Harnessing the benefits of cloud-based software-as-a-service (SaaS) can significantly enhance business operations, but many organisations find their potential cost savings eroded by overspending. In fact, an alarming 82% of companies are currently overshooting their cloud solution budgets.

To assist organisations in managing their finances more effectively, we’ve outlined four strategies to efficiently reduce SaaS spend.

1. Strategic rationalisation of your SaaS stack

In the digital business landscape, companies often employ a variety of tools for diverse purposes. Because of this, it can become difficult to keep track of all the tools in use across an organisation, leading to issues such as obsolete or redundant applications contributing to avoidable expenditures.

SaaS rationalisation is a process that can address the challenges of SaaS proliferation. This involves assessing every application within your SaaS stack, scrutinising its utility, users, and associated costs. Only through this thorough analysis can you streamline your stack effectively, eliminating unnecessary SaaS spending.

Identifying applications deemed redundant, duplicate, or no longer essential allows for their cancellation or adjustment of the number of licenses. By the end of this process, you’ll have a streamlined, productive suite of applications, enhancing the return on investment (ROI) from your SaaS selections.

2. Proactive management of renewals

Renewal periods for SaaS contracts are often limited, accompanied by auto-renewal clauses that can catch businesses off-guard. Missing the renewal window not only results in payments for unused applications, but also foregoes the opportunity to renegotiate contract terms.

Establishing a renewals calendar emerges as a proactive solution, providing visibility on renewal periods and cancellation clauses. This strategic tool empowers businesses to manage timelines efficiently, ensuring they are well-prepared for negotiations. It allows for a thorough assessment of usage metrics, enabling informed decisions, and facilitating negotiations for more favorable contract terms.

3. Preparing negotiation strategies ahead of time

Negotiating SaaS contracts demands a well-thought out strategy to secure optimal deals, so it pays to be prepared well ahead of time.

Begin by forming a negotiations team, selecting individuals with adequate authority, influence, and negotiation prowess. Assembling a team with the right skills and expertise is essential for navigating the complexities of SaaS negotiations successfully. Inexperienced negotiators can reduce the likelihood of securing favorable terms.

Then, using the aforementioned renewals calendar, identify which SaaS tools are coming up for renewal soon. Leaving SaaS contract negotiations until the last minute is a risky endeavor. Starting negotiations at least 90 days before the contract renewal date provides sufficient time to persuade vendors for improved terms. This proactive approach mitigates the risk of rushed decision-making.

It’s also worth research each SaaS vendor in detail. For instance, understanding your vendors’ fiscal year, overarching goals, and strategic priorities can provide valuable leverage during negotiations. Knowing when vendors have targets to meet or specific areas of expansion allows businesses to align their needs with the vendor’s objectives. This strategic alignment increases the chances of securing cost-effective deals tailored to both parties’ interests.

4. Embrace automation for cost monitoring

Integrating an automated system for monitoring SaaS costs empowers organisations to comprehensively track usage patterns, meticulously identify potential redundancies, and guarantee adherence to contracted terms.

This heightened visibility not only facilitates proactive adjustments aimed at optimising spending, but also positions businesses strategically to respond promptly to evolving operational requirements. Organisations can stay agile in their approach, ensuring that they are not only cost-effective but also capable of swiftly adapting to dynamic changes in their technological landscape.

Effectively reducing SaaS expenditure requires a holistic approach. By diligently implementing these four strategic tips, businesses can not only achieve significant cost savings but also ensure they harness the full potential of cloud-based SaaS solutions.