The average digital agency spends $3,000-$5,000 per month on SaaS tools. Most of that goes to 8-12 separate subscriptions that overlap in ways nobody notices until someone actually audits the stack.
We did that audit. Here’s where the money goes and where you can cut at least $500/month without losing anything important.
The Current Landscape: Where Does the Money Go?
Breaking Down the Costs
First, let's look at what you're likely paying for. Here's a typical breakdown for a digital agency spending around $4,000 per month on SaaS tools:
| Tool Category | Average Monthly Cost | Comment |
|---|---|---|
| Project Management | $500 | Essential for team coordination |
| Communication | $400 | Slack, Zoom, etc. |
| CRM | $600 | Managing client relations |
| Design Software | $300 | For creatives and design work |
| Analytics & SEO | $300 | Tracking and optimization tools |
| E-Signature | $200 | Contract management |
| Document Management | $250 | PDFs, forms, and more |
| Scheduling | $150 | Booking and calendar tools |
| Miscellaneous | $300 | Other niche tools |
That’s a lot of cash flying out the door monthly. But it’s also a golden opportunity to streamline and save.
Real-World Example: Agency X
Let’s consider Agency X, a mid-sized digital agency based in Austin. With about 25 employees, Agency X was spending around $4,200 monthly on various SaaS tools. By consolidating their tools, they cut their costs by over $600 per month.
Finding Savings: The Consolidation Strategy
Why Consolidation Works
The problem isn’t that you’re using too many tools; it’s that you’re paying for overlapping functionalities. How many times have you realized that two of your subscriptions do almost the same thing? Consolidation is about identifying overlap and choosing a platform that offers more bang for your buck.
For example, StackBloom offers a suite of 13 integrated tools. By using StackBloom, you can replace multiple tools with one subscription. Imagine getting a Forms Builder, PDF Suite, E-Signature capabilities, and more—without juggling multiple logins or paying separate bills.
The Impact of Integrated Tools
When Agency X switched to StackBloom, they eliminated five separate subscriptions. Here’s what they combined:
- E-Signature and Proposals: They were paying for two different tools. Now, they use StackBloom's E-Sign and Proposals features, saving $150/month.
- Forms and Document Management: Previously, they used one tool for form creation and another for managing PDFs. StackBloom’s Forms and PDF Suite gave them what they needed at half the price.
- Scheduling and Communication: With StackBloom's Scheduling and Live Chat, they streamlined client communication and appointment setting, cutting costs by $200/month.
Internal Links to Explore
Curious about how these features stack up? Check out our E-Sign and Proposals tools to see how they could replace your current solutions. And don’t forget to compare our pricing models to what you’re currently spending.
The Tactical Approach: Steps to Consolidate
Step 1: Audit Your Current Stack
First, take a detailed inventory of your existing tools. List out every tool you're paying for, note the monthly cost, and jot down its primary function. This will help you see where overlaps exist.
Step 2: Identify Overlaps and Gaps
Next, pinpoint where functionalities overlap. Are you using three different platforms for communication when you could just use one? Perhaps your document management suite is separate from your e-signature tool. Identify these overlaps and consider the gaps—what functionalities would make your life easier if they were together?
Step 3: Explore Integrated Solutions
This is where you explore platforms like StackBloom that offer an all-in-one solution. With 13 tools integrated into one platform, you’re looking at potential savings not just in subscription fees, but also in time and efficiency.
Step 4: Test and Transition
Before making a final switch, test the integrated platform. StackBloom, for instance, offers trials to help you assess whether their tools meet your needs. Once you’re convinced, transition your team smoothly with training and support.
Step 5: Monitor and Optimize
Finally, keep an eye on your usage and costs. Tools should work for you, not the other way around. Reassess your needs every six months to ensure your stack remains optimal.
The Real Savings
The $500/month number is conservative. Most agencies find even more savings once they stop paying for overlapping features across separate tools. But the bigger win is operational: fewer logins, fewer integrations to maintain, and less time spent switching between apps.
If you want to see where your own stack overlaps, start with the audit in Step 1. You might be surprised what you’re paying for twice.
