Question 1

What is SaaS management?

Accepted Answer

SaaS management is the practice of discovering, optimizing, and governing all software subscriptions in your organization. It includes license optimization, spend management, and renewal governance. Effective SaaS management typically reduces software costs by 25-35% while improving security and compliance.

Question 2

How to reduce software costs effectively?

Accepted Answer

Start with a comprehensive software audit to identify unused licenses, duplicate tools, and overprovisioned subscriptions. Then consolidate overlapping applications, negotiate better rates based on actual usage, and implement ongoing governance. Most companies can reduce software costs by $500K-3M annually through professional optimization.

Question 3

What is software asset management (SAM)?

Accepted Answer

Software Asset Management (SAM) is the business practice of managing and optimizing the purchase, deployment, maintenance, utilization, and disposal of software applications. Modern SAM includes both traditional licenses and SaaS subscriptions, helping organizations control costs and ensure compliance.

Question 4

How to discover all company SaaS subscriptions?

Accepted Answer

We use a comprehensive discovery process that analyzes your financial systems, conducts stakeholder interviews, and reviews system access logs. Most companies discover they have 150-250 SaaS subscriptions vs. the 30-50 they think they have. Our discovery phase typically uncovers 2-3x more subscriptions than internal audits.

Question 5

What is the average SaaS spend per employee?

Accepted Answer

Companies with 50-1000 employees typically spend $8,000-15,000 per employee annually on software subscriptions. This includes everything from Microsoft Office to specialized tools. Our optimization typically reduces this by 25-35% without eliminating essential capabilities.

Question 6

How to consolidate redundant project management tools?

Accepted Answer

We frequently find 5+ project management tools across departments (Asana, Monday, Trello, Jira, etc.). Our consolidation process includes data migration planning, user training coordination, and integration mapping to ensure no workflow disruptions while reducing licensing costs by 60-80%.

Question 7

What are the risks of click-through software agreements?

Accepted Answer

Click-through agreements often contain unlimited liability clauses, auto-renewal terms, and data residency violations. We've found agreements that essentially gave vendors ownership of client intellectual property. Our legal review identifies these risks before they become problems.

Question 8

How much can you actually save on software spending?

Accepted Answer

Our clients typically save $500K-3M annually, representing 25-35% reduction in software spend. Savings come from eliminating unused licenses (40% of licenses are typically unused), consolidating redundant tools, and renegotiating contracts based on actual usage data.

Question 9

What is SaaS sprawl?

Accepted Answer

SaaS sprawl occurs when organizations accumulate excessive software subscriptions without proper oversight. This leads to duplicate tools, unused licenses, and uncontrolled spending. Companies typically have 150-250 SaaS applications vs. the 30-50 they think they have, resulting in 30-40% waste.

Question 10

How to manage software licenses effectively?

Accepted Answer

Effective software license management requires centralized visibility, usage tracking, and governance processes. Key steps include: creating a comprehensive inventory, monitoring actual usage vs. licenses purchased, establishing approval workflows, and implementing automated renewal alerts. This prevents overspending and ensures compliance.

Question 11

Benefits of software asset management?

Accepted Answer

Software asset management delivers multiple benefits: 25-35% cost reduction through optimization, improved security by eliminating shadow IT, better compliance with vendor agreements, streamlined procurement processes, and data-driven renewal negotiations. Most companies see ROI within 3-6 months of implementation.

Question 12

How is this different from SaaS management platforms like Zylo?

Accepted Answer

Unlike software platforms that require ongoing licenses and internal resources, we provide expert-led consulting that delivers immediate results. We don't just discover problems - we fix them. Our approach combines financial audit, legal review, and technical rationalization in one engagement. As a Zylo alternative, we offer hands-on implementation vs. just software tools.

Question 13

SaaS management platform vs consultant - which is better?

Accepted Answer

SaaS management platforms provide ongoing monitoring but require internal resources to act on insights. Consultants deliver immediate, expert-led optimization with guaranteed results. For midsize companies seeking quick wins and lacking dedicated SaaS management teams, expert consulting typically delivers 10x better ROI.

Question 14

How long does SaaS optimization take?

Accepted Answer

Our complete SaaS rationalization process takes 6 weeks: Discovery (weeks 1-2), Analysis (weeks 3-4), and Optimization (weeks 5-6). This is significantly faster than internal projects, which typically take 6+ months and often stall at 60% completion.

Question 15

Do you guarantee ROI on software cost reduction?

Accepted Answer

Yes, we offer guaranteed savings engagements where we only succeed if you save money. Our typical ROI is 10X - meaning for every dollar you invest, you save $10 annually. We're confident because we've done this dozens of times and know where the savings are.

Question 16

How to track software renewal dates effectively?

Accepted Answer

Most companies struggle with renewal tracking because subscriptions are scattered across departments and payment methods. We create a centralized renewal calendar and implement governance processes to prevent surprise renewals and enable proactive negotiations.

Question 17

What's the difference between ITAM and SaaS management?

Accepted Answer

IT Asset Management (ITAM) traditionally focused on hardware and perpetual software licenses. SaaS management addresses the unique challenges of subscription software: usage analytics, auto-renewals, seat optimization, and cloud-based access controls. Our approach combines both for complete visibility.

Question 18

How do you handle data migration during software consolidation?

Accepted Answer

We plan data migrations carefully using vendor APIs and export tools. Our technical team has experience with 500+ SaaS tools and knows which consolidations work smoothly vs. which create integration challenges. We never recommend changes that risk data loss or workflow disruption.

Question 19

Can you help with Shadow IT discovery?

Accepted Answer

Shadow IT discovery is a core part of our process. We find software subscriptions through expense analysis, network monitoring, and user interviews. Common shadow IT includes design tools (Figma, Sketch), storage (Dropbox Business), and department-specific solutions that bypass procurement.