8 Steps to Reduce SaaS Costs

Updated November 4, 2025 — Revised to include the current state of SaaS spend and waste, KPIs to measure and report on, and tools to support SaaS spend reduction.

As budgets tighten and software stacks expand, organizations must rethink how they manage and reduce SaaS costs. For CIOs and CFOs, the goal is clear: gain visibility, eliminate waste, and reinvest savings into the business.

Despite investing millions of dollars in SaaS each year, a significant portion is wasted. From redundant tools and unused licenses to duplicate contracts and superfluous expense spend.

In this article, you’ll learn:

• Ways you may be wasting money on SaaS
• 8 practical steps to reduce SaaS costs
• How a SaaS Management Platform enables cost savings
• What metrics to track to measure success

How Big SaaS Spending Has Become in 2025

In 2025, global SaaS budgets exploded alongside the rise of AI-powered tools and remote collaboration.

• Average annual SaaS spend has reached $49M per company, or $4,830 per employee.
• Spending on AI-native applications increased 75.2% year over year in 2025.
• Gartner projects SaaS spending to account for $299B by the end of 2025
• Gartner projects SaaS will grow nearly 20% annually and reach roughly 41% of total public cloud expenditure.

SaaS spend continues to grow with no signs of slowing down any time soon. Companies continue to invest in cloud-based software; however, portfolios are quickly outpacing budget oversight.

As a result, cost visibility is more important than ever to reduce SaaS spend. Small inefficiencies, such as duplicate licenses or inactive users, can compound into significant waste at scale. As organizations layer AI tools on top of existing stacks, renewal cycles shorten and budgets tighten, making proactive management essential.

Beyond just controlling costs, optimizing SaaS investments enables better forecasting, aligns budgets with usage, and creates room to fund innovation without expanding total IT spend.

What Is SaaS Spend Management?

SaaS spend management means tracking and controlling the cost of every software subscription across your organization. It’s about knowing:

• What software you’re paying for
• Who’s using it
• Whether it delivers value

Optimization takes this further by analyzing usage data to consolidate tools, reduce waste, and negotiate better pricing. When spend is managed strategically, every license and contract contributes measurable business impact.

Why SaaS Spend Management Is More Important Than Ever

With SaaS costs increasing into the foreseeable future, organizations must adopt a SaaS spend management strategy. Doing so can help you:

• Save money
• Reduce shadow IT and expense spending
• Avoid budget surprises
• Improve workflows and data connectivity 

If you’re struggling to see where your software budget really goes, you’re not alone. Zylo’s 2025 SaaS Management Index found that 72% of SaaS spend occurs outside IT’s visibility, led by lines of business and individual employees. Without that oversight, costs grow faster than you can contain them. 

In fact, rising SaaS expenses directly influence operational efficiency, profitability, and innovation capacity. As the second largest OpEx today, that level of investment demands a disciplined approach. SaaS spend management gives you the clarity to see which tools drive value and which quietly drain your budget. 

Save Money

Your only opportunity to save money on software is at renewal. With accurate spend and usage data in hand, you can:

• Rightsize licenses
• Cancel redundant apps
• Consolidate duplicate contracts
• Negotiate better terms with vendors

This approach helps you cut unnecessary costs without limiting productivity. It frees up your budget for innovation, automation, and AI initiatives that move your business forward.

Reduce Shadow IT and Expense Spend

According to the 2025 SaaS Management Index, the average organization has 125 expensed applications in their portfolio—or shadow IT. With more than half (51%) of expensed software miscategorized and hidden in expense reports, you can’t manage what you can’t see.

SaaS spend management helps reduce shadow IT by:

• Uncovering unsanctioned software purchases
• Highlighting opportunities to consolidate apps bought via multiple channels
• Enforcing controls to limit or prevent future expense purchases

Avoid Budget Surprises

Zylo’s annual report found that 65% of IT leaders reported unexpected SaaS charges driven by consumption-based or AI pricing models. Beyond portfolio growth, the rise of AI and pricing model changes highlight an increasing challenge in forecasting spend.

With centralized contract and spending data, you can:

• Anticipate variable costs
• Adjust licenses and consumption as needed
• Prevent mid-year budget shocks
• Avoid automatic renewals

Improve Workflows and Data Connectivity

While a streamlined SaaS stack can save you money, it also helps your teams work smarter. When teams share integrated tools instead of juggling multiple platforms, data moves faster, collaboration improves, and everyone spends less time context switching between apps.

Common Areas of Waste & Opportunities to Reduce SaaS Costs

Zylo’s 2025 SaaS Management Index found that most organizations underestimate their SaaS spend and portfolio size by nearly 3X and 2X, respectively. Without a clear view, hidden costs multiply and your budget gets tied up in tools that don’t deliver results.

Organizations commonly waste SaaS spend in the following ways.

• Unused and under-used licenses
• Shadow IT and shadow AI
• Automatic renewals
• Oversized contracts
• Redundant software
• Low-adoption tools
• Duplicate spending and contracts

Recognizing these waste patterns is the first step toward taking control of your SaaS spend. Each one represents an opportunity to cut costs, tighten governance, and redirect resources toward more impactful initiatives.

“You’ve got a problem. You just don’t know that it’s a problem yet.”

— Ridge Fussell, Senior Manager, FinOps, The Home Depot

Unused and Under-Used Licenses

On average, 53% of licenses go unused each month, representing $21M in wasted spend per organization annually. Employees change roles, projects shift, and some tools simply fall out of use. Without consistent oversight, these tools continue to drive up costs.

Shadow IT and Shadow AI

In 2025, shadow IT continues to be a source of wasted spending, and now shadow AI exacerbates the challenge. Without visibility into all spend, costs rise unnecessarily. Even more critical, your organization becomes vulnerable to data security risks, which include their own cost implications.

Automatic Renewals

Vendors often rely on automatic renewals to retain revenue, which can quietly inflate your costs. If renewals slip through without review, you may end up paying for tools you no longer use or need.

For example, imagine you have a platform that costs $20,000 a year but sees little activity. Letting it auto-renew means that money is tied up for another year when canceling it would have allowed you to reallocate it elsewhere.

Oversized Contracts

Many organizations overbuy licenses or consumption units “just in case.” While that may seem like a safe move, oversized contracts can lock you into paying for capacity you never use.

Redundant Software

It’s common for different departments to buy similar tools without realizing it. For example, Marketing uses Asana while the Product team uses Trello. An excessive amount of redundant tools quickly drain your budget and inflate spending.

Low-Adoption Tools

Even great software can fail to deliver value if your team doesn’t use it. Low adoption usually points to issues with onboarding, communication, or fit. When poor-fit apps stay in your stack, they contribute to unnecessary spending.

Duplicate Spending and Contracts

Another common source of SaaS spend waste is duplicate subscriptions, which evade detection through decentralized purchasing. One team might buy a tool ad hoc that was already purchased under an enterprise agreement.

8 Steps to Reduce SaaS Spend and Contain Costs

Reducing SaaS costs starts with clear visibility and grows into an ongoing discipline. By following these steps, you can uncover hidden waste, streamline renewals, and build a software strategy that protects your budget while supporting innovation.

• Step 1: Discover all SaaS tools
• Step 2: Implement a SaaS system of record
• Step 3: Set up SaaS operations for long-term success
• Step 4: Establish software acquisition policies
• Step 5: Prioritize highest-cost applications
• Step 6: Reduce license waste
• Step 7: Rationalize your portfolio
• Step 8: Use price benchmarks to negotiate better pricing

Each step builds toward lasting efficiency, giving you a clearer view of your software ecosystem and the confidence to make smarter, faster spending decisions. 

Step 1: Discover All SaaS Tools

Start by identifying every SaaS application your organization uses, not just those purchased by IT. Check:

• Expense reports and credit card statements
• SSO logs and finance systems
• Departmental or employee-led subscriptions

Zylo’s 2025 SaaS Management Index found that the average enterprise manages over 300 SaaS apps, with nearly half acquired outside IT oversight. Building a complete inventory helps uncover immediate opportunities to consolidate or cancel unused tools.

Step 2: Implement a SaaS System of Record

Once you know what’s in use, centralize that information. A SaaS system of record should include:

• Contract details and renewal dates
• License counts and usage data
• Owners, departments, and spend visibility

When finance, IT, and Procurement teams share a single source of truth, decisions are made faster and duplicate purchases stop slipping through.

Step 3: Set Up SaaS Operations for Long-Term Success

To maintain control, create a consistent operational framework. A dedicated SaaS operations (SaaSOps) function can:

• Maintain your system of record
• Automate renewal alerts and workflows
• Monitor usage and compliance

This structure turns SaaS Management into an ongoing process that creates a cost savings pipeline for your business.

Step 4: Establish Software Acquisition Policies

Define clear rules for how new software is purchased. Your policy should outline:

• Required approval paths
• Security and compliance checks
• Budget and procurement signoffs

Standardized processes for software acquisition helps prevent unnecessary spending, overlapping tools and shadow IT.

Step 5: Prioritize Highest-Cost Applications

Focus optimization on your most expensive vendors first, such as CRM, analytics, or collaboration tools. Follow these steps:

• Identify top 10-20 applications by spend
• Review license allocation and usage trends
• Target early renewal discussions for best ROI

Step 6: Reduce License Waste

Unused and underutilized licenses are often the biggest source of waste. To cut costs:

• Audit usage data quarterly
• Reclaim inactive seats or downgrade accounts
• Align provisioning with actual user activity
• Rightsize at renewal

Even modest reductions can save substantial money while maintaining productivity.

“Start with the low-hanging fruit. Visibility into unused licenses and duplicate apps delivers immediate savings—often before you’ve even finished your first full audit.”

— Daniel Garcia, former IT Sourcing and SAM at Coinbase

Step 7: Rationalize Your Portfolio

Compare tools with overlapping functionality and decide which delivers the most value. Consider:

• Feature redundancy
• Integration quality
• Adoption rates
• User overlap among similar apps

Consolidating redundant platforms reduces complexity, support costs, and confusion across teams.

Step 8: Use Price Benchmarks to Negotiate Better Pricing

Go into every renewal with pricing intelligence. Use pricing benchmarks to:

• Compare vendor rates to market averages
• Identify add-ons that don’t align with usage
• Push for competitive terms backed by data

Reduce SaaS Costs Using a SaaS Management Platform

A SaaS Management Platform (SMP) provides the tools and data to maintain long-term savings and control. The following capabilities make the biggest impact:

• Ongoing discovery and visibility
• Operationalized renewal management
• SaaS spend reduction tracking and reporting

Ongoing Discovery and Visibility

Understanding your SaaS environment begins with comprehensive, always-on discovery. With Zylo’s AI-powered discovery model, you uncover all of your SaaS apps and spending—even those hidden in expense reports. 

Because discovery is ongoing, new software and spend is detected as they enter your environment. As a result, your SaaS system of record stays up-to-date, ensuring data is accurate for decision making.

“Visibility into our portfolio was table stakes for the success of our program.”

— Vinod Vishwan,  Sr. Director, Head of Business Planning & Operations, Adobe

Operationalize Renewals

SaaS operations (SaaSOps) teams rely on data integrity and automation to manage renewals strategically. Using an SMP helps you: 

• Identify savings opportunities early
• Build a pipeline of upcoming renewals to target
• Automate license reclamation ahead of renewal
• Establish a renewal calendar with automated alerts at key milestones
• Benchmark pricing to use as negotiation leverage

Track and Report on SaaS Spend Reduction

Reporting on SaaS spend reduction is critical to secure ongoing support of your initiatives. Many SMPs include built-in dashboards and reporting, enabling you to track license reclamation, vendor consolidation, and negotiation outcomes over time. Ensure visibility across teams and illustrate business impact regularly by automating this information to key stakeholders.

Measuring SaaS Spend Success: Metrics That Matter

When it comes to measuring SaaS spend optimization, there are several essential KPIs to track:

• Total SaaS spend over time: Are costs decreasing quarter over quarter?
• License utilization rate: How many provisioned licenses are actively in use? How much shelfware do you have?
• Credit usage: How is consumption pacing against budgets or pre-purchased credit allotments?
• Redundant app reduction: How many tools with overlapping functionality have been eliminated?
• Cost savings and avoidance: How much financial impact are your optimization efforts delivering annually?

By tracking these indicators, you can: 

• Identify trends early
• Prioritize improvements
• Benchmark progress over time
• Demonstrate measurable ROI to leadership
• Build a stronger business case for future optimization efforts.

Cost Savings vs. Cost Avoidance

Both cost savings and cost avoidance contribute to a healthier SaaS strategy, but they represent different types of impact.

• Cost savings: Dollars actively removed from the budget, such as canceling unused licenses, consolidating redundant tools, or renegotiating vendor contracts.
• Cost avoidance: Money you prevent from being spent through smarter management—like catching auto-renewals before they process or stopping new shadow purchases with procurement policies.

How ModMed Significantly Reduced SaaS Spend

Modernizing Medicine (ModMed) provides a clear example of how focused SaaS Management helps reduce costs. The company partnered with Zylo to gain visibility into its software stack and improve renewal efficiency.

Challenges

• Limited insight into app usage and license ownership
• A growing number of shadow IT purchases
• Manual renewal tracking leading to missed savings opportunities

Solutions

• Centralized all SaaS contracts and usage data in Zylo’s platform
• Established proactive renewal workflows to capture negotiation opportunities
• Built visibility dashboards to align IT, procurement, and finance

Business Outcomes

• Significant cost savings through license reallocation and vendor consolidation
• Streamlined renewal processes that saved valuable time for IT and finance teams
• Better data integrity across the organization for future planning

By tracking savings and progress against key KPIs, ModMed turned SaaS Management into a strategic advantage. It’s proof that the right metrics can transform oversight into long-term value.

“Prior to Zylo, getting data on application types, licenses, and users was a manual process that would take hours, even days.”

— Trenton Cycholl, VP of IT and Digital Business at ModMed

Your SaaS Cost Reduction Checklist

As you seek to reduce SaaS costs, a repeatable checklist helps you stay proactive. Use this checklist to guide quarterly reviews, track renewals, and keep your software aligned with business goals.

• Identify all active SaaS tools and owners
• Centralize contracts, license data, and renewal dates
• Set up automated renewal alerts
• Audit usage and reallocate or cancel unused licenses
• Consolidate overlapping or redundant tools
• Create approval policies for new purchases
• Benchmark vendor pricing before renewals
• Report cost savings and cost avoidance regularly

To put this checklist into practice,

1. Start small but stay consistent. Even one centralized renewal tracker or usage audit can uncover quick wins.
2. Automate what you can. Renewal alerts, license tracking, and expense integrations save time and reduce errors.
3. Loop in your stakeholders. Finance, IT, and Procurement should collaborate on shared KPIs to prevent silos.
4. Track and celebrate progress. Share cost savings and improved renewal metrics with leadership to reinforce the value of SaaS management.

By treating this checklist as an ongoing rhythm, you’ll continue to find savings, strengthen data visibility, and empower your teams to innovate without waste.

Reduce Your SaaS Spend with Zylo

Optimizing your SaaS portfolio doesn’t stop once you find savings. It’s an ongoing process of discovery, data management, and renewal discipline. The right tools make that process easier, more transparent, and more effective.

Zylo’s SaaS Spend Management and Renewals solution gives you the visibility and control you need to keep costs down. With a single platform, you can:

• Automatically discover every SaaS app in use across your organization
• Track license utilization and identify unused or redundant tools
• Manage renewals proactively to avoid surprise charges
• Benchmark vendor pricing and negotiate smarter deals
• Generate detailed savings and cost avoidance reports for stakeholders

When you have full visibility into your SaaS ecosystem, you can move faster, plan smarter, and invest confidently in the technology that drives growth.

Ready to turn SaaS spend management into a strategic advantage? Request a demo to see how Zylo helps you reduce costs, eliminate waste, and maximize the value of every software investment.

Frequently Asked Questions About SaaS Spend Reduction