Best SaaS Management Platform

What is SaaS management?

SaaS management refers to managing SaaS tools that you use in your organization. It helps identify applications that are not generating enough value and those your teams are not using very often.

With proper SaaS management, you can save hundreds of dollars (if not thousands) every month. Another advantage of SaaS management is that it helps identify potential overlaps between tools (and their features) used by different departments.

Software-as-a-Service (SaaS) Management is the business practice that involves proactive monitoring and management of the purchasing, onboarding, and licensing of all the software-based services within an organization's technology portfolio.

What is SaaS management Software?

SaaS management software is a tool that makes it easier to keep track of and manage all the cloud-based systems that you use. A SaaS management system helps you understand which SaaS tools are being used in your organization, how they’re being used, and what kind of data the system has access to.

The primary advantage of a SaaS management platform is that it gives you a 360-degree understanding of your SaaS ecosystem. It also helps identify ways to reduce your software spending significantly.

Who Uses SaaS Management Platform?

SaaS Management Platforms are utilized by a range of professionals and entities to effectively manage and optimize Software-as-a-Service (SaaS) applications. These platforms cater to the following groups:

1. IT Departments

   IT departments within organizations employ SaaS Management Platforms to streamline the administration of SaaS applications. They use these platforms to control user access, monitor usage, and ensure compliance with security and governance policies. IT teams benefit from centralized management, efficient provisioning, and insights into SaaS utilization.

2. CIOs and CTOs

   Chief Information Officers (CIOs) and Chief Technology Officers (CTOs) utilize SaaS Management Platforms to gain strategic oversight and make informed decisions regarding SaaS investments. These platforms provide visibility into costs, usage trends, and potential risks, enabling CIOs and CTOs to optimize the organization's SaaS portfolio and align it with business objectives.

3. IT Consultants

   IT consultants leverage SaaS Management Platforms to offer expert guidance to their clients. These platforms help consultants assess the SaaS landscape, identify opportunities for cost savings, security enhancements, and process improvements, and provide recommendations for SaaS optimization.

4. Managed Service Providers (MSPs)

   MSPs use SaaS Management Platforms to deliver comprehensive SaaS management services to their clients. These platforms enable MSPs to efficiently onboard, configure, and manage SaaS applications on behalf of their customers, ensuring smooth operation and compliance.

5. Cloud Service Brokers (CSBs)

   Cloud Service Brokers act as intermediaries between cloud service providers and end-users. SaaS Management Platforms assist CSBs in offering value-added services, such as application integration, migration, and optimization. These platforms enable CSBs to deliver a seamless and well-managed SaaS experience to their clients.

Benefits of SaaS Management Platform

SaaS Management Platforms offer a multitude of benefits to organizations by efficiently managing their Software-as-a-Service (SaaS) applications. These advantages contribute to streamlined operations and enhanced performance across various aspects of SaaS usage:

1. Centralized Visibility

   SaaS Management Platforms provide a unified dashboard that offers a comprehensive view of all deployed SaaS applications. This centralized visibility allows organizations to monitor usage, track expenses, and assess the overall health of their SaaS ecosystem in real time. It aids in informed decision-making and ensures that SaaS resources are effectively utilized.

2. Cost Optimization

   Effective cost management is facilitated by SaaS Management Platforms. These tools analyze usage patterns, identify underutilized subscriptions, and recommend cost-saving measures. By gaining insights into the true value of each SaaS application, organizations can optimize spending and allocate resources more efficiently.

3. User Access Management

   These platforms enable organizations to exert precise control over user access. IT administrators can easily provision and de-provision user accounts, set appropriate permissions based on roles, and ensure that data security and compliance protocols are maintained. This granular control enhances security and reduces the risk of unauthorized access.

4. Application Performance Monitoring

   SaaS Management Platforms monitor the performance of SaaS applications, detecting potential issues that could impact user experience. By identifying and addressing performance bottlenecks or downtime, organizations can maintain optimal productivity and user satisfaction.

5. License Management

   Efficient license management is facilitated through these platforms. Organizations can track license utilization, manage renewals, and prevent over-licensing or under-licensing scenarios. This ensures compliance with licensing agreements and eliminates unnecessary expenses.

6. Employee Productivity

   SaaS Management Platforms indirectly boost employee productivity by providing a seamless SaaS experience. With easy access to authorized applications and minimized downtime due to performance issues, employees can focus on their tasks without disruptions, leading to enhanced overall productivity.

7. Vendor Management

   These platforms assist organizations in effectively managing their relationships with SaaS vendors. By analyzing vendor performance, evaluating service-level agreements (SLAs), and ensuring adherence to contractual terms, organizations can maintain strong partnerships and hold vendors accountable.

Saas Management Software Key Features

SaaS management software offers a wide range of features to help you get the most out of your investment. However, you must look for the following saas software management features before choosing.

1- Automatic Discovery of SaaS Products

As mentioned above, automation is the critical comparison criteria for choosing the right SaaS management platform vendor. Here’s why.

When you use hundreds of SaaS tools in your organization, it can become challenging to enter the details of each vendor manually. Therefore, you need a SaaS management platform that can find all the SaaS tools you use.

Also, as you invest or remove SaaS tools, the platform should be able to detect them automatically. This will keep you updated with the cost spent, enabling you to manage your finances better.

2- User Management

Your SaaS management software tracks who uses what software and for what purpose. This will ensure only authorized users have access to sensitive company information.

3- Broad Vendor Integrations

As discussed before, integration is a vital feature of a SaaS management system. It should work seamlessly with multiple, single sign-on (SSO) systems, HR software, ERP software, and CRM applications.

Broad vendor integration ensures easy access, management, and measurement of SaaS applications. It also drives error-free outcomes when calculating your company’s SaaS expenses.

4- Top-Notch Security

The heightened risk of cyberattacks has made it critical to choose a SaaS platform that offers top-grade security. But, at the same time, you need a tool that helps you comply with necessary regulations.

Thus, choose a SaaS management platform that uses SSL encryption and has an advanced server infrastructure. Also, check if it is compliant with SOC 2 and GDPR.

Additionally, there's nothing like it if the tool uses superior AES-256 cryptographic libraries.

5- Analytics and Business Intelligence

A SaaS management platform with advanced analytics and intelligent tools improves spend transparency and provides in-depth usage insights.

However, the management team shouldn’t have to spend a lot of time analyzing and understanding the data. Instead, this should be delivered in an easy-to-consume dashboard with visualizations.

Criteria to Compare SaaS Management Platforms

No two SaaS management tools are built equally. Therefore, you need to compare them carefully to pick the best one for your business. To make things easier for you, we have collated a list of comparison criteria that can help you select the best SaaS management software.

1- User Interface (UI)

You would want to invest in a SaaS management platform with a clean user interface and easy to navigate. Good UI makes it easy for your employees to use the product. In addition, it should tell you what to do next or where to find necessary features.

A tool with a good UI also reduces the confusion and frustration associated with figuring out how to use the tool, increasing the adoption rate.

Since most SaaS management platforms offer a free trial, use them to determine if you like their UI.

2- Usability

Once you’ve shortlisted SaaS management platforms based on their user interface, it’s to analyze their usability.

Here are a few questions that will make it easy for you to decide.

• Does the SaaS management software allow you to manage various tools?

• Does the company have a knowledgeable support team? Do they have self-help options like knowledge base, tutorials, and training videos?

• Does the tool have a high learning curve?

Answering these questions will help you choose the best SaaS management software for your business.

3- Integrations

A SaaS management solution that integrates with your existing business tools is crucial. For instance, you’d want it to sync the total software cost with your accounting software for easy finance management.

Also, when your SaaS management software integrates with other cloud-based tools, it gets easier to manage permissions, onboard/offboard users, and ensure compliance from one place.

Therefore, check how easy it is to integrate your business tools with the SaaS management system.

4- Automation

Automation makes things easier and saves time. The best SaaS management software should automatically discover all the applications you use in your company. It should also categorize them in the appropriate category.

Compare the automation capabilities of all the SaaS management tools you have shortlisted to determine which one offers the best value for money.

How Can we Increase ROI by Using SaaS Management Software?

Leveraging SaaS Management Software can significantly enhance Return on Investment (ROI) through several impactful mechanisms, leading to improved operational efficiency and cost-effectiveness:

1. User Access Control

   Effective user access control ensures that individuals have access to the appropriate SaaS applications based on their roles. This prevents unnecessary subscriptions and reduces license waste, optimizing costs. By eliminating unauthorized access and associated expenses, organizations can allocate resources more efficiently, directly contributing to ROI.

2. Productivity Improvement

   SaaS Management Software streamlines access to authorized applications, minimizing time wasted on navigating multiple platforms. By providing a centralized dashboard for application usage, employees can work more efficiently, dedicating their time to core tasks and driving higher productivity levels.

3. Data-Driven Decision Making

   SaaS Management Software offers insights into usage patterns, cost breakdowns, and performance metrics of various applications. These data-driven insights enable informed decision-making regarding application renewals, optimizations, and eliminations. By allocating resources based on accurate information, organizations can maximize their ROI by investing in the most valuable tools.

4. Reduced Shadow IT

   SaaS Management Software helps identify and manage unauthorized or unsanctioned applications used by employees (Shadow IT). By offering suitable alternatives and ensuring employees have access to approved tools, organizations can minimize security risks and reduce unnecessary spending on unapproved applications.

5. Preventing Service Downtime

   Continuous monitoring of SaaS application performance helps detect potential issues and mitigate service downtime. Minimizing disruptions due to application downtime ensures uninterrupted workflows and maintains employee productivity. The avoidance of downtime translates to enhanced operational efficiency and ultimately contributes to increased ROI.

How to Choose the Right SaaS Management tool?

Selecting the most suitable SaaS Management tool requires careful consideration of various factors to ensure it aligns with your organization's needs and goals. Below is an in-depth exploration of the key aspects to assess when choosing the right SaaS Management tool:

1. Features and Functionality

   Before making a decision, thoroughly evaluate the features and functionality offered by the SaaS Management tool. It should provide robust capabilities for user access control, application monitoring, cost optimization, and compliance enforcement.

   Look for features like user provisioning, role-based access control, application discovery, license management, and the ability to manage multiple cloud providers. Ensure that the tool supports the specific SaaS applications your organization uses or plans to use.

2. Ease of Use

   The usability of the SaaS Management tool is crucial to its effective implementation and adoption. A user-friendly interface and intuitive navigation are essential for both IT administrators and end-users. A tool with a straightforward setup process, clear workflows, and minimal learning curve will expedite the deployment process and lead to smoother daily operations.

3. Integration Capabilities

   Consider the tool's integration capabilities with your existing IT infrastructure and other software solutions. It should seamlessly integrate with your identity and access management systems, single sign-on (SSO) providers, and other relevant tools. Integration ensures data accuracy, reduces manual efforts, and enhances the overall efficiency of managing SaaS applications.

4. Reporting and Analytics

   Robust reporting and analytics functionalities are critical for gaining insights into SaaS usage, costs, and trends. The tool should offer customizable reports, dashboards, and visualizations that provide a comprehensive overview of your SaaS portfolio. Detailed analytics enable informed decision-making, optimization of costs, identification of underutilized resources, and alignment with business goals.

5. Vendor Support

   Assess the quality and availability of vendor support and customer service. Ensure that the vendor provides adequate onboarding assistance, training materials, and responsive support channels. A vendor that offers timely assistance and addresses your inquiries promptly can significantly contribute to a successful implementation and ongoing usage of the tool.

List of Top 5 SaaS Management Platforms Comparison

Name	Free Trial	Demo	Pricing
BetterCloud	14 Days	Yes	Starting price at $55/month
Torii	14 Days	Yes	On-Request
Cleanshelf	7 Days	Yes	On-Request
Intello	14 Days	Yes	Starting price at $99/month
Blissfully	14 Days	Yes	On-Request

Presenting a curated list of the leading SaaS Management Platforms, empowering businesses with streamlined control and optimization of their software-as-a-service ecosystems.

1. BetterCloud

BetterCloud is a robust SaaS Management Platform designed to empower organizations with seamless control over their diverse portfolio of cloud applications. With a focus on automation and security, BetterCloud offers an array of features that enhance visibility, compliance, and efficiency in managing SaaS applications.

Its user-friendly interface and real-time monitoring capabilities provide IT teams with the tools they need to streamline access control, optimize costs, and ensure data protection. BetterCloud stands as a comprehensive solution, catering to businesses of all sizes, as they navigate the complexities of modern SaaS ecosystems.

Pricing

• Starting at $55 per month

2. Torii

Torii presents itself as a comprehensive SaaS Management Platform that enables organizations to gain meticulous control over their software applications. With a user-friendly interface and robust features, Torii streamlines expense tracking, license management, and usage analytics.

The platform's automated onboarding and offboarding processes simplify user access control, while its advanced vendor management tools facilitate effective communication and collaboration with service providers. Torii is tailored to support businesses in optimizing their SaaS utilization, ensuring compliance, and effectively managing software costs.

Pricing

• On-request

3. Cleanshelf

Cleanshelf emerges as an innovative SaaS Management Platform that focuses on optimizing costs and enhancing visibility across an organization's software landscape. Through its automated savings identification and comprehensive expense tracking, Cleanshelf empowers businesses to identify and eliminate wasteful spending.

The platform's application discovery and usage analytics provide valuable insights, ensuring efficient resource allocation. Cleanshelf's contract management tools further contribute to compliance and financial efficiency, making it a valuable solution for businesses striving to streamline their SaaS ecosystem.

Pricing

• On-Request

4. Intello

Intello positions itself as a SaaS Management Platform designed to provide businesses with a clear understanding of their software subscriptions and usage patterns. With an emphasis on license management and automated alerts, Intello helps organizations prevent overspending and ensure compliance.

The platform's user-friendly interface simplifies SaaS discovery, while its integration capabilities allow for seamless communication with other IT management tools. Intello is a strategic choice for businesses seeking improved visibility and control over their SaaS applications.

Pricing

• Base Plan- Free
• Ultimate Plan- $99/month

5. Blissfully

Blissfully introduces itself as a comprehensive SaaS Management Platform aimed at simplifying the intricate task of managing software applications. Through its robust features, including expense tracking, compliance monitoring, and user provisioning, Blissfully assists organizations in optimizing costs, adhering to security protocols, and maintaining an organized SaaS landscape.

The platform's focus on automation and access control contributes to enhanced efficiency and productivity. Blissfully caters to businesses looking to centralize their SaaS management efforts while ensuring data security and effective resource allocation.

Pricing

• On-Request

Challenges of SaaS Management Platform

Navigating the landscape of SaaS Management Platforms presents various challenges that organizations need to address effectively. Below, I delve into the specific challenges associated with these platforms:

1. Application Discovery

   One significant challenge is identifying and managing all the SaaS applications in use across an organization. With the ease of self-provisioning, employees might adopt various applications without IT's knowledge, leading to a lack of visibility and control. It can be a complex task to discover and catalog all applications, especially in larger organizations, which can result in security vulnerabilities, compliance issues, and inefficient resource allocation.

2. Data Accuracy

   Maintaining accurate and up-to-date information about user access, licenses, and usage is critical for effective SaaS management. Inaccurate data can lead to over-licensing, underutilization of resources, and difficulties in optimizing costs. Ensuring that the SaaS Management Platform consistently reflects the most current information can be a challenge, especially when dealing with frequent user changes, license renewals, and application updates.

3. Integration Complexity

   Integrating a SaaS Management Platform with existing IT systems and tools can be complex. The platform needs to seamlessly integrate with identity and access management systems, single sign-on solutions, and other relevant software. Integration challenges can arise from differences in APIs, data formats, and authentication methods across various applications, leading to potential disruptions and delays in implementation.

4. Multi-Cloud Environment

   Many organizations operate in multi-cloud environments, using services from different cloud providers. Managing SaaS applications across multiple cloud platforms adds complexity to SaaS management. Each cloud environment may have its own set of tools, access controls, and usage patterns, making it challenging to maintain consistent governance and monitoring across all clouds.

Why Deploying SaaS Management in Business Makes Sense?

Since the pandemic started, most Saas companies have migrated their on-premise systems to the cloud. According to Statista, in 2021, organizations globally were using an average of 110 SaaS applications.  Managing so many applications can be challenging and time-consuming.

Besides, SaaS spending quickly becomes a wastage that is often overlooked. According to Flexera’s State of ITAM Report 2022, 29% of SaaS software spending is underutilized or wasted.

However, a SaaS management system can make things easier for you. It acts as a central hub for all the tools you use, giving you a birds-eye view of your investments. You can quickly identify the tools that your team is not using often and cut on them to save money.

Here are some more reasons to deploy SaaS management in your organization.

1- Get a Full Picture of What’s Being Used

The primary benefit of SaaS management is that it helps you better understand which tools your employees are using across all teams and departments. This promotes complete transparency and enables you to track how your SaaS budget is spent on cloud services.

For instance, when you start looking at your employees' tools, you might find your marketing team is using one SEO tool while your content writing team is using another. This makes it easier for you to see the overlap to consolidate them and use one tool across all departments.

2- Know Who Has Access to Which Applications

To safeguard your data and prevent insider threats, you need to know who has access to applications and how they’re being used.

This means that you’ll know which employees log in to which applications and how often. This, in turn, will help you:

• Stay compliant

• Reduce the risk of a data breach

• Automate employee onboarding and offboarding

• Save money

Since you’ll have complete information about who is using what, you can turn off their access and cancel login credentials when an employee leaves the organization. This eliminates the risk of insider threats and frees up seats in your software license for other employees.

3- Define Administrative Controls

A continuation of the previous benefit, SaaS management helps understand and define policies regarding who has access to SaaS management apps and to what extent. In addition, your SaaS systems should allow you to set up role-based access.

This, in turn, will give you peace of mind that no one has access to data that they shouldn’t have. Also, you should be able to revoke access when necessary.

For example, you wouldn’t want end users on your marketing team to access your critical financial information. That access needs to only stay within the accounting department and the management team.

4- Improve Transparency Regarding Contract Management

Last but not least, SaaS management allows you to manage all your SaaS contracts and subscriptions throughout their lifecycle in one place. As mentioned before, SaaS management also helps identify ways to consolidate subscriptions where the usage is overlapping.

Besides, when you have a centralized location for all vendor contracts, you can easily:

• Avoid missing renewal or cancellation of SaaS tools.

• Ensure you don’t get stuck with contracts you don’t want to renew.

• Update authorized people to make necessary changes to SaaS tools and licenses.

• Identify SaaS tools that might need an upgrade.

Latest Trends in Saas Management Software

1- Artificial Intelligence and Machine Learning Will Shape the Industry

AI and ML have already been integrated into SaaS management platforms. However, in the coming years, we can expect them to provide an advanced degree of personalization (using NLP) and speed up SaaS systems management.

AI-based SaaS business management software can also help identify tools with the highest/lowest engagement, emerging interests, and behaviors. This will make it easier for you to identify tools worth investing in.

2- Centralized Analytics

Industry experts believe that investment and value in analytic-centric SaaS models will rise by 23.3% by 2022.

This indicates that in 2022 and beyond, the demand for SaaS service management software with advanced analytics will dominate the market.

Centralized analytics provides you with a Nsingle source of truth and makes it easier to manage all the SaaS tools you use in your business.

3- More Automation is Available

With the advancement of technology, businesses are expecting more automation capabilities.

The most significant advantage of automation in SaaS management platforms is that it helps save time and effort in doing necessary tasks.

The best SaaS management platforms regularly update their technology to add new automation features to attract more customers. This SaaS management trend will likely continue for the foreseeable future.

Average Pricing of SaaS Management Platform

SaaS management platform pricing varies based on features and user count. Basic plans (around $15-$30/user/month) offer essentials like spend tracking, contract management, and user provisioning. Advanced plans ($30-$50/user/month) add custom reports, API access, and broader app support.

Enterprises can choose an extensive plan ($50-$100/user/month) with added perks like SSO, multi-tenant support, and dedicated account management. Assessing needs and potential savings helps organizations select the suitable plan for optimizing SaaS management and costs.

Conclusion

In conclusion, a SaaS Management Platform serves as a vital tool for efficiently overseeing, optimizing, and securing an organization's diverse portfolio of Software-as-a-Service applications. By offering centralized visibility, streamlined access control, real-time monitoring, and data-driven insights, these platforms empower businesses to make informed decisions, enhance productivity, and mitigate risks associated with unauthorized or inefficient SaaS usage.

With the ability to tailor plans according to specific requirements, organizations can leverage these platforms to maximize the value of their SaaS investments, align with strategic objectives, and ensure a cost-effective and well-governed SaaS ecosystem.