How to Audit Your SaaS Stack & Cut Cost

Ever looked at your company’s software expenses and thought, Where is all this money going? You’re not alone. Businesses sign up for SaaS tools all the time—marketing needs a CRM, HR needs an onboarding platform, finance wants better reporting software. Before you know it, you’re drowning in subscriptions, half of which no one even uses.

A SaaS stack audit helps you clean up the mess. It’s about identifying what software your company actually uses, cutting what you don’t need, and making sure every dollar spent brings real value. Done right, it can save thousands—if not millions—while making your tech stack leaner and more efficient. But keeping track of every tool manually is time-consuming.

That’s where Josys comes in. Josys helps companies track their SaaS expenses, eliminate shadow IT, and ensure every software investment is justified. Here’s how you can conduct your own SaaS audit and take back control.

Step 1: Identify and Inventory Every SaaS Tool in Use

The first step is figuring out what’s in your tech stack. This isn’t as easy as pulling a list from finance. Employees and teams often use free software or purchase software on their own, leading to rogue subscriptions that don’t show up in central records.

A good way to track everything down is by reviewing company credit card statements, expense reports, and login records. IT teams can also use SaaS Management Platforms with discovery tools that scan the network for all active SaaS apps. Once you’ve identified them, categorize each tool by department, usage, and cost.

Step 2: Assess SaaS Licenses and Subscription Costs

Now that you know what you’re working with, it’s time to see if you’re overpaying. Look at how many licenses you’ve purchased versus how many people actually use the tool. Chances are, you’ll find inactive users or teams that do not log in.

Check for duplicate apps or redundant tools as well. Does your company really need three different project management apps? Probably not. Compare their features and see if you can consolidate. You may also identify multiple departments purchasing the same apps. Consolidate these purchases under one account and take advantage of bulk discounts. 

Review contract terms and renewal schedules too—many companies auto-renew licenses for software they no longer need.

Step 3: Eliminate Redundant and Unnecessary Tools

If an app isn’t being used, cancel it. If multiple tools do the same thing, choose the best one and drop the rest. If you’re overpaying for features you don’t use, downgrade to a lower-tier plan.

Employees may resist change, especially if they’re attached to a particular tool. But remind them that a leaner, more efficient SaaS stack means fewer headaches and more resources for essential tools.

Step 4: Optimize User Access and License Allocation

One of the biggest drains on a SaaS budget is poor license management. Some employees have premium licenses when they only need basic access. Others leave the company, but their accounts remain active, burning money every month.

Reallocate licenses based on actual usage. If someone isn’t using advanced features like scheduling Zoom meetings, downgrade their plan to a free or cheaper option where they can still have access to tools they need without the paid extras. If a license isn’t being used at all, revoke it. This simple step can save thousands without impacting productivity.

Step 5: Automate SaaS Cost Monitoring and Policy Enforcement

A one-time audit is great, but keeping your SaaS stack optimized requires ongoing monitoring. New tools get added, contracts renew automatically, and before you know it, costs creep back up. That’s why automation is key.

With Josys, companies get real-time insights into their SaaS spending. Automated license tracking helps eliminate waste, while shadow IT detection prevents unauthorized software purchases. Josys also provides centralized cost reporting, making it easy to track expenses, negotiate better contracts, and ensure every dollar spent is justified.

Conclusion

SaaS spending gets out of hand when no one’s watching. Subscriptions pile up, licenses go unused, and before you know it, your budget is bleeding. A SaaS stack audit helps you take back control.

By identifying every tool, cutting what you don’t need, and optimizing what you keep, you can free up significant savings without disrupting your workflow. And with Josys handling the heavy lifting, keeping your SaaS stack lean and efficient becomes effortless.

Start your SaaS audit with Josys today. Josys typically discovers about 25% of SaaS is wasted. You might be surprised by how much you can save! 

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