotiate better pricing or terms. Leverage your organization’s usage data to request discounts or adjustments.
Implement User Access Management
- Role-Based Access: Ensure that each employee has access to the right tools based on their role.
- Onboarding & Offboarding: Create processes for quickly adding and removing users from tools as they join or leave the organization.
- License Optimization: Optimize the number of licenses to avoid paying for unused or inactive accounts.
Establish a Cross-Department Collaboration
- Involve Stakeholders: Get buy-in from key departments (e.g., IT, finance, HR) to ensure that everyone is aligned with the program and understands their role in SaaS management.
- Ongoing Communication: Maintain open lines of communication between departments to address any issues with tools, share feedback, and collaborate on improving SaaS usage.
Measure Success & Continuously Improve
Track KPIs: Establish key performance indicators (KPIs) to measure the effectiveness of your SaaS management program.
- Cost savings or avoided costs
- Percentage of unused or redundant subscriptions
- Compliance and security audit results
- User adoption rates and satisfaction
Iterate Based on Feedback: Regularly seek feedback from users and departments to understand pain points and areas for improvement. Use this information to refine the program over time.
Establish a Renewal & Vendor Management Strategy
- Renewal Planning: Keep track of all renewal dates to avoid any surprise costs. Automate reminders for renewals and be proactive in negotiating terms when possible.
- Vendor Relationships: Foster good relationships with your SaaS vendors to ensure you’re aware of product updates, pricing changes, or new offerings that may benefit your organization.
Training & Support
- Provide Ongoing Training: Ensure that employees are well-trained on the tools they use, and stay updated on new features or changes.
- Create a Support System: Develop a process for employees to request help or support related to the SaaS tools they use.
Summary of Steps:
- Assess current usage and gather data on all SaaS tools
- Set clear objectives for cost savings, security, and performance
- Select a SaaS management tool to centralize your SaaS inventory
- Develop governance policies around procurement, usage, and security
- Monitor usage and optimize costs by identifying underused tools
- Manage user access based on roles and ensure license optimization
- Collaborate across departments to align on SaaS tool usage
- Measure success and continuously improve your approach
- Plan renewals and manage vendor relationships proactively
- Provide training and support to keep users effective and informed
By following these steps, your organization can gain better control over its SaaS usage, reduce costs, and enhance security while driving productivity.
Next Steps for Implementing Technology
- Assess your current needs and decide which tools will best serve your organization.
- Implement a SaaS Management Platform (SMP) to centralize your management and provide real-time insights.
- Integrate SaaS management tools with existing systems (HR, IT, finance) for seamless collaboration and data flow.
- Leverage analytics and reporting tools to gain visibility into usage patterns, costs, and opportunities for optimization.
- Continuously monitor performance and security, using technology to stay ahead of issues and continuously improve your SaaS management process.
Frequently Asked Questions (FAQs)
What is a SaaS Management Platform and why would I need one?
A SaaS Management Platform (SMP) is a tool that helps organizations keep track of all the software-as-a-service (SaaS) applications they use. As companies adopt more cloud-based tools, it becomes difficult to monitor subscriptions, usage, costs, and renewals across the entire business. An SMP consolidates this information, helping businesses optimize their software investments, ensure compliance, and improve visibility.
How does a SaaS Management Platform work?
At its core, an SMP integrates with your existing systems – like HR, finance, and IT tools – to gather data on every SaaS product used within your organization. This data can include subscription details, user counts, payment history, and more. The platform then provides insights into usage patterns, alerts about upcoming renewals, and opportunities for cost savings.
What benefits can a SaaS Management Platform bring to my business?
By centralizing and optimizing the management of SaaS applications, an SMP helps prevent overpaying for software you don’t need or use. It helps track renewals and usage, ensuring that you only renew subscriptions for apps that are actively being used. It also gives better visibility into the overall software stack across departments, ensuring you’re compliant with licensing agreements, and it helps with vendor negotiations by providing valuable usage data.
Are SaaS Management Platforms secure?
Yes, security is a top concern for these platforms. Most SMPs follow industry-standard security protocols, including encryption, multi-factor authentication (MFA), and compliance with major regulations (like GDPR and SOC 2).
What are the challenges of implementing a SaaS Management Platform?
One challenge businesses may face when implementing an SMP is data integration. Gathering accurate data from different departments or systems can sometimes be tricky, especially if SaaS applications are scattered across various teams. Another challenge is ensuring that everyone in the organization adopts the platform, employees may be hesitant to change how they manage their software, so you’ll need to provide adequate training and communication to ease the transition.
How does a SaaS Management Platform help with compliance and governance?
SMPs track usage, monitor contract terms, and ensure that all software subscriptions are compliant with vendor agreements. This helps mitigate the risk of using unauthorized or unlicensed applications, which could potentially expose the organization to legal or financial liabilities. It also allows for regular audits, giving you peace of mind that your software is being used in line with industry regulations.
Can a SaaS Management Platform help reduce costs?
Definitely! One of the major ways SMPs reduce costs is by identifying unused or underused software subscriptions. If an app is not being used or could be downgraded to a cheaper plan, an SMP provides that insight, allowing you to cancel unnecessary subscriptions.
How do I get started with a SaaS Management Platform?
The first step is to assess your company’s needs and determine what you want to achieve with an SMP, whether it’s cost savings, improved visibility, or better compliance. From there, you can evaluate different platforms, choose the right one for your organization, and begin the integration process. Typically, you’ll need to sync it with other systems like finance or HR to get all your data in one place.
How do I measure the success of a SaaS Management Platform?
Success is usually measured by how much you save on SaaS expenses, how much more efficient your software management processes become, and how well you can track and optimize software usage. The platform should also help you stay compliant with contracts and regulations, and improve your overall ability to monitor software across the organization.
Key takeaways
In conclusion, a SaaS Management Platform is an invaluable tool for modern businesses navigating the growing complexity of managing multiple software-as-a-service subscriptions. By providing clear visibility into software usage, costs, and compliance, an SMP helps organizations optimize their SaaS portfolio, ensuring they get the best value from their subscriptions while avoiding unnecessary expenses.
These platforms not only streamline the management of renewals, licenses, and vendor relationships, but they also enhance security and governance by centralizing data and tracking usage. In a world where SaaS is a cornerstone of business operations, leveraging a well-integrated SMP can be a game changer, saving both time and money, while providing more control and transparency.
As SaaS adoption continues to rise, investing in a good SaaS Management Platform can be a strategic move for ensuring efficiency, cost-effectiveness, and compliance in your organization’s software ecosystem.
If you’re considering implementing one, take the time to assess your needs, choose the right platform, and start optimizing your SaaS management process!