Why Audit Your SaaS Stack?
Your team is probably paying for SaaS tools that two people use. A recent survey found that over 65% of companies overspend on SaaS, mostly because nobody audits what's actually being used.
Auditing your stack saves money, but it also reduces the cognitive load of switching between apps and managing a dozen different logins. Here's how to do it.
Step 1: Conduct a Tool Inventory
The first step to tackling your SaaS stack is a good old-fashioned inventory check. List every single SaaS tool your team uses. Don't just rely on your finance department's records; ask around. You'd be surprised how many tools are flying under the radar.
Creating Your List
- Departments: Talk to heads of departments. They often have their own budgets and subscriptions.
- Finance: Of course, cross-check with finance for any unapproved purchases.
- Employees: Send out a team-wide survey. Use something simple like StackBloom's Forms Builder to gather responses.
Once you've got your list, categorize these tools based on function: communication, project management, CRM, etc. This clarity will help you see where redundancies might exist.
Step 2: Evaluate Utilization and Costs
Now that you've got your list, it's time to dig into the data. You need to know not just what you're using but how much you're actually using it.
Analyzing Usage
- User Activity: Check the activity logs for each tool. If only a handful of people are using a tool, it's time to question its value.
- Feature Use: Are you using all the features you're paying for? If not, consider downgrading your subscription.
Cost Analysis
Compare the costs of these tools against their usage. Use a simple table to visualize:
| Tool Name | Cost/Month | Active Users | % of Features Used | Redundancy Potential |
|---|---|---|---|---|
| Tool A | $100 | 5 | 60% | High |
| Tool B | $200 | 10 | 80% | Medium |
| Tool C | $300 | 2 | 30% | High |
Statistically, companies find that 30% of their SaaS stack is underutilized. If that's the case for you, it's time to cut some fat.
Step 3: Identify Redundancies and Alternatives
With your data in hand, it's time to identify redundancies. Do you have two tools doing the same job? Are there cheaper alternatives that could do the same thing?
Spotting Redundancies
- Function Overlap: If you have multiple tools offering similar features, consolidate. For example, if you’re using separate scheduling and live chat tools, consider how StackBloom can integrate these functionalities seamlessly.
Exploring Alternatives
- Unified Platforms: Look for platforms that offer multiple tools in one package. StackBloom, for example, combines 13 tools, which can drastically cut down your SaaS stack and costs. Check out the products.
Step 4: Implement Changes
Now comes the tough part: making the cuts. But don't worry—it's a necessary step.
Communication and Transition
- Communicate Clearly: Let your team know why you're making these changes and how it benefits them.
- Training: Provide training for any new tools or features. StackBloom’s user-friendly interface often requires minimal training, which is a huge plus.
Negotiating Contracts
- Downgrade or Cancel: Reach out to your vendors and see if you can negotiate better terms or downgrade plans. You'd be surprised how flexible they can be when faced with the prospect of losing a customer.
Real-World Example: TechCo’s SaaS Overhaul
Let's look at TechCo, a mid-sized tech firm from Austin. They were spending $10,000 a month on SaaS, with over 40 tools in their stack. After auditing, they found that 15 tools were either redundant or underutilized.
By consolidating features through StackBloom, they cut their spending by 50%, saving $60,000 annually. Plus, the simplified ecosystem boosted productivity by 20%, according to internal surveys. See our pricing to explore similar savings.
Step 5: Automate for Efficiency
Once your stack is leaner, it's time to automate your processes. Automation can save your team hours weekly, reducing the reliance on multiple tools.
Integrate and Automate
- Workflow Automations: Use StackBloom’s Automations to streamline tasks. From automatic email responses to scheduling, automation can handle the mundane so your team can focus on high-value work. Learn more about automations.
Final Thoughts
Run this audit once a year. SaaS sprawl creeps back, especially when individual teams start subscribing to tools on their own. If your audit reveals a lot of overlap between standalone tools, it's worth looking at consolidated platforms like StackBloom that bundle forms, scheduling, e-signatures, and more into a single subscription.
