19 June 2024

How to build SaaS optimization strategy to maximize your ROI (Image by Interscale)

Octobits Blog – As companies increasingly use SaaS services, the importance of a SaaS cost optimization strategy becomes clear.

Cost optimization in this context refers to the process of reducing expenses associated with SaaS tools while enhancing their effectiveness and alignment with business goals​.

SaaS cost optimization strategy involves analyzing your SaaS usage, identifying areas of waste, and implementing measures to reduce costs without sacrificing functionality that’s crucial to your business. 

Okay, let’s go to the details now.

What Is The Cost Optimization Method?

Cost optimization entails meticulously analyzing expenses while maximizing how you use, manage, and purchase SaaS solutions.

This strategy aims to extract the most value from every dollar invested.

It starts with right-sizing SaaS subscriptions, meaning you must meticulously ensure that your licenses are closely matched to how much you use them.

Data suggests that often companies only use half of their available licenses, pointing to a substantial opportunity to reduce costs by getting rid of seats that no one is using.

After right-sizing comes the search for efficiency gains by removing redundancies in your SaaS stack.

It’s common for companies to unknowingly pay for multiple applications with significant overlap in their features, like various project management or team communication tools.

Choosing and consolidating one can cut costs, simplify your technology setup, and minimize the potential for confusion or inefficient workflows.

Data-driven negotiation with SaaS providers is another vital component of this process.

Knowing the details of your SaaS usage and requirements allows you to enter negotiations from a position of strength.

This can facilitate better pricing or improved service agreements, which ultimately translate to a higher return on your investment.

Businesses that consistently benchmark their SaaS performance against similar companies are often better equipped to secure advantageous deals.

SaaS management tools, such as Octobits, bolster these efforts. They offer detailed views into SaaS usage and expenses.

These platforms excel at pinpointing resources that aren’t being used, sending renewal reminders, and aligning SaaS spending with overall budgetary goals.

Their real-time data allows for informed decision-making, enabling companies to quickly respond to changing needs and stay on track with their strategic objectives.

Crucially, the optimization process shouldn’t be a one-time effort. It demands ongoing observation and adjustment.

Vigilant tracking of usage patterns and financial commitments empowers businesses to remain adaptable.

This guarantees that their SaaS investments are tailored to their current situation and ready to support future growth and transformation within the organization.

Through this continuous, strategic methodology, companies ensure they gain the most financial and operational value from their SaaS tools.

How to Create SaaS Cost Optimization Strategy

Developing a SaaS cost optimization strategy necessitates a methodical process. It starts with thoroughly evaluating your use of SaaS, followed by establishing goals and deliberate implementation.

Assessment of Current SaaS Usage and Needs

The initial step in analyzing your SaaS usage and requirements involves scrutinizing your existing subscriptions.

The aim is to pinpoint usage trends and determine whether these solutions support your overarching business objectives.

This exercise frequently exposes subscriptions that are barely used or no longer serve a purpose. Such subscriptions are prime candidates for reduction or outright elimination, paving the way for cost optimization.

An in-depth analysis of SaaS usage, supported by specialized tools, gives companies a precise understanding of which applications enjoy active use and which languish in neglect. This highlights potential areas for cost reduction.

For example, DemandSage’s statistical report indicates that the average organization utilizes roughly 371 SaaS applications.

However, the fast-paced growth of SaaS adoption leads to many of these applications receiving minimal use.

This signals a substantial chance for companies to restructure their SaaS landscape in accordance with their actual needs.

Further, David Prosser notes in his Forbes article that organizations invest considerable sums in these tools – approximately $3,500 per employee each year.

Such high levels of expenditure make optimizing these costs a top priority.

“In this tough economic environment, we’re going to see the pendulum start swinging back. Finance leaders have understandably become more conscious of cost, and they’ve recognized that SaaS is one area that requires much greater scrutiny,” observes Nidhi Jain, CEO and founder of CloudEagle.

Companies can turn to platforms like Octobits for comprehensive SaaS subscription management.

These tools deliver granular insights into usage patterns and expenditures, enabling businesses to make well-informed decisions and adjust their strategy dynamically.

Crucially, these platforms reveal opportunities to save money, boost compliance, and streamline operations by weeding out duplicate applications and automating the subscription management process.

You should also check outGet a Grip on Creating a Budget for SaaS Expenditures: A Newbie Guide,” for a perspective in SaaS budgeting.

Setting Cost Optimization Goals

Once you have a comprehensive picture of your SaaS environment, the next phase is establishing clear and quantifiable goals.

These goals should focus on reducing costs while simultaneously improving operational effectiveness.

Start by pinpointing specific areas where you can cut costs without negatively impacting the quality of the services you receive.

Often, this centers around right-sizing your SaaS subscriptions to avoid overspending on unused or underutilized tools.

Effective right-sizing necessitates a meticulous review of usage data to discern which licenses are being wholly used vs. which ones aren’t reaching their full potential.

The following step is to ensure that these cost-saving targets align with your broader business objectives.

For example, suppose a company aims to expand its market share. In that case, its SaaS cost optimization plan should facilitate this goal by ensuring that sales and marketing tools are appropriately scaled and deployed in a cost-efficient manner.

Collaborating with stakeholders from various departments can bring valuable perspectives on how SaaS tools are used across the company.

This can lead to setting cost optimization goals that are more focused and attainable.

For instance, a conversation between engineering leadership and product management might reveal requirements for specific SaaS tools necessary to enable new product features.

These tools could be vital for tapping into new markets or boosting customer loyalty.

Ultimately, setting these goals needs to be an ongoing process. Regular assessments and modifications are essential to maintain alignment with evolving business needs and the ever-changing technology landscape.

By adopting tools and systems capable of delivering real-time data on SaaS usage and expenditures, companies can track progress and continuously refine their cost optimization strategy.

Eliminating Redundant and Underused Subscriptions

A considerable part of SaaS expenses can be traced back to licenses that are unused or barely used.

It’s common for companies to unknowingly maintain multiple applications that do essentially the same thing, such as a variety of project management or team communication platforms. 

This leads to financial waste and can make the IT setup overly complicated. To combat this kind of waste, you must regularly review their SaaS usage. 

Analyzing usage statistics lets companies pinpoint licenses that are inactive or underutilized, presenting opportunities for cancellation or reassignment to areas of greater need.

Additionally, bringing together tools with similar functions can result in substantial cost savings. 

If a company finds they use multiple applications for the same purpose, for example, both Asana and ClickUp for project management, choosing one and consolidating can lead to financial benefits and improved operational efficiency.

This consolidation not only makes managing your SaaS tools simpler but also gives you an advantage during vendor negotiations.

It increases your bargaining power and can open the possibility of securing volume discounts.

You might also want to take a look atDeliver a Better SaaS Experience: Optimization Strategies for Your Usersfor a guideline to optimization.

Negotiating with Providers

Successful negotiation with SaaS providers demands meticulous preparation backed by a deep understanding of your current SaaS usage patterns and requirements.

Begin by compiling extensive data on how you currently use SaaS, the associated costs, and the specifics of existing contracts.

This essential information establishes a strong foundation, highlighting areas where you might reduce costs or seek better service conditions.

The next crucial step is to grasp the vendor’s pricing structure. This involves carefully examining how their pricing aligns with your actual usage patterns. This ensures you’re not paying for resources you don’t use.

If you predict your usage is likely to grow, exploring volume discounts can lead to substantial savings down the line.

It’s also advantageous to collect quotes from other providers of similar services.

This competitive perspective can be powerful leverage during negotiations, offering a basis for more robust discussions on pricing and service features.

Further, highlighting the prospect of a long-term relationship with your vendor can lead to more favorable terms, as providers often value the retention of loyal customers.

Finally, remain vigilant about clauses that allow for automatic renewal of contracts and strive to negotiate price caps.

This proactive strategy helps you retain control over your SaaS spending and guarantees that your contracts adapt to your business’s changing needs.

How Octobits Can Help Your Cost Optimization Process

As mentioned before, Octobits is a set of tools specifically designed to streamline SaaS management. It delivers in-depth insights and control over your subscriptions.

Centralizing the management of all your SaaS applications through Octobits allows you to meticulously track their usage, monitor related expenses, and ensure adherence to compliance policies.

These are all critical components of maximizing the value of your SaaS investments.

The platform stands out in its ability to provide granular analytics on how each SaaS tool is used across your company.

This functionality is vital, empowering IT teams to make choices guided by real-world usage data.

This alignment guarantees that each software investment supports your business objectives and plays a meaningful role in achieving your operational goals.

Additionally, Octobits takes the complexity out of routine management processes by automating tasks like managing user access and ensuring timely license renewals.

These automations not only boost operational efficiency but also play a role in mitigating security risks.

The platform ensures timely updates and the prompt deactivation of accounts when users leave the organization.

Another significant benefit of Octobits is its ability to uncover shadow IT – applications used within your company but not officially sanctioned or managed by your IT department.

Bringing these applications into the fold allows Octobits to help you enhance the security of your IT environment and ensure compliance with data privacy regulations, such as GDPR or CCPA.

We know your time is valuable, so our team is available 24/7 to address your specific needs and create custom Octobits to fit your unique operational requirements.

You’ve got the choice: book a consultation through Octobits’ contact page to find out how we can help you out saas cost optimization strategyas your SaaS management system.

Or do it by yourself.


If you take a close look at how you’re using SaaS, set clear goals, cut out waste, and negotiate smartly, you can be sure that your SaaS spending is helping you reach your main goals.

Platforms like Octobits make those processes easier, so you can save money, improve how you use resources, and make operations more efficient.

This helps your company succeed in SaaS cost optimization strategy.