SaaS Renewal Checklist

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Prevent automatic SaaS renewal surprises – and unplanned costs – with this proactive renewal planning checklist.

Pre-renewal

• Identify all SaaS applications
Discover all applications within the environment.

• Attribute application ownership
Determine cost and support accountability by business unit, team, or employee.

• Collaborate to define renewal goals
Align with stakeholders such as IT, Procurement, and business units.

• Measure end-user application utilization
Measure end-user utilization, adoption, and sentiment to inform renewal planning with data.

• Regularly evaluate costs, spending, and total cost of ownership
Track employee-led and direct supplier purchases as well as continuing transactions to understand cost of ownership and overall value.

• Create a calendar with all renewal dates and notification periods
Document each application’s renewal date and notification period (and details like license quantity and consumption metrics) in a centralized system of record

• Develop proactive renewal plans
Create and document a strategic renewal plan for every application; prioritizing highest cost or mission-critical applications first.

RELATED: 5 SaaS Renewal Best Practices


At Renewal

• Activate renewal plan(s)

• Project growth of license and feature requirements
Consider pre-purchasing additional licenses or features at discounted rates as a hedge against future growth.

• Evaluate market and compare alternative vendors
Make side-by-side solution comparisons a routine process for renewals.

• Eliminate redundant applications
Eliminate redundant applications to reduce operational burdens.

• Level up application contracts and agreements where possible
Standardize widely deployed application types to leverage buying power and create custom contract terms.

• Utilize discounts and lock in pricing and discounts
Consider discounts possible under multi-year agreements and contract terms that limit price increases for subsequent renewals.


Post Renewal

• Update key purchase details
Document any updates to details such as pricing, features, consumption metrics, features, and services.

• Update renewal calendar for notification timing and renewal date
Document any alterations to renewal dates or notification periods in your SaaS system of record.

• Continue reporting and collaboration with stakeholders
Apprise stakeholders regularly on key metrics to encourage proactive planning.

• Ensure continual discovery and renewal plan creation for all new apps
Monitor the environment to ensure all applications meet renewal planning criteria.

 

About the Author

Zylo

Zylo is the leading enterprise SaaS management platform that transforms how companies manage and optimize the vast and accelerating number of cloud-based applications organizations rely on today. The platform provides one system of record for all cloud-based software purchased across a company, enabling customers to discover, manage, measure and optimize cloud investments with real-time insights into spend, utilization and feedback data.