A CFO once told me they were paying over $2,000 a month for tools nobody had logged into in six months. And they had no idea until we ran the audit. Most companies waste 20 to 30 percent of their SaaS budget without realizing it. If you want to stop the leaks and put your software dollars to work, here’s a plan you can start right now.
Why Take Action Now?
SaaS sprawl is everywhere. The average business uses more than 100 apps, but many go underused or do the same job as something else. Every wasted dollar is a missed chance to invest in growth, your team, or your customers. A focused cost control plan helps you take charge and get more value from your software.
Your 30-Day SaaS Cost Control Plan
Week 1: Map Out Your Stack
- List every SaaS app you pay for.
Check credit card statements, expense reports, and talk to every team. Ask about one-off subscriptions and free trials that turned into paid plans. This step uncovers hidden costs and shadow IT, so you know exactly what you are working with. You may download our free audit spreadsheet to record your SaaS stack.
- Spot quick wins.
Look for obvious overlaps or tools nobody remembers approving. You can trim these costs immediately-no meetings or debates required.
Quick Win Example:
A company I worked with found three teams using different project management tools. Removing the extras saved them thousands in the first week.
With your stack mapped, Week 2 is about digging into the details and making sure you are not paying for dead weight.
With your stack mapped, Week 2 is about digging into the details and making sure you are not paying for dead weight.
Week 2: Review Usage and Licenses
- Check who is actually using each app.
If no one has logged in for months, reclaim those wasted seats. This stops you from paying for licenses that add no value.
- Right-size your plans.
Are you paying for premium features most people do not use? Downgrade to a simpler plan where possible. This keeps your costs in line with real needs.
- Scrub your user list for former employees and contractors.
Make sure only the right people have admin rights. This step saves money and reduces security risks.
Now that you know what you are using and who is using it, Week 3 focuses on getting more value from your vendors and your stack.
Week 3: Negotiate and Consolidate
- Negotiate better deals with vendors.
Share your usage data and ask for a better rate. Vendors often give discounts to keep your business. You can often save 10 to 20 percent just by showing what you actually use.
- Consolidate tools where you can.
If you are using several tools for the same job, move everyone to one platform. This reduces complexity and can unlock volume discounts.
- Look for annual savings.
Paying yearly instead of monthly can sometimes save you another 10 to 20 percent. These small changes add up over time.
With contracts optimized and your stack streamlined, Week 4 is about making sure your gains last.
Week 4: Set Up Controls for the Future
- Create a simple approval process.
Make sure new software requests go through one place. This stops duplicate purchases and keeps your stack clean.
- Schedule regular check-ups.
Put a reminder on your calendar to review your SaaS stack every six months. Regular audits help you catch new waste before it grows.
- Share wins with your team.
Let everyone know how much you have saved and how those savings will be used. This builds buy-in for future cost control efforts.
Quick Win Example
A company I worked with found three teams using different project management tools. Removing the extras saved them thousands in the first week.
Common Pitfalls to Avoid
- Only checking IT-approved tools. Shadow IT is real. Always ask every department.
- Forgetting about auto-renewals. Mark renewal dates on your calendar.
- Not tracking usage. If you do not know who is using what, you cannot cut waste.
- Week 1: List every SaaS tool and look for quick wins.
- Week 2: Review usage, licenses, and roles.
- Week 3: Negotiate contracts and consolidate tools.
- Week 4: Set up controls and share results.
SaaS cost control is not a one-time cleanup. It is a habit. This 30-day plan gets you started, and tools like Cenplify help you keep it going. Start today and watch your budget work harder for you.